Terms of Service

Clavis provides virtual assistant placement and management services. These terms govern your use of our platform, whether you are a client engaging virtual assistants or a virtual assistant joining our network. By using our services, you agree to these terms.

Clients engage virtual assistants through Clavis on a monthly prepaid basis at either 20 or 40 hours per week. A one-time onboarding fee equal to a percentage of one month's staffing cost is due at the start of each placement. Clavis is the employer of record for all virtual assistants. Clients direct day-to-day tasks but do not enter into an employment relationship with the VA. Clients may terminate a placement at any time with written notice. Unused prepaid time is non-refundable for the current billing period.

Clients may convert a Clavis-placed virtual assistant to a direct employee for a one-time placement fee of $2,300 USD. If the VA voluntarily leaves the client's employment within 6 months of the direct hire date, Clavis will provide one (1) replacement at no additional charge. This replacement guarantee is strictly one-time only — any subsequent replacements require a new placement fee. Direct hire converts the employment relationship from Clavis to the client. All employer obligations transfer to the client upon conversion.

Virtual assistants join the Clavis network through an application and vetting process. Acceptance is at Clavis's sole discretion. VAs are employed by Clavis and assigned to client engagements based on skills, availability, and fit. VAs must maintain professional standards, meet agreed availability commitments, and comply with client confidentiality requirements. Clavis handles payroll, contracts, and HR administration.

All parties agree to maintain the confidentiality of proprietary information shared during engagements. This includes but is not limited to: business processes, client data, financial information, trade secrets, and any information marked as confidential. Confidentiality obligations survive termination of any engagement.

Work product created by a virtual assistant during a client engagement belongs to the client. Clavis retains no ownership interest in client work product. The Clavis platform, brand, and proprietary systems remain the property of Clavis.

Clients are billed monthly in advance on the 1st of each month. Payment is due upon receipt of invoice. Late payments may result in suspension of services. All fees are in USD unless otherwise agreed in writing. Clavis reserves the right to adjust pricing with 30 days written notice.

Clavis provides placement and management services on an "as-is" basis. We do not guarantee specific outcomes from any engagement. Our total liability for any claim arising from our services is limited to the fees paid by the client in the 3 months preceding the claim. Clavis is not liable for indirect, incidental, or consequential damages.

Either party may terminate the relationship with written notice. Clavis may immediately terminate access for violation of these terms, fraudulent activity, or conduct that harms other users or our platform. Upon termination, outstanding payments remain due and confidentiality obligations continue.

These terms are governed by and construed in accordance with applicable law. Any disputes arising from these terms or our services will be resolved through good-faith negotiation, and if necessary, binding arbitration.

We may update these terms from time to time. Material changes will be communicated via email or platform notification at least 30 days before taking effect. Continued use of our services constitutes acceptance of updated terms.

For questions about these terms, contact us at legal@clavis.com or through our contact page.