Fitma

Terms of Service

Last updated: July 22, 2025

Welcome to Fitma Virtual Assistant Services (“Fitma”, “we”, “us”, or “our”). These Terms of Service (“Terms”) form a binding agreement. This agreement is between you (“Client”, “you”, or “your”) and Fitma. It concerns your use of our virtual assistant services. By accessing, engaging, or using any services provided, you affirm that you have read, understood, and agree to these Terms. If you disagree with any part, please do not use our services.

Continued use of our services after posting of any changes means your acceptance of the updated Terms. Fitma will revise these Terms at any time without prior notice, and we recommend reviewing them periodically to stay informed.

Scope of Services

Fitma offers comprehensive virtual assistant services. These services are tailored to meet the administrative, creative, marketing, and organizational needs of professionals. Entrepreneurs and small businesses also gain from these services.

Our service offerings may include, but are not limited to, email and calendar management; document creation, editing, and formatting; CRM maintenance and data entry; social media planning and content scheduling; light graphic design (e.g., Canva); travel coordination; basic website or CMS support; client service and inbox management; invoice preparation; content drafting; online research; and any extra tasks specified in your service proposal or engagement documents. Services are delivered by an individual VA or a small team assigned based on required skills, workload, and client preferences.

Service Engagement and Deliverables

Once you commence services, Fitma will assign an appropriate VA or team based on the initially agreed scope. Your onboarding document will detail agreed deliverables, timelines, time zones, tools used (e.g. Trello, Slack, email), expected working hours, and response times. Clients are expected to provide clear, concise task briefs, and to use approved communication platforms. These procedures reflect best practices from Smart VAs and Task Away. They require detailed task requests via project management tools or email. This ensures clarity and accountability.

Availability and Scheduling

Assigned VAs will work within predefined hours agreed upon during onboarding. Fitma typically operates Monday through Friday. It functions within standard business hours. These hours match Task Away’s grid of 8 AM to 5 PM in the client’s time zone. Response time during active hours is typically within 1–2 business hours, with urgent tasks flagged accordingly. Planned leaves or public holidays will be communicated to clients in advance. Backup coverage is offered to minimize disruption.

Payment Terms and Billing

Fitma offers services via hourly, package, or flat-rate pricing models outlined in your Service Proposal. Billing cycles are weekly or monthly, with invoices sent to your preferred billing contact. Payment is due within 7 days from invoice date. Acceptable payment methods include bank transfers or third-party processors as agreed.

Late payments attract:

  • Fixed late fees or
  • Interest of up to 5%–15% per annum on overdue amounts

Fitma reserves the right to suspend or terminate services for unpaid invoices, aligned with Task Away’s enforcement practices.

All pricing and billing terms will be clearly stated in the engagement contract. Additional charges apply for after-hours tasks, rush jobs, or third-party costs incurred on behalf of the client.

Term, Renewal, and Termination

This Agreement starts on the effective date. That is when you formally agree to use Fitma’s services. It continues until terminated by either party. You terminate with 14 to 30 days’ written notice depending on your service tier. Fitma will terminate immediately in the event of material breach, nonpayment, unlawful behavior, or repeated scope violations.

Upon termination:

  • All balances become immediately due
  • Fitma will deliver final files or project work
  • Services cease unless otherwise arranged
  • Any unused prepaid hours be forfeited unless otherwise specified, like in some Smart VAs models where unused monthly hours do not rollover

Independent Contractor Status

Fitma and all Virtual Assistants contracted through its platform operate as independent contractors. This agreement does not create an employment, partnership, or joint venture relationship. No agency relationship is formed between Fitma, its Virtual Assistants, or any client. Virtual Assistants are solely responsible for managing their own taxes, insurance, licenses, and compliance with applicable laws.

Clients acknowledge that they are not responsible for providing employment benefits, withholding taxes, or fulfilling employer obligations of any kind. Fitma facilitates service arrangements and retains responsibility for compliance within its role as a service coordinator. Nonetheless, it does not hire or directly supervise the Virtual Assistants on behalf of clients.

Confidentiality and Data Security

Fitma is committed to strict confidentiality regarding all client data, information, credentials, processes, and communications. All VAs sign NDAs and follow secure practices using encrypted platforms or secure drives. Passwords and sensitive data are shared and stored only via secure channels. Fitma does not sell or share client data, except as necessary to deliver agreed services. We recommend clients also use two-factor authentication and rotate access codes regularly. This approach aligns with strong confidentiality clauses seen in Task Away and Smart VAs policies.

Non‑Solicitation and Fair Engagement

To protect Fitma’s investment in recruitment, training, and support, clients (or related entities) must agree to specific terms. They agree not to directly solicit any VA introduced by Fitma. They also agree not to hire or contract them. Attempts to bypass Fitma incur a designated penalty. This is a one-time fee equivalent to service charges for several months. It is similar to Task Away’s $5,000 referral fee or annual subscription value clause.

Intellectual Property Rights

All original materials created by Fitma or its VAs will become your property. This includes graphics, documents, copy, spreadsheets, presentations, or research. This transfer occurs upon full payment of all associated invoices. Pre‑existing client materials remain entirely your property; Fitma acquires no rights. Fitma retain anonymized copies of deliverables for portfolio or internal use unless a written restriction is requested.

Performance Standards and Quality Assurance

Fitma adheres to high standards of professionalism, clarity, and accuracy. If a VA underperforms or becomes unavailable, Fitma will promptly provide a replacement at no additional charge. This is similar to policies at Task Away and Smart VAs. Fitma also suggests scope revisions or additional training when required to meet quality expectations.

Client Responsibilities and Acceptable Use

You agree to provide lawful, accurate, and timely instructions. You are responsible for ensuring content, trademarks, or assets supplied to Fitma comply with applicable laws and licenses. Fitma is not liable for intellectual property claims arising from client-supplied materials or instructions. Clients should secure login credentials and limit sharing to secure platforms. Fitma is not responsible for access losses due to compromised client-side security.

Indemnification

You agree to indemnify, defend, and hold Fitma, its affiliates, VAs, and representatives harmless against any third-party claims, liabilities, damages, or legal fees arising from:

  • Misuse of deliverables
  • Your breach of these Terms
  • Violations of laws, regulations, or third-party intellectual property rights
  • Your instructions that result in claims or disputes

This indemnification survives termination of the Agreement.

Refunds, Credits & Satisfaction Guarantee

Fitma aims for client satisfaction. If work fails to meet reasonable expectations, we will review the situation. We offer credits or additional task time instead of cash refunds. This policy is similar to Task Away’s guarantee policy. Refunds or credits are issued at Fitma’s discretion following a case review. Fees from active billing cycles are not prorated.

Extra Policies

Fitma offer optional services or policies:

  • Rush requests or after-hours support incur extra premiums.
  • Prepaid hours typically expire by the end of the billing period unless otherwise stated.
  • Referral-based service credits apply under referral program terms.
  • Accepted communication channels include email, project tools, or agreed messaging platforms. Use of other methods requires prior approval.
  • If third-party platforms are used, Fitma is not responsible for their outages or content; alignment with Task Virtual disclaimers.

Modifications to These Terms

Fitma may amend these Terms when necessary. Updated versions will be posted on our website or emailed to clients. Continued use of Fitma’s services after revision indicates acceptance of the changes. Major updates affecting service delivery or pricing will be accompanied by advance notice and client acknowledgment.

Severability and Waiver

If any provision of these Terms is declared invalid or unenforceable, the remainder remains effective. If either party fails to enforce any provision, it does not constitute a waiver of future rights. A waiver must be confirmed in writing.

Entire Agreement

This Agreement, including referenced Service Proposal or onboarding documents, constitutes the complete understanding between you and Fitma regarding the services. It supersedes all previous proposals, discussions, or agreements. Modifications to this Agreement must be in writing and acknowledged by both parties to be valid.

Contact

For general inquiries or service-related concerns, for data privacy requests, email to info.fitma@gmail.com with the relevant subject line. We aim to respond within one to three business days.

By choosing Fitma’s services, you acknowledge acceptance of these Terms as of the Effective Date. We look forward to serving your business with consistency, confidentiality, and professionalism.