Nine Yards PA Services

TERMS OF BUSINESS (B2B)

Last updated: 3rd March 2026

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1. Who we work with 

1.1 These Terms of Business apply to business clients (not consumers) who engage Nine Yards PA Services (“we”, “us”, “our”) for virtual assistant, bookkeeping and online business management services. 
1.2 They sit alongside any specific Virtual Assistant / OBM Agreement, proposal, scope of work or schedule we agree with you. If there is any conflict, the signed Agreement and its Schedules take precedence. 

 

2. How we accept work 

2.1 Work is usually agreed by a combination of: 

• a signed Agreement; 

• a written proposal or scope of work; and/or 

• written instructions from you (for example by email or via an agreed task system). 

2.2 We are not obliged to accept every task or project. We may decline or refer work on where it is unlawful, outside our expertise, or outside the services we offer. 

 

3. Services and limits 

3.1 We provide virtual assistant, administrative, bookkeeping and related support services, and, where agreed, OBM/strategy support as described in our Agreement and Scope of Services and Exclusions schedule. 
3.2 We are registered with HMRC for AMLS as an accountancy service provider (ASP) and may provide bookkeeping and related services within that framework. We do not act as your tax agent and do not file returns with HMRC in our own name. 
3.3 We do not provide legal, tax, investment, financial planning or regulated professional advice. You remain responsible for taking your own professional advice where needed.

3.4 As part of our regulatory obligations, we operate documented Anti‑Money Laundering (AML) policies, controls and procedures, including a firm‑wide risk assessment. This means we may need to carry out proportionate identity verification, “know your customer” checks and ongoing monitoring in relation to you and certain individuals connected to your business. We may decline, suspend or cease services, or delay work, where we are unable to complete these checks or where we reasonably consider that continuing to act would breach our AML obligations. 

 

4. Client responsibilities 

4.1 You agree to: 

• provide accurate, complete and timely information and instructions; 

• nominate a main contact for day‑to‑day queries and approvals; 

• ensure we have appropriate access to systems, documents and any third‑party suppliers needed for the Services; and 

• maintain your own professional advisers (for example, accountant, HR or legal) where specialist advice is required. 

4.2 You are responsible for all decisions you make based on our work and for compliance with your own legal and regulatory obligations. 

 

5. Working practices 

5.1 Our normal working hours and response times are as set out in your Agreement or proposal. Urgent or out‑of‑hours support may be subject to availability and additional fees. 
5.2 Tasks are usually requested and managed by email or via an agreed task system. Where we are given access to your email inbox(es), we will access, view and manage emails only as needed to provide the Services and strictly in line with your documented instructions. We will prioritise tasks reasonably, taking into account your deadlines and any agreed retainer hours or booked time. 
5.3 We may use trusted subcontractors or associates to help deliver the Services, but we remain responsible for their work and for ensuring appropriate confidentiality and data protection obligations are in place. 

 

6. Fees and payment 

6.1 Our fees, payment terms, retainers, discounts and late‑payment provisions are set out in your Agreement and/or in the relevant proposal or invoice. 
6.2 We reserve the right to review our standard rates periodically. Any change to agreed rates will be notified in advance and will not apply to work already quoted and accepted. 

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7. Changes, cancellations and suspensions 

7.1 If you wish to change the scope, timing or priority of work, you should let us know as soon as possible. We will confirm any revised fees, timelines or resourcing before proceeding. 
7.2 Cancellation or postponement of booked time (for example, retained hours or pre‑booked days) may be subject to minimum notice periods and/or charges, as set out in your Agreement. 
7.3 Where invoices are overdue, we may suspend some or all Services in accordance with your Agreement until payment is brought up to date. 

 

8. Confidentiality, data and security 

8.1 We treat all client information as confidential and will not disclose it except as required to deliver the Services (including by accessing and managing named email inboxes on your behalf), as permitted by your Agreement, or as required by law. 
8.2 Our role as controller and/or processor, our data protection obligations and details of the personal data we process on your behalf (including in relation to email and inbox access) are set out in your Agreement and attached Data Processing Schedule. 
8.3 We maintain appropriate technical and organisational measures to protect your information and systems, as described in the Data Processing Schedule to your Agreement, and we expect you to do the same.

8.4 We act as controller for personal data about our own clients and contacts where we determine the purposes and means of processing (for example, billing and our own marketing), and as processor for personal data we handle solely in order to provide the Services to you, such as when we access and manage your email inboxes and other systems on your instructions.

 

9. Complaints and issues 

9.1 If you are unhappy with any aspect of our Services, please raise this with us promptly by email, setting out the issue and the outcome you are seeking. 
9.2 We will acknowledge your complaint and aim to respond within reasonable timescales, as described in the complaints clause of your Agreement. 
9.3 Refunds for completed work are only considered in line with the terms of your Agreement. 

 

10. Updates to these Terms 

10.1 We may update these Terms of Business from time to time. The latest version will be available on our website https://www.nineyardspa.co.uk/termsofbusiness or on request. 
10.2 Any update will not change the specific commercial terms already agreed in a signed Agreement, proposal or scope of work, unless we agree changes with you in writing. 

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