Virtual Assistant Intake Form Template for England and Wales

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Key Requirements PROMPT example:

Virtual Assistant Intake Form

I need a Virtual Assistant Intake Form for my marketing consultancy that covers both general administrative tasks and specialized social media management duties, with particular emphasis on data security as we'll be handling sensitive client information.

Document background

The Virtual Assistant Intake Form is designed for use in England and Wales when establishing new virtual assistant service relationships. It serves as the initial point of contact between the VA provider and potential clients, collecting crucial information about service requirements, access needs, and data handling preferences. This document ensures compliance with UK GDPR and relevant employment legislation while gathering all necessary details to prepare a comprehensive service agreement. It's particularly important for remote working arrangements where clear communication and detailed requirements are essential for success.

Suggested Sections

1. Client Information: Basic contact details, business information, and requirements of the client

2. Service Requirements: Detailed outline of required virtual assistance services and scope of work

3. Communication Preferences: Preferred methods and timing of communication between parties

4. Access Requirements: Systems, accounts, and platforms requiring VA access and security protocols

5. Data Protection Information: Details of how client data will be handled, processed, and protected in compliance with UK GDPR

Optional Sections

1. Project-Specific Requirements: Additional section for detailing specific one-off projects or specialized tasks

2. Team Integration: Section covering protocols for working with existing team members and organizational structure

3. Special Software Requirements: Details of specific software, platforms, or tools required for service delivery

Suggested Schedules

1. Service Level Agreement: Detailed breakdown of service standards, response times, and performance metrics

2. Rate Card: Comprehensive pricing structure for different services and additional charges

3. Data Processing Agreement: Detailed terms and procedures for handling personal data in compliance with UK GDPR

4. System Access Protocol: Security procedures and protocols for accessing client systems and platforms

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Professional Services
Small Business
E-commerce
Technology
Real Estate

Relevant Teams

Operations
Human Resources
Administration
Legal
Procurement

Relevant Roles

Executive Assistant
Virtual Assistant
Office Manager
Business Owner
Operations Director

Industries

UK GDPR and Data Protection Act 2018: Primary legislation governing the collection, processing, and storage of personal data in the UK. Essential for defining how client information will be handled in the VA relationship.

Privacy and Electronic Communications Regulations (PECR): Specific rules for electronic communications, including email marketing and cookies, which may be relevant for VA services involving digital communication.

Contract Law Act 1999: Fundamental legislation governing contract formation and enforcement in England and Wales, forming the basis of the VA agreement.

Consumer Rights Act 2015: Relevant when providing VA services to individual clients, ensuring fair terms and transparent service descriptions.

Unfair Contract Terms Act 1977: Regulates contractual terms that might unfairly restrict or exclude liability, ensuring balance in the VA agreement.

Electronic Commerce Regulations 2002: Governs electronic business transactions and service provision, particularly relevant for online VA services.

Consumer Contracts Regulations 2013: Specifies information requirements and cancellation rights for contracts made at distance, including online services.

Employment Rights Act 1996: Important for clearly establishing the self-employed/independent contractor status of the VA relationship.

IR35 Legislation: Tax legislation affecting contractors and freelancers, crucial for defining the VA's employment status and tax obligations.

Copyright, Designs and Patents Act 1988: Governs intellectual property rights, essential for protecting work created during the VA engagement.

Trade Marks Act 1994: Relevant for protecting client's brand assets when VA handles marketing or branding materials.

Trade Secrets Regulations 2018: Protects confidential business information, crucial for VAs who may handle sensitive client data.

Financial Services and Markets Act 2000: Applicable if VA services involve handling financial information or providing financial-related assistance.

Electronic Communications Act 2000: Governs the use of electronic signatures and digital documentation in contracts.

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Authors

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