Last updated: February 2, 2026
These Terms and Conditions ("Terms") govern your access to and use of the website https://www.virtualstaffhq.com and any related services, features, and tools (collectively, the "Service"). By accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service.
Words with the first letter capitalized have meanings defined below, regardless of whether used in singular or plural.
You must be at least 18 years old to use the Service. By using the Service, you represent that you meet this requirement.
The Service is a platform that connects Clients with Virtual Assistants. The Company may provide tools to manage communication, contracts, payments, and performance, depending on plan level.
We do not guarantee that:
Clients are responsible for:
Virtual Assistants on the platform are independent contractors, not employees of the Company or the Client unless explicitly agreed otherwise in a separate written agreement.
Clients are responsible for ensuring their use of a VA complies with applicable labor, tax, and regulatory obligations.
You acknowledge and agree that the Company does not control the day to day work, output, or performance of any VA. We do not guarantee the quality, suitability, or performance of any VA, and we are not responsible for any acts, omissions, or results of the VA's work. Clients are responsible for evaluating candidates, setting expectations, and managing the working relationship.
Some users may access the Service through a Tenant Portal that is branded to a Tenant. Tenants may use either a subdomain hosted on our primary domain or a custom domain.
Users registered via a Tenant Portal are linked to that Tenant and cannot log in through another Tenant Portal.
To support email deliverability, system emails (welcome, password reset, notifications) are sent from the Tenant's subdomain on our server, not from the Tenant's external domain. The display name may still reflect the Tenant's brand.
Although the interface may be white labeled, the end user is contracting with Virtual Staff HQ. When a user registers, they agree to Virtual Staff HQ's Terms and Privacy Policy.
Payments may be processed through third party providers (example: Stripe, PayPal). Your use of these payment services is also subject to their terms.
Once funds are released to a Virtual Assistant, the payment is final and non refundable. You agree that you will not dispute, chargeback, reverse, or request withdrawal of any released payments.
If you enable Auto-Release (where available), you authorize the Company to automatically release funds to the VA on a weekly basis. Auto-released payments are final and non refundable once transferred.
If a Client wishes to dispute hours, work quality, or contract terms, they must do so before the funds are released. Once funds are released, manually or via Auto-Release, you waive the right to dispute those funds.
You agree not to initiate chargebacks, reversals, or disputes for valid charges made through the Service, including subscription payments and any payments properly released to a VA.
If a chargeback or dispute is initiated, you authorize the Company to submit evidence to the payment processor or financial institution, including:
Chargebacks and disputes may result in immediate suspension or termination of your account.
Subscriptions are billed based on the plan terms and automatically renew unless canceled before the next renewal date.
A 30-day money-back guarantee applies only to the first subscription payment. To request a refund, you must contact support within 30 days of your first charge.
After the initial 30-day period:
You may cancel your subscription at any time by logging into your account and completing the cancellation process.
At the Company's discretion, we may offer account credits, partial refunds, or adjustments as a goodwill gesture. This is not guaranteed and does not change these Terms.
Tenant commissions are calculated as follows:
Commission is lifetime as long as the referred client remains active and paying, even if the Tenant stops actively marketing.
Tenant payouts are made by bank transfer on the 15th of the following month.
Charges may appear as: "Virtual Staff HQ - [Tenant Name]".
If a chargeback occurs, 40% of the lost amount is deducted from the Tenant.
Virtual Staff HQ is responsible for platform development (updates, bug fixes) and support (live chat, customer service). Tenants are responsible for marketing their tenant portal.
We may suspend or terminate your access immediately if:
Upon termination, your right to use the Service ceases immediately.
All website content, branding, software, and functionality (excluding user submitted content) is owned by the Company and protected by applicable intellectual property laws. You may not copy, distribute, or exploit our content without written permission.
If you submit Feedback, you grant the Company a perpetual, irrevocable, worldwide, royalty-free license to use it without restriction or compensation.
The Service may contain links to third-party websites. We are not responsible for their content, policies, or practices. Use them at your own risk.
The Service is provided "AS IS" and "AS AVAILABLE", without warranties of any kind. We do not guarantee the Service will be uninterrupted, error-free, or that defects will be corrected.
To the maximum extent permitted by law:
These Terms are governed by the laws of New York, United States, excluding conflict-of-law rules.
You agree to first attempt informal resolution by contacting support. If unresolved, disputes will be handled in courts located in New York, unless prohibited by law.
You represent that:
If any part of these Terms is found unenforceable, the remaining terms remain in full effect.
We may update these Terms at any time. If changes are material, we will make reasonable efforts to notify you at least 30 days prior to the update taking effect. Continued use of the Service after changes means you accept the revised Terms.
Email: support@virtualstaffhq.com