Terms and Conditions

Onboarding Terms

Set-Up Fee – This is paid in advance to cover the fees incurred for recruitment, client preparation, access to our step by step process maps, client training and content heavy membership site. Fees paid are net of any charges your own bank may impose for foreign exchange and/or foreign entity transactions.

Lead Time – At The Virtual Hub, we employ all of our VAs and train them prior to introduction to any of our clients. Though we aim to keep our lead times within 2-3 weeks of your sign up, our timelines can blow out to 3-4 weeks depending on supply & success of people making it through our training program and onto employment with us so they can then be shown confidently by us to clients. This lead time are for Level 1 or Level 2 request. However, for Level 3 VAs, we are looking at potentially 5-8 weeks given the extensive training demands.

Our view is that if we would not hire them then we should not expect a client to work with them.

This is what makes our lead times long (it’s a min of 2-3 weeks) and why we differ from a traditional recruiter. Often we get hundreds of applications but so many fail our 3-4 week long intensive recruitment and training programs. If we deem they are not good enough for us then they are not good enough for our clients.

We acknowledge this can be frustrating for the client but it is what leads to our very high success rate.

Security Bond – For your first virtual assistant or other resources with us we require a security bond to be paid. This is equivalent to One-Month Subscription paid in advance prior to starting with the selected resource.

We are required by law to continue paying the staff even if a client defaults.

The security bond will be refunded to you at the end of your contract or used to cover payments due at the end of the contract. It cannot be used to cover a late payment during the contract period.

Subscription Payment – Charged monthly in advance via our automated billing system. Fees agreed are net of any charges your own bank may impose for foreign exchange and/or foreign entity transactions.

Contract – You will be required to sign our contract prior to start date of the VA. The contract can be canceled via our membership site with 30 days notice.

Part-Time VA – Clients opting to start with a Part-time VA need to be aware that the VAs they are presented with will either have another part-time client or will be placed into other interviews. If you think you would like to upgrade to full time in the future we can sometimes work with you to make it happen but in most cases, you will need to think about getting a second VA, or, start with full time.

Post Interview VA Selection Form – Needs to be completed within 24 hours after the interview, after which time, candidates will be put forward for other opportunities and availability is not guaranteed.

VA Agreed Date and Time Form – VA Start Date should be within 7 days after the Interview otherwise we reserve the right to put candidates forward for other opportunities.

Interview candidates – We aim to introduce you to at least 3 of our VAs during interviews, except in the case of platform requirements like Ontraport, Hubspot, Infusionsoft, Active Campaign or other more specific requirements where we may only show 1-2 candidates who are at this level or capable of this level.

Training pre & post interview – In the event of requesting platforms like Ontraport, Hubspot, Infusionsoft, ActiveCampaign or other more specific needs we may not train on your chosen platform until after you choose who you want to work with. We cannot train everyone on every platform and our current model has proven to be very successful. However, each candidate will already have been through our intensive application testing AND 3-week full-time base training program.


Other Terms

The Virtual Hub Holidays – The Virtual Hub is officially closed ONLY on the following days of the year:

  • Christmas Day – December 25
  • Boxing Day – December 26
  • New Year’s Day – January 1
  • Holy Thursday
  • Good Friday

Public Holidays – We do not observe public holidays in ANY country (including The Philippines) apart from the days we are closed listed above. Because we are a global business it is not possible to please every client and VA with public holidays in their specific country. Instead, The Virtual Hub pays for annual leave and facilitates gift leave (as detailed below) which can be used, if both parties agree sufficiently in advance, for various public holidays.

Paid Leave – 12 days paid funded by The Virtual Hub. VA may use this for vacation or sick leave or any other reason for that matter. This leave is earned by the VA and filed 4 days in advance subject to the client’s approval.

All paid leave is already built into your monthly subscription calculation so it remains the same each month regardless of leave taken.

Gift Leave – This leave is outside the 12 days Paid Leave granted by The Virtual Hub to the VA. This is paid by the client and given as a gift or time off to the VA.

Cancellation – 30 days notice upon official cancellation triggered from the Client Portal.

Downgrade – 30 days notice upon notification.

Non-Payment – Services will be halted if payment is not made within 7 days after due date.

Software or Hardware Requirements – Any specific software or hardware required by the client must be purchased by the client.

Non-Disclosure Agreement – All VAs have signed this to protect the privacy of your information.

Bonus – The client may give a cash bonus to the VA at any time by using the bonus payment form in the client portal (ONLY). The entire amount is passed to the VA using the current exchange rate and given in the following payroll cut off.

Working Direct – Provision has been made in the contract for clients who would like to work directly with their virtual resource. We have a non-negotiable fee for that detailed in the contract. By agreeing to these terms upon sign up you already agree to this clause.

Need Help?

Please open a support ticket via The Virtual Hub Member Portal