1. About us and these Terms

Amici Executive Assistants currently operates under Effect IT Limited, a company registered in England and Wales under company number 09762130. Our address is 35 Barn Way, Wembley, HA9 9NS. In these Terms, “AEA”, “we”, “us” and “our” refer to Amici Executive Assistants and Effect IT Limited. “You” and “your” refer to the customer purchasing the Services.

“Task” means a request for work submitted through your secure AEA workspace or otherwise agreed in writing. “Estimate” means our written description of the Task, price, payment requirements, anticipated delivery time and any specific assumptions. “Services” means the work we agree to perform for a Task.

These Terms, together with the accepted Estimate and any written Task-specific terms, form the agreement between us. If a Task-specific term expressly conflicts with these Terms, the Task-specific term applies to that Task.

2. How a Task is agreed

1. You submit a Task and the information or files reasonably required for us to review it.
2. We may ask questions, decline the Task, or provide an Estimate showing the proposed price and delivery time.
3. No work is required to begin until you approve the Estimate and complete any payment stated in it.
4. You select an available full-payment or deposit route and pay through Stripe-hosted Checkout, which confirms your approval of the Estimate and these Terms.
5. Stripe confirms payment to the workspace. We may then mark the Task as In Progress.

An Estimate is based on the information available when it is issued. It remains open for the period stated in the Estimate and may be withdrawn or revised before acceptance.

3. Providing the Services

We will provide the Services with reasonable skill and care and in accordance with the accepted Task brief. We may use suitably skilled employees, virtual assistants, freelancers or subcontractors. We remain responsible for managing the Services we agree to provide.

Delivery dates are reasonable estimates unless we expressly confirm in writing that a date is fixed. We will keep you informed of material delays. We may refuse instructions that are unlawful, unsafe, outside the agreed scope, or likely to infringe another person’s rights.

4. Your responsibilities

You must provide accurate, complete and timely instructions, materials, approvals and access reasonably needed for the Task. You are responsible for reviewing the brief, Estimate and delivered work and for telling us promptly about any material error or omission.

You confirm that you have the necessary rights, permissions and lawful basis to provide all documents, personal data, logos, images, credentials or other materials supplied for the Task. You must not submit unlawful, malicious or infringing material.

We are not responsible for delays or additional costs caused by late, incomplete or inaccurate information, delayed approvals, unavailable systems, or changes requested by you.

5. Estimates, fees and payment

Each Task is priced individually. A separate £25 booking fee is payable and non-refundable. The configured payment options are full payment; a 50% deposit for a quoted Task price up to £250; or a 30% deposit for a quoted Task price above £250. The outstanding balance is due before the final downloadable result is released. The Estimate will state whether VAT or approved third-party costs apply.

Payment is normally collected through Stripe-hosted Checkout. After each successful payment, Stripe issues a separate numbered post-payment invoice and, where customer emails are enabled in our Stripe account, emails the customer a link to the invoice PDF and receipt. A deposit and a later balance payment therefore produce separate invoices. Stripe processes card information under its own terms and privacy notice; AEA does not store your full card number. We may pause or decline to start work until cleared payment is confirmed.

Additional work outside the accepted scope requires your approval of a revised or additional Estimate. We will not knowingly add optional charges without your agreement.

6. Changes, cancellation and refunds

You may request a change or cancellation through the workspace or in writing. We will review the request manually. A change that affects scope, effort, third-party cost or delivery time may require a revised Estimate before work continues.

If work has begun, we may retain or charge a reasonable amount for work completed and committed costs up to the cancellation date. Additional effort caused by an approved scope change may be recorded in 15-minute increments. A Task may be marked Paused and, after 60 days without continuation, Void.

The £25 booking fee is excluded from the standard refund calculation and customer credit. Any unused deposit remaining after deduction of completed work may be refunded on request or retained as customer credit. AmiciEA may separately approve a discretionary goodwill refund, including an amount otherwise retained for completed work or the booking fee. Any approved refund is processed through Stripe or the original payment method and remains limited to the amount actually available for refund.

If you are an individual consumer and ask us to start during an applicable 14-day cancellation period, we will record your express request. If you cancel after work begins, you must pay for work completed up to cancellation; once the service has been fully performed after your express request and acknowledgement, the cancellation right is lost.

Nothing in this section limits any right that cannot lawfully be excluded.

7. Delivery and revisions

A preview may be made available through the secure workspace. The final downloadable file is released only after the Task is marked Completed and the required payment has been confirmed in full. You must remain logged in to access protected files. Unless the Estimate says otherwise, one reasonable revision round that stays within the original brief is included.

You should download and securely retain completed files. We retain Task files only for as long as reasonably required for service, security, legal and operational purposes, as explained in our Privacy Notice.

8. Confidentiality and intellectual property

Each party will keep the other party’s confidential information secure, use it only for the Agreement, and disclose it only to people who need it to perform or receive the Services, professional advisers, or authorities where required by law. These obligations do not apply to information that is lawfully public, already known without restriction, independently developed, or lawfully received from another source.

Once all fees for a Task have been paid, rights owned by us in the final bespoke deliverables created specifically for that Task are assigned to you, except for our pre-existing materials, working methods, templates, tools, software, know-how and third-party materials. Those retained or third-party elements remain subject to their existing ownership and licence terms.

9. Data protection

Each party will comply with applicable data protection law. Our handling of account, website, payment and communication information is described in our Privacy Notice.

Where we process personal data contained in your Task materials solely on your documented instructions, you remain responsible for ensuring that the data was collected and shared lawfully. We will apply appropriate security and confidentiality measures, notify you without undue delay if we become aware of a relevant personal data breach, and assist with reasonable compliance requests where applicable.

10. Liability

Neither party is liable for indirect or consequential loss, loss of profit, loss of business opportunity, or loss caused by the other party’s failure to follow reasonable instructions, except where such liability cannot lawfully be excluded.

Subject to the previous paragraph and to the extent permitted by law, our total aggregate liability arising from the Agreement will not exceed £20,000. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

Neither party is responsible for failure or delay caused by events beyond its reasonable control. The affected party will take reasonable steps to reduce the impact and resume performance.

11. Ending the Agreement

Either party may end a Task or the wider service relationship by written notice. A party may terminate immediately where the other party commits a material breach and, where the breach can be remedied, does not remedy it within a reasonable period after written notice; becomes insolvent; or cannot lawfully continue the Agreement.

On termination, amounts properly due for completed work and committed costs become payable. Confidentiality, intellectual property, data protection, liability, payment and any provisions intended to continue will survive termination.

12. General terms and governing law

We may use subcontractors and may assign the Agreement as part of a genuine business transfer, provided this does not materially reduce your rights. You may not transfer the Agreement without our written consent, which will not be unreasonably withheld.

A delay in enforcing a right is not a waiver. If any provision is unenforceable, the remaining provisions continue. No third party has a right to enforce the Agreement under the Contracts (Rights of Third Parties) Act 1999.

These Terms and each Agreement are governed by the laws of England and Wales. The parties will first try in good faith to resolve disputes through discussion and, where appropriate, mediation. The courts of England and Wales have jurisdiction.

13. Contact

Questions or formal notices may be sent to Amici Executive Assistants, 35 Barn Way, Wembley, HA9 9NS, or by email to info@amiciea.com.

1. Who we are

Amici Executive Assistants is part of Effect IT Limited, registered in England and Wales under company number 09762130. Effect IT Limited is the controller of personal information used for AEA’s website, customer administration, communications and service delivery.

Address: 35 Barn Way, Wembley, HA9 9NS
Email: info@amiciea.com

2. Information we collect

Account and contact information

Your salutation, name, job title, company, work email address, telephone number, postal address, country and account login information. Passwords are stored in protected hashed form and are not visible to AEA staff.

Task and service information

Task titles, descriptions, requested dates, supporting files, customer messages, change or cancellation requests, estimates, delivery information, completed files and records of actions taken within the workspace.

Payment information

The quoted amount, booking fee, selected full/deposit route, amount paid, outstanding balance, Stripe Checkout Session, Payment Intent and invoice references, payment status and refund/customer-credit records where applicable. Stripe processes your full card or payment credentials and creates the numbered post-payment invoice; we do not receive or store your full card number.

Communications

Emails, support requests, telephone notes, feedback and other correspondence with you.

Technical and security information

IP address, browser and device information, timestamps, login and security events, cookie preferences, download records and diagnostic information needed to keep the website and workspace secure and operational.

We do not intend to collect nationality, marital status, biometric identification data or online-banking authentication credentials through the AEA website. Please do not include unnecessary sensitive personal information in a Task.

3. How we use information and our lawful bases

4. Who we share information with

We share information only where reasonably necessary with:

• authorised AEA employees, virtual assistants, freelancers and subcontractors working on your Task;
• website, hosting, security and IT service providers, including the WordPress hosting environment;
• Stripe for secure payment processing;
• Brevo or another configured email-delivery provider for transactional emails;
• professional advisers, insurers, auditors and prospective purchasers where appropriate; and
• courts, regulators, law-enforcement bodies or other authorities where disclosure is legally required.

Service providers may use information only for the agreed service and must protect it appropriately.

5. International transfers

Some technology providers or authorised contractors may process information outside the United Kingdom. Where this occurs, we use an applicable adequacy decision, contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another lawful transfer mechanism.

6. How long we keep information

We keep information only for as long as it is reasonably needed for the purpose for which it was collected and for applicable legal, tax, accounting, security and dispute-resolution requirements. The period depends on the type of record, whether an account or Task remains active, the sensitivity of the material and any legal claim or retention obligation.

Task files and completed deliverables are not intended to be permanent cloud storage. Customers should download and securely retain their final files. Information may be deleted, restricted or anonymised when it is no longer required. Backup copies may remain for a limited period before secure deletion.

7. Security

We use access controls, authenticated workspaces, protected task-specific file storage, secure transport, audit records and other proportionate technical and organisational measures. Access is limited to people who need the information for their role. No internet service can guarantee absolute security, so please contact us promptly if you suspect unauthorised access.

8. Your rights

Depending on the circumstances, you may have rights to request access, correction, deletion, restriction, portability or objection to our use of your personal information. Where processing relies on consent, you may withdraw that consent at any time without affecting earlier lawful processing.

To exercise a right, email info@amiciea.com. We may need reasonable information to verify your identity and understand the request. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

9. Cookies and external links

Our use of cookies and similar technologies is explained in our Cookie Policy. Our website or emails may link to independent third-party services. Their privacy notices apply when you use their websites.

10. Changes to this Notice

We may update this Notice when our services, providers or legal obligations change. The effective date at the top shows the current published version. If a change materially affects registered customers, we will provide an appropriate notice.

1. What cookies are

Cookies are small text records stored by your browser. They can keep a website secure, remember preferences, maintain a login session or help a business understand how its website is used. Similar technologies, including local browser storage, may perform related functions.

2. Our cookie categories

3. Cookies used by the AEA website

The base AEA website does not activate analytics or marketing tags before consent. If optional providers are enabled later, this Policy and the cookie controls should be updated to identify them accurately.

4. Managing your choices

When you first visit, you can accept optional cookies, reject them or manage each category. Rejecting optional cookies does not prevent you from creating an account, submitting a Task or using secure delivery.

Review cookie settings

You can also remove cookies using your browser settings. Blocking necessary cookies may prevent login or other secure workspace functions from operating.

5. Contact

Questions about cookies or personal information may be sent to info@amiciea.com. For more information about our handling of personal data, read our Privacy Notice.