Teams By Design - Terms of Service

Effective Date: 01/07/2018

Last Updated: 01/01/2025

1. INTRODUCTION AND ACCEPTANCE

These Terms of Service ("Terms") govern your use of the Teams By Design website and all services provided by RLM Entrepreneur Investments Pty Ltd ATF RLM Investments Trust T/A Teams By Design (Australian operations) and LMR Consulting International – FZCO – 46881 (UAE operations), collectively referred to as "Teams By Design," "we," "us," or "our."

By accessing our website, engaging our services, or entering into any agreement with us, you ("Client," "you," or "your") agree to be bound by these Terms. If you do not agree to these Terms, you must not use our services.

2. DEFINITIONS

Add-on Services Fee – Additional service fees as specified in service agreements or proposals.

Additional Recruitment Fee – Fees for extra recruitment and onboarding services beyond standard offerings.

Annual Fee – Yearly service fees where applicable (marked as N/A for certain service tiers).

Client – The individual or entity engaging Teams By Design's services.

Commencement Date – The date services begin as specified in the relevant agreement.

Confidential Information – All non-public, proprietary, or sensitive business, financial, technical, employee, or customer data disclosed by either party.

Establishment Fee – One-time setup fee covering profile creation, onboarding, initial training, and system setup.

Go Live Date – The date when a Team Member commences active work following training.

Monthly Fee – Fixed monthly amount payable for services (where applicable).

Notice Period – Sixty (60) days written notice required for termination (may vary by jurisdiction: 30 days for UAE operations).

Outsourced Services Agreement – The complete agreement comprising the Offer Letter and these General Terms.

Public Holiday – Days recognised as public or bank holidays in the Client's location.

Security Deposit – Amount held to cover outstanding fees when automatic payment is not established.

Services – All virtual assistant, executive assistant, and related services detailed in offer letters and agreements.

Team Member – Virtual assistants, executive assistants, virtual executives, personal assistants, or similar roles.

Term – The service period as specified in individual agreements.

3. SERVICES OFFERED

3.1 Core Services

Teams By Design provides professional virtual assistant and executive support services, including but not limited to:

• Executive assistance and administrative support

• Virtual assistance across various business functions

• Specialised creative and finance team services

• Account management and ongoing support

• Training and development programmes

3.2 Service Delivery

• Services are performed with due care and professional skill

• No specific outcomes or results are guaranteed

• Service scope is determined during planning sessions

• Future changes to services require documentation

• Reduction in services does not automatically reduce fees

3.3 Geographic Operations

Services are delivered through our Australian and UAE entities, with Team Members primarily based in the Philippines, working within clients' nominated time zones.

4. CONTRACTUAL FRAMEWORK

4.1 Agreement Structure

These Terms apply to:

• All contracts under which Teams By Design provides services

• All arising contracts between clients and Teams By Design

• All offers and proposals made by Teams By Design

4.2 Variations and Modifications

• Any variation to agreements must be confirmed in writing by Teams By Design

• Invalid clauses will be replaced to reflect original intent as closely as possible

4.3 Contract Terms and Renewal

• Minimum Term: 12 months from Go Live date

• Automatic Renewal: Contracts automatically renew for 12-month periods unless terminated with proper notice

• Notice Requirements:

Australian operations: 60 days written notice

UAE operations: 30 days written notice

• Extension Periods: 30-day extensions available for commercial term clarification

5. FEES AND PAYMENT TERMS

5.1 Fee Structure

Clients are responsible for payment of:

• Monthly fees (billed in equal monthly instalments)

• Establishment fees (one-time setup costs)

• Security deposits (when automatic payment not established)

• Additional recruitment and onboarding fees (where applicable)

• Add-on services fees

• Account manager fees (where applicable)

• Specialty skills services (billed hourly at premium rates)

5.2 Currency and Pricing

• Australian and New Zealand Operations: Fees expressed in AUD (Australian Dollars)

• UAE Operations: Fees expressed in GBP (British Pounds Sterling)

• Teams By Design reserves the right to increase fees if costs increase

5.3 Payment Processing

• Invoice Schedule: Issued 15th of each month, due 1st of following month

• Payment Methods: Automatic bank transfer, IBAN, or credit card via Stripe

• Credit Card Processing: 1.5% merchant fee applies to amounts above invoice total

• Late Payment: Outstanding amounts deducted from credit card on file after 7 days

5.4 Late Payment Penalties

• 30 Days Overdue: £199/AUD$199 recovery fee

• 45+ Days Overdue: 12.5% per annum interest charges

• Collection Costs: Legal expenses, collection agency charges, and associated costs payable by client

5.5 Security Deposits

• Required only when automatic payment not established

• Equivalent to one month's fee

• Returned upon contract completion, less outstanding fees

• Automatically deducted from credit card if not resolved within 60 days (UAE operations)

6. TEAM MEMBER PROVISIONS

6.1 Working Arrangements

• Time Zones: Team Members work within client's nominated time zone

• Full-time Hours: 9 hours including breaks and morning huddle

• Part-time Hours: 4.5 hours including breaks and morning huddle

• Equipment: Minimum two screens and necessary equipment provided

• Public Holidays: Team Members follow client's public holiday schedule

6.2 Leave Entitlements

• Full-time: 10 days annual leave

• Part-time: 5 days annual leave

• Accrual: Leave does not accrue year to year

• Holiday Pay: Monthly fees include public holiday payments

6.3 Overtime Rates

• Standard Overtime: 1.5 times base hourly rate

• Public Holiday Work: 2 times base hourly rate (alternative to holiday leave)

6.4 Gifts and Bonuses

All client-provided bonuses or gifts pass directly to Team Members without deduction.

7. CLIENT OBLIGATIONS

7.1 Information and Access

Clients must:

• Provide all requested data and information promptly

• Grant access to necessary business information

• Supply training videos and manuals where available

• Notify Teams By Design promptly of performance issues

• Ensure no instructions violate applicable laws (Philippines, Australia, UK, UAE)

7.2 Payment Responsibilities

• Establish automatic payment methods

• Bear costs for additional equipment, software, licences beyond standard requirements

• Cover additional costs incurred due to information delays

7.3 Training and Support

• Provide sufficient guidance on internal workflows

• Allocate time for Team Member training on internal processes

• Report errors or issues within 24 hours

7.4 Compliance

• Warrant all provided information is accurate and complete

• Ensure instructions comply with applicable laws across all jurisdictions

8. PERFORMANCE MANAGEMENT AND TRAINING

8.1 Service Phases

Recruitment Phase: Candidate identification and selection

Onboarding Phase: Integration into client workflows and systems

Initial Training Phase: 6 months structured training (2 one-hour sessions weekly)

Live Phase: Active service delivery with continued training

Established Phase: Independent operation after 12 months with periodic support

8.2 Performance Standards

• Clients responsible for verifying work quality and accuracy

• Performance issues addressed through collaborative assessment

• Remedial training plans implemented for competency issues

• 6-week remedial programmes available before considering replacement

8.3 Issue Resolution Process

When performance concerns arise:

1. Root Cause Analysis: Collaborative identification without blame assignment

2. Assessment Factors: Training, process, communication, and fit considerations

3. Remedial Actions: Enhanced training, process improvement, communication enhancement, or role review

4. Documentation: All remedial actions fully documented

9. TERMINATION AND REPLACEMENT

9.1 Termination Rights

• Standard Notice: 60 days written notice (Australia) / 30 days (UAE) prior to term end

• Early Termination: Available if Teams By Design secures replacement client

• For Cause: Available for gross negligence or permanent performance impossibility

9.2 Replacement Process

• Team Member replacement does not terminate main agreement

• Performance issues addressed through training before replacement consideration

• Personality conflicts resolved through documented replacement rather than termination

9.3 Ongoing Obligations

• Termination does not relieve payment obligations

• All amounts due remain payable regardless of termination circumstances

10. CONFIDENTIALITY AND DATA PROTECTION

10.1 Confidentiality Obligations

Teams By Design will not disclose client information except:

• As necessary to perform services

• As required by law

• In legal proceedings where reasonably necessary

Clients must not disclose Teams By Design reports or advice except:

• When obtaining expert opinions related to agreements

• When legally compelled

10.2 Data Protection Compliance

Both parties agree to comply with applicable data protection laws including:

• GDPR (General Data Protection Regulation)

• Australian Privacy Principles (APPs)

• Relevant national legislation

Data Controller/Processor Relationship:

• Clients remain data controllers for personal data

• Teams By Design acts as data processor

• Processing occurs solely for agreed purposes

• Data breach notification within 48 hours

10.3 Security Measures

• Implementation of adequate technical and organisational measures

• Protection against unauthorised processing and accidental loss

• Industry best practice cybersecurity standards maintained

11. INTELLECTUAL PROPERTY

11.1 Ownership

All intellectual property rights in materials, processes, or work products created by Teams By Design remain our exclusive property.

11.2 Client Licence

Clients receive limited, non-exclusive licence to use Teams By Design intellectual property:

• Solely for internal business purposes

• During agreement term only

• In accordance with agreement terms

12. NON-SOLICITATION AND DIRECT HIRE

12.1 Non-Solicitation Period

Australian Operations: 4 years following agreement expiration/termination

UAE Operations: 2 years following agreement expiration/termination

12.2 Direct Hire Penalties

If clients directly employ or induce Team Member termination during the agreement term or within specified periods thereafter:

Australian Operations: 4 times Annual Fee (or equivalent calculation)

UAE Operations: 24 times Monthly Fee

These sums represent genuine pre-estimates of recruitment, training, and support costs.

13. LIABILITY AND INSURANCE

13.1 Limitation of Liability

Clients agree Teams By Design shall not be liable for losses, breaches, or damages arising from agreements, except for:

• Breaches of confidentiality

• Misuse of proprietary information

• Gross negligence or wilful misconduct

13.2 Human Error Acknowledgment

• Administrative and operational tasks are subject to human error

• Team Members not personally liable for resultant financial losses

• Clients remain responsible for reviewing and verifying work outcomes

13.3 Insurance Requirements

Clients must obtain and maintain insurance covering:

• Claims arising from outsourcing arrangements

• Data breaches or cybersecurity incidents

• General business liability

Clients agree to indemnify Teams By Design except where losses result from our gross negligence or wilful misconduct.

13.4 Force Majeure

Neither party liable for delays or failures due to unforeseeable events beyond reasonable control, including:

• Acts of God, pandemics, natural disasters

• Governmental actions, civil disturbances, strikes

• Other causes beyond reasonable control

Termination Right: If force majeure events exceed 60 days, either party may terminate with 30 days written notice.

14. RELATIONSHIP AND RESTRICTIONS

14.1 Independent Contractor Status

Teams By Design operates as independent contractor, not client employee:

• May provide services to other clients concurrently

• Solely responsible for staff remuneration, benefits, taxes, insurance

• No partnership, joint venture, or agency relationship created

14.2 Business Restrictions

During and after agreement terms, clients shall not:

• Engage in directly competing business using confidential information obtained

• Represent themselves as Teams By Design agents or representatives

• Use Teams By Design name or intellectual property without written consent

15. COMPLAINTS AND DISPUTE RESOLUTION

15.1 Complaint Process

• All complaints submitted in writing to [email protected]

• Fee or work quality complaints raised within 14 days of discovery

• Prompt review and resolution procedures implemented

15.2 Governing Law and Jurisdiction

Australian Operations: Laws of State of Victoria, Australia; exclusive jurisdiction of Victoria courts

UAE Operations: Laws of United Arab Emirates; non-exclusive jurisdiction of UAE civil courts

16. GENERAL PROVISIONS

16.1 Assignment Rights

Teams By Design: May assign rights and obligations to affiliates or successors without client consent, provided no material alteration of obligations or adverse effect on client rights

Clients: Must obtain written consent from Teams By Design for any assignment

16.2 Entire Agreement

These Terms constitute the entire agreement between parties, superseding all prior communications, representations, or agreements unless varied in writing by both parties.

16.3 Severability

Invalid provisions will be amended or severed as necessary, with remaining provisions continuing in full force and effect.

16.4 Electronic Signatures

Agreements may be executed electronically with same legal effect as original signatures.

16.5 Survival

The following clauses survive agreement termination or expiration:

• Confidentiality obligations

• Limitation of liability provisions

• Non-solicitation restrictions

• Direct hire penalties

• Outstanding payment obligations

16.6 Regular Reviews

Parties agree to periodic reviews (recommended quarterly) to assess:

• Service delivery quality

• Team member performance

• Relationship management effectiveness

• Potential improvements and relevant issues

16.7 Website Usage

By accessing our website, you agree to these Terms regardless of whether you engage our services. Website usage is subject to applicable data protection and privacy laws.

17. CONTACT INFORMATION

For questions about these Terms or our services:

Email: [email protected]

Website: www.teamsbydesign.com

Australian Operations:

RLM Entrepreneur Investments Pty Ltd ATF RLM Investments Trust T/A Teams By Design

UAE Operations:

LMR Consulting International – FZCO – 46881

These Terms of Service are effective as of the date stated above and may be updated periodically. Continued use of our services constitutes acceptance of any revised terms.