Terms and conditions

1. Parties and engagement

1.1 "Provider" means Alexandra Claire Pineda, doing business as HIREWORKMATE Business Support Services, a DTI-registered and BIR-registered business in the Philippines. "Client" means the person or entity engaging the Provider.

1.2 Every engagement is governed by a signed service agreement, a mutual non-disclosure agreement (NDA) and these terms. Where they conflict, the signed agreement prevails.

1.3 The Provider acts as an independent contractor. Nothing in any engagement creates an employment, partnership or agency relationship. The Provider controls the methods, tools and schedule used to deliver the agreed results.

1.4 Every virtual assistant, specialist or team member placed, matched or supplied through HIREWORKMATE is an independent contractor. They are not employees of HIREWORKMATE or of the Provider, and no employment, joint-employer, partnership or agency relationship exists between them and HIREWORKMATE, or between them and the Client. Contractors set their own methods and tools, are responsible for their own taxes and statutory contributions, and are engaged under the agreed service contract.

2. Scope of services

2.1 Services are limited to the scope, deliverables and hours written in the agreement or approved proposal.

2.2 Requests outside the agreed scope may be quoted as a change order or respectfully declined. The Provider is not obliged to perform out-of-scope work, even if similar to agreed tasks.

2.3 The Provider may decline any request that is unlawful, unethical, unsafe or in breach of a third-party platform’s rules.

3. Fees, invoices and payment

3.1 Payment details are provided on each invoice. Accepted methods include US bank transfer (ACH or wire), Wise, PayPal, Remitly and direct bank transfer. Transfer, conversion and platform fees are paid by the Client.

3.2 Virtual assistant services require a security deposit or one month’s fees in advance before work begins, followed by invoices on the agreed billing cycle.

3.3 Website, CRM, automation and mobile app projects are billed 50% before work begins and 50% on completion, before final launch or handover. The initial 50% is non-refundable once work has started.

3.4 Invoices are due on the date stated on the invoice, or within seven (7) days of issue if no date is stated.

3.5 Late payment: If any amount remains unpaid after its due date, the Client is considered delinquent and agrees to pay an additional late fee equal to three percent (3%) of the total service amount under the agreement, in addition to the unpaid balance.

3.6 The Provider may pause or suspend all work, access and deliverables while any invoice is overdue. Deadlines are extended by the length of any suspension.

3.7 The ₱500 booking discount offered with a discovery call is applied once, as a stated line in the contract price of the first engagement. It is not shown on invoices unless it appears in the signed contract, has no cash value and cannot be combined with other offers.

3.8 Prices quoted in foreign currencies are estimates based on mid-market rates. The amount on the invoice is final.

3.9 Initiating a chargeback or payment dispute without first raising the issue in writing with the Provider is a breach of these terms. Any resulting fees and losses are charged to the Client.

4. 7-day satisfaction guarantee (VA services only)

4.1 The guarantee applies only to virtual assistant services. It does not apply to websites, CRM, automation, mobile apps, consultancy, discovery work, professional email setup or any project-based service.

4.2 To be eligible, the Client must request a refund in writing to alexa@hireworkmate.com within seven (7) calendar days of the VA service start date.

4.3 A refund is granted only where the agreed VA services were legitimately not provided, as verified against task records, time logs and communications. Dissatisfaction with services that were delivered as agreed does not qualify.

4.4 Approved refunds equal fifty percent (50%) of the amount paid for the undelivered portion of the first billing period. The remaining fifty percent (50%) covers onboarding, contract preparation, documentation and payment processing.

4.5 The guarantee does not apply if the Client has breached these terms, failed to provide access or instructions needed to perform the work, been unresponsive, or requested work outside the agreed scope.

4.6 Approved refunds are processed within fourteen (14) business days through the original payment method, less transfer fees. The guarantee may be used once per Client.

5. Client responsibilities

5.1 The Client provides timely access, accurate information, content and approvals. Delays caused by the Client extend timelines and do not reduce fees.

5.2 The Client confirms it has the rights to all materials, data and accounts it provides, and is responsible for its own legal, tax and regulatory compliance and for the licenses of third-party tools it uses.

5.3 The Client will communicate respectfully and professionally with the Provider and the Provider’s contractors.

6. Provider’s right to decline, suspend or terminate

6.1 The Provider may decline, suspend or terminate services immediately by written notice if the Client:

1. is disrespectful, abusive, harassing or discriminatory toward the Provider or its contractors;
2. fails to coordinate, respond or provide what is needed for five (5) consecutive business days;
3. fails to pay any invoice, including the final payment, on time;
4. requests work outside the agreed scope and refuses a change order; or
5. requests anything unlawful, unethical or in breach of platform rules.

6.2 On termination under 6.1, all fees for work performed and time reserved to date become immediately due, and any security deposit or advance payment is forfeited to the Provider to cover committed time and costs.

6.3 Either party may end an ongoing VA engagement for convenience with fourteen (14) days’ written notice. Without notice, the security deposit is forfeited.

7. Ownership and portfolio use

7.1 Ownership of final deliverables passes to the Client only after full payment. Until then, the Provider retains all rights, and may withhold source files, logins and transfers.

7.2 The Provider keeps ownership of its pre-existing tools, templates, code snippets, prompts and know-how, and grants the Client a license to use them within the delivered work.

7.3 Unless the NDA prohibits it, the Provider may list the Client’s name and show non-confidential work in its portfolio.

8. Confidentiality and data

8.1 Both parties keep each other’s confidential information private during and after the engagement, as set out in the NDA.

8.2 The Provider handles personal data in line with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173). The Client is responsible for having a lawful basis to share any personal data with the Provider.

9. Non-solicitation

9.1 During the engagement and for twelve (12) months after, the Client will not directly hire or engage any contractor introduced by the Provider without the Provider’s written consent. If it does, the Client agrees to pay a placement fee equal to three (3) months of that contractor’s fees.

10. Limitation of liability

10.1 The Provider’s total liability for any claim is limited to the fees paid by the Client in the thirty (30) days before the claim for VA services, or the fees paid for the specific project for project work.

10.2 The Provider is not liable for indirect or consequential losses, lost profits or data, or for outages, policy changes, bans or errors of third-party platforms, hosting providers, AI tools or software.

10.3 AI-assisted output is reviewed before delivery, but the Client is responsible for final approval of content published or sent in its name.

11. Force majeure

11.1 Neither party is liable for delays caused by events beyond reasonable control, including natural disasters, power or internet outages, illness or government action. Timelines are extended accordingly.

12. General

12.1 These terms are governed by the laws of the Republic of the Philippines. Disputes are first addressed in good-faith discussion, then before the proper courts of the Philippines.

12.2 The Provider may update these terms. The version in force when an agreement is signed applies to that agreement.

12.3 Questions about these terms can be sent to alexa@hireworkmate.com.