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Website Terms & Conditions

Using This Website

This website provides general information about Sunflower VA Services, LLC and the virtual assistant services available. By using the website, you agree to use it lawfully and respectfully.

Information on the Website

Reasonable care is taken to keep website information accurate and current. However, services, pricing, availability, policies, and website content may be updated when needed. An accidental error or outdated statement does not create a binding obligation.

Website content is for general information only and is not legal, tax, accounting, financial, medical, or other professional advice.

Service Inquiries

Sending an email, submitting a form, or scheduling a consultation does not automatically create a client relationship or guarantee availability. A working relationship begins after the service scope, pricing, responsibilities, and applicable agreement have been accepted.

Intellectual Property

Unless otherwise stated, the wording, branding, graphics, downloads, templates, and original website materials belong to Sunflower VA Services, LLC. They may not be copied, republished, sold, or presented as someone else's work without written permission.

Outside Links and Technology

This website may connect to outside platforms such as Dubsado, email, scheduling tools, or social media. Sunflower VA Services does not control the availability, security, or policies of third-party websites.

Working Together

Scope of Services

Services are provided according to the accepted Personalized Service Plan, selected package, proposal, and Client Service Agreement. Work outside the agreed scope may require additional time, pricing, or a revised timeline.

Business Hours and Communication

Regular business hours are Monday through Friday, 8:30 a.m.–12:30 p.m. and 1:00 p.m.–5:30 p.m. Central Time. Routine messages are generally answered within one business day.

Communication may occur by email, Microsoft Teams, Zoom, phone, text when appropriate, Dubsado, or another mutually agreed method.

Turnaround Times

Standard requests are generally completed within 2–4 business days, depending on complexity, available information, and current priorities. Larger projects may require a separate timeline.

Rush or expedited work may be available with approval and is subject to the current $100 rush fee.

Client Responsibilities

To keep work moving smoothly, clients are expected to provide:

• Clear instructions, priorities, and project details
• Timely access to necessary systems, files, and information
• Prompt feedback, decisions, and approvals
• Notice when deadlines or priorities change
• A final review of completed work before use or publication

Delays in information, access, feedback, or approval may affect the original timeline.

Confidentiality and Security

Client information is handled with care, discretion, and confidentiality. Secure password sharing and multi-factor authentication are strongly encouraged. Clients should provide access only to the systems needed for the agreed work.

Files and Technology

Google Drive, Microsoft OneDrive, Dropbox, Microsoft 365, Dubsado, Zoom, Teams, email, and other agreed tools may be used. Clients remain responsible for keeping their own copies of important business records.

Client files are generally retained for 30 days after the working relationship ends unless another arrangement is made.

Ownership of Work

After payment is received in full, custom work created specifically for the client becomes the client's property unless the agreement states otherwise. Sunflower VA Services retains ownership of its pre-existing templates, systems, forms, checklists, workflows, and business materials.

Payment, Refund & Cancellation Policy

Invoices and Payment

Pricing and payment terms are listed in the accepted proposal, Personalized Service Plan, invoice, or Client Service Agreement. Payment is due according to the terms shown on the invoice.

Work may be paused when an invoice becomes overdue. The client remains responsible for completed work and approved expenses.

Hourly Work

Hourly services are billed for time actually worked, subject to any minimum, deposit, or payment schedule stated in the accepted agreement. Completed hourly work is nonrefundable.

Monthly Packages

Monthly packages reserve time on the business calendar. Package terms, included hours, billing dates, rollover rules, and renewal details are explained in the client's accepted service documents.

Cancellations and Rescheduling

Please provide as much notice as possible when canceling or rescheduling a meeting, project, or reserved work period. Any cancellation fee or notice requirement will be stated in the applicable agreement or booking terms.

Ending Services

Either party may end the working relationship by providing written notice according to the Client Service Agreement. The client is responsible for payment for work completed, approved expenses, and any non-cancelable commitments made on the client's behalf before termination.

Refunds

Because virtual assistant services involve reserved time and completed professional work, payments are generally nonrefundable once work has begun. Any exception will be reviewed fairly and handled according to the signed agreement and the specific circumstances.

Privacy Policy

Information Collected

Information may be collected when you submit a contact or consultation form, send an email, schedule a meeting, sign an agreement, make a payment, or begin working with Sunflower VA Services. This may include your name, business name, email address, phone number, project details, and other information you choose to provide.

How Information Is Used

Information may be used to:

• Respond to questions and service inquiries
• Schedule consultations and provide requested services
• Prepare proposals, agreements, invoices, and client records
• Communicate about projects, deadlines, and account matters
• Maintain and improve business operations and the website
• Meet legal, accounting, insurance, or recordkeeping obligations

Sharing Information

Personal information is not sold. Information may be shared with trusted service providers only when reasonably necessary to operate the business, process payments, manage client relationships, deliver services, or comply with the law.

Data Security

Reasonable administrative and technical steps are used to protect information. However, no internet transmission or digital storage method can be guaranteed completely secure.

Your Choices

You may request access to, correction of, or deletion of personal information, subject to legal and legitimate business recordkeeping requirements.

Cookie Policy

Cookies are small files that websites may place on your device. This site or the platforms connected to it may use essential cookies to support basic functions, remember preferences, improve performance, or understand general website activity.

Third-party tools—such as Dubsado, scheduling services, website hosting, embedded content, or analytics—may use their own cookies according to their policies.

You can usually control or remove cookies through your browser settings. Disabling certain cookies may affect how parts of the website work.

Accessibility Statement

Sunflower VA Services wants this website to be welcoming and usable for as many people as possible. Ongoing efforts are made to use readable text, clear headings, keyboard-friendly navigation, descriptive links, sufficient contrast, and responsive layouts.

Technology and accessibility needs vary. When a barrier is reported, a reasonable effort will be made to correct the issue or provide the information in another accessible format.

To report an accessibility problem, email sunflowervaservices@gmail.com or call 620-502-0046.