Agreement Relationship

When your first payment is made to Childcare Virtual Assistants, you agree that you have read and agree to the Terms of Service.

Welcome to Childcare Virtual Assistants - A Subsidiary of Allied Assist.

This Terms of Service Agreement is between Childcare Virtual Assistants (referred to as "CVA"), which provides Project Management services, and the "Client," the recipient of these services.

Definitions

“CVA” refers to Childcare Virtual Assistants and all of its representatives. The “Client” refers to the individual or representatives of the childcare business receiving Project Management services. “VA” stands for “Virtual Assistant,” which may be based in the USA or internationally. “Success Coach” (SC) refers to a U.S.-based Manager responsible for overseeing the tasks, projects, and services provided to the Client, and leading a team of VAs. "Assistant Success Coach" (ASC) refers to the main point of contact for meetings and task related communication. They are responsible to manage the tasks and communicate to the client the status, progress and end of day reports to the client. “Discovery Call” is an initial meeting with CVA management to assess the Client's needs and explore how CVA can assist. This meeting is free of charge and can be held in person, by phone, or via Microsoft Teams Meeting. “Onboarding Meeting” is a follow-up meeting to define the actionable plan based on the Discovery Meeting. This meeting sets priorities for projects and tasks. The Client is responsible for ensuring that desired projects are clearly defined during this meeting. The agreed-upon action plan is then handed over to CVA’s Project Management team. “Start Date” refers to the scheduled onboarding meeting and marks the official start of services. It is also the reference date for calculating future service timelines or cancellations. “Click Up Client Dashboard” is a tool used between Clients and the CVA team. This interactive software tool allows Clients to monitor tasks, provide feedback, and see detailed descriptions and updates on their projects.

What We Do

CVA offers Virtual Assistant Project Management services tailored to childcare businesses as well as accommodates the Clients other business ventures outside of Childcare Centers. Clients are assigned to a Project Management team that oversees tasks delegated by the Client. CVA strives to complete tasks diligently but does not guarantee business success. CVA reserves the right to determine the feasibility and timeline for completing tasks based on the services provided.

Communication Expectations

To ensure high-quality service, the Client must communicate tasks and projects with the SC/ASC, who will coordinate the timeline and assign them to the appropriate specialty VAs as necessary. All communications must include the SC and ASC to maintain accountability. The Client agrees that timely and clear communication is essential to the success of the working relationship. Delays in communication from the Client may result in missed deadlines, for which CVA will not be held responsible.

CVA will provide updates via the client dashboard with a general overview of tasks completed and items in process. Once monthly hours are exhausted, CVA will notify the Client and pause work until the next billing cycle. Should a SC or Client identify that additional hours or packages are necessary, they can discuss these options with the Director of Operations.

Hours and Time Tracking

CVA tracks hours used on behalf of the Client and may monitor VA screens to ensure accuracy and integrity. CVA operates on trust, ensuring that hours billed reflect work performed. Certain tasks may require multiple VAs based on expertise, and more complex tasks may consume more hours. If a task is not completed to standard and CVA received clear instructions from the Client, CVA will complete the task to the Client's satisfaction, even if additional hours are needed.

Unused hours do not roll over month to month, and services may not be paused for a period of time to avoid billing cycles.

Billing

Payments are required in advance of services being rendered. If a payment is missed or canceled, services will be suspended until payment is received. The Client remains responsible for fulfilling the terms of the agreement, even in the event of non-payment, and may be held legally liable through collections or other necessary actions to recover the owed amount.

A late fee of $125 will be applied to any account with a balance. The late fee will be added 5 days after the statement is due. This late fee will be applied each month to the statement until the balance is paid in full.

By purchasing an Annual Package, the Client agrees to automated monthly payments. Annual packages will automatically renew at the end of the 12-month agreement unless a 90-day cancellation notice is provided. Clients must contact CVA’s Director of Operations to amend payment details or cancel the agreement in advance of renewal. Once canceled, previous special rates or promotions may not be reinstated.

Cancellation of Services

Cancellation of annual commitment packages is not permitted.

Month-to-Month (your statment will reflect monthly) clients are required to commit to an initial 90-day period before canceling. After 120 days, a 30-day cancellation notice is required. If notice is not provided in full, the agreement will remain active, and payment for the package must continue. CVA does not prorate unused time, and failure to comply with the agreement may result in collections or legal action. CVA also does not credit time or refund monies if a client is unable or unwilling to make the necessary meetings to offboard the workload to CVA in a timely fashion.

Annual clients (your statement will reflect annual) are required to fulfill their entire year with a 90 day notice of cancellation of services. If the 90 day is not given, the annual contract shall renew annually each year on the anniversary date. CVA does not prorate unused time, and failure to comply with the agreement may result in collections or legal action. CVA also does not credit time or refund monies if a client is unable or unwilling to make the necessary meetings to offboard the workload to CVA in a timely fashion.

CVA reserves the right to terminate services due to abusive or unprofessional behavior. In such cases, unused hours for the current month will not be refunded, and the Agreement will be voided. If a future payments were made then it shall be a the descretion of the managment team on how to refund any monies or credits left on the clients account.

To cancel your service please CLICK THIS LINK TO CANCEL

Collections and Legal Action

In the event of non-payment, CVA may refer the account to a third-party collections agency or pursue legal action. We encourage open communication to resolve payment issues, but if necessary, we will take steps to recover outstanding balances. Your credit card will be kept on file in our billing system. We have the right to bill the balance due on your account anytime a balance is past due.

The late fee will be applied and then a payment will be processed.

Privacy and Confidential Information

CVA values the Client’s privacy. Passwords should only be shared with a member of corporate team, or the SC assigned to their account using secure platforms (e.g., LastPass), or a secure passwords messaging channel. Only these team members have access to our company LastPass account, and can save and share as necessary. CVA does not authorize Clients to share passwords with any other team member.

CVA does not authorize Clients to share financial information such as credit card numbers or bank access with anyone. The Client is responsible for safeguarding financial information, and to input and manage all financial information and permissions on all websites that VA’s have access to. The VA may apply items to a shopping cart, but may not approve the purchase. CVA will not be held liable for unauthorized purchases due to the Client not adhering to this agreement. CVA will safeguard the Client’s intellectual property and will not share proprietary information with other clients. However, CVA is not responsible for verifying the legality of resources provided by the Client, including issues such as plagiarism or potential trademark infringements unknown to CVA. CVA utilizes general industry knowledge gained through experience, which is not proprietary, to enhance services for all clients.

Agreement Amendments or Updates

Only the Client, CVA’s Co-Founders or Director of Operations may amend this agreement in writing. All updates that do not change the fundamental Agreement will be posted on the CVA website, and updated on the Click Up client dashboard under the "CVA Updates" tab. We will also send an email notification advising of any updates.

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Non-solicitation of CVA Team Members

The Client agrees not to solicit or hire any VA assigned to them by CVA for two years after services end. If solicitation occurs, the agreement will be terminated, and the Client will be responsible for any outstanding balance, as well as the remaining dues for the two-year non-solicitation period.

Arbitration

Any disputes between CVA and the Client will be handled in the state of Ohio and may be resolved through arbitration if necessary. If any portion of the agreement is deemed unlawful or unenforceable, the remainder will remain in effect.

By using our services, you agree to these terms.

Please bookmark this page and check for updates to our Terms of Service. Terms of Service may be updated with or without notice. It is expressed that all updates will be updated here with the effective dates. CVA will send a copy of your agreed upon TOS to your email on file. To receive a duplicate copy of the TOS, please notify your team the latest TOS will be sent to you.