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Terms and conditions

Effective Date: 8/10/2025

Welcome to TropiQ Solutions. These Terms and Conditions (“Terms”) govern your use of our website and the Virtual Assistant outsourcing services we provide. By accessing our website, engaging our services, or entering into any agreement with us, you agree to comply with and be bound by these Terms.

1. Definitions

  • “Company” refers to TropiQ Solutions, its representatives, and affiliates.
  • “Client” refers to any person, business, or entity engaging our services.
  • “Virtual Assistant (VA)” refers to the personnel assigned by the Company to perform agreed-upon tasks.
  • “Services” refers to the Virtual Assistant outsourcing solutions offered by the Company, including but not limited to administrative support, customer service, marketing, design, content creation, finance, medical coding, and other business-related functions.

2. Service Engagement

  • Services begin once a formal agreement or service order is signed and initial payment is received.
  • The scope of work, hours, deliverables, and deadlines will be outlined in the service agreement or retainer contract.
  • The Company reserves the right to refuse or discontinue services at its discretion, including for non-payment or violation of these Terms.

3. Client Responsibilities

  • Provide accurate, timely, and complete information necessary for the VA to perform tasks.
  • Maintain open communication with the assigned VA or account manager.
  • Ensure that all materials, data, or credentials provided to the VA are legally obtained and free from third-party claims.

4. Payment & Billing

  • Payment terms will be stated in the signed agreement (monthly, project-based, or retainer).
  • All fees are due on the agreed billing date via secure payment channels (e.g., PayPal, Payoneer, or bank transfer).
  • Late payments may result in suspension of services and charges until the account is settled.
  • By engaging our services under a subscription, retainer, or recurring plan, the Client authorizes the Company to automatically charge the agreed payment method (credit card, debit card, or other authorized channels) on a recurring basis according to the billing cycle specified in the service agreement.
  • The Client is responsible for ensuring that the payment method provided remains valid and has sufficient funds for each scheduled payment.
  • Failed or declined payments may result in service suspension until the balance is settled.
  • The Client may cancel the automatic payment arrangement by providing at least 30 days written notice prior to the next billing cycle, subject to applicable contract terms and any outstanding balance.

5. Refund Policy

  • Non-Refundable Completed Work
    All payments for work that has been completed are strictly non-refundable.
  • Free Trial Services
    If you wish to cancel after availing of a Free Trial Service, you must do so within 24 hours of payment for the amount to be refundable. Cancellations beyond this period will not be eligible for a refund.
  • Project-Based Engagements (Timeline Below Six [6] Months)
    A required downpayment is non-refundable and will be applied toward payment for work already completed, as well as compensation for damages incurred due to the cancellation of the engagement.
  • Project-Based Engagements (Timeline of Six [6] Months or More)
    As no downpayment is required, all payments for periodic billings are non-refundable. The Company may also claim damages resulting from the cancellation of the engagement.
  • Long-Term / Recurring Contracts
    For long-term or recurring service agreements where no downpayment is required, payments for periodic billings are non-refundable. The Company reserves the right to claim damages in the event of early termination or cancellation of the engagement.
  • All refund requests must be submitted in writing to [insert email address].

6. Confidentiality & Data Security

  • The Company and its VAs agree to maintain the confidentiality of all Client information, documents, and communications.
  • The Company employs secure systems and tools to safeguard sensitive data but is not responsible for breaches beyond its reasonable control.

To be improved by Ron

7. Intellectual Property

  • All deliverables created by the VA under the service agreement will be the property of the Client upon full payment, unless otherwise agreed.
  • The Company retains the right to showcase non-confidential work samples in its portfolio unless the Client requests otherwise in writing.

8. Limitation of Liability

  • The Company is not liable for indirect, incidental, or consequential damages arising from the use or inability to use our services.
  • The total liability of the Company, whether in contract, tort, or otherwise, will not exceed the total amount paid by the Client for services within the last three (3) months.

9. Termination

Either party may terminate this Agreement by providing thirty (30) days’ written notice, unless otherwise specified in the contract.
This Agreement may also be terminated immediately under the following circumstances:

  1. Breach of Contract – If either party commits a material breach and fails to remedy it within fifteen (15) days of written notice.
  2. Mutual Agreement – Both parties agree in writing to end the engagement.
  3. Force Majeure – Unforeseen events beyond the reasonable control of either party (e.g., natural disasters, pandemics, government restrictions) that render continued performance impracticable.
  4. Natural Causes – The death, permanent incapacity, or legal dissolution of the Client’s business entity, or the death or permanent incapacity of the Client if they are an individual proprietor, shall constitute valid grounds for termination of this Agreement without penalty.
  5. Non-Payment – If the Client fails to make payment within the agreed time frame.

Upon termination, the Client shall settle all outstanding payments for services rendered up to the effective date of termination, and TropiQ Solutions shall deliver any work completed and due under the contract.

10. Governing Law

  • This Agreement shall be governed by, and construed in accordance with, the laws of the Republic of the Philippines and, where applicable, the laws of the country where the Client is located or duly registered.
  • In the event of any conflict between the two jurisdictions, the parties agree to apply the provisions most relevant and enforceable to the nature of this Agreement, provided such application does not contravene mandatory laws of either jurisdiction.

11. Amendments

  • The Company reserves the right to update these Terms at any time.
  • Clients will be notified of any changes via email or website notice.

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