Effective Date: September 01, 2025

These Terms of Service ("Terms") govern all use of services provided by Remote Mate ("Remote Mate", "we", "us", or "our").
By accessing our website or engaging our services, you agree to be bound by these Terms.
 
1. Definitions

• Client means any individual or entity engaging Remote Mate

• Virtual Assistant (VA) means personnel sourced, assigned, or managed by Remote Mate

• Services means recruitment, placement, onboarding, and management of remote staff

• Engagement means the working relationship between the Client and Remote Mate

 
2. Scope of Services
Remote Mate provides end-to-end support including:

• Role scoping and workforce planning

• Candidate sourcing, screening, and vetting

• Interview coordination and placement

• Onboarding support and system integration

• Ongoing staff management and supervision

• Performance monitoring and reporting

Remote Mate reserves the right to modify service delivery methods where necessary to improve efficiency or outcomes.
 
3. Service Model Clarification
3.1 Remote Mate operates as a managed service provider.
3.2 Virtual Assistants:

• May be legally employed or contracted under Remote Mate or its partners

• Are assigned to support the Client but remain under Remote Mate management

3.3 The Client:

• Does not directly employ the Virtual Assistant unless otherwise agreed in writing

• Must not misrepresent the nature of the relationship to any third party

 
4. Engagement Process
The standard engagement process includes:

1. Discovery and requirements gathering

2. Candidate sourcing and vetting

3. Interview and selection

4. Onboarding and deployment

All timelines are indicative only and may vary depending on role requirements and market conditions.
 
5. Fees and Payment Terms
5.1 Headhunting / Recruitment Fee
A one-time recruitment fee is payable prior to the commencement of candidate sourcing.
This fee is non-refundable once sourcing has commenced, except where required by law.
5.2 Ongoing Service Fees
Clients are charged an hourly or agreed recurring rate for assigned personnel.
Fees include staffing costs, management, and operational overhead.
Invoices are payable in advance unless otherwise agreed in writing.
5.3 Rate Adjustments
Remote Mate reserves the right to adjust pricing with reasonable notice to the Client.
Adjustments may be based on market conditions, exchange rates, or operational cost changes.
5.4 Late Payments
In the event of late payment:

• Services may be suspended without notice

• Late fees may be applied

• Access to assigned personnel may be restricted

5.5 Recovery of Costs
The Client agrees to cover any reasonable costs incurred by Remote Mate in recovering unpaid amounts, including legal and collection fees.
 
6. Minimum Term and Early Termination
Where a minimum engagement period applies, early termination by the Client may result in additional fees.
Such fees may include a fixed cancellation amount or the remaining contract value, as agreed in writing.
 
7. Replacement Policy
7.1 Initial Period
If a placed Virtual Assistant ceases engagement or is deemed unsuitable within an initial period, Remote Mate may provide a replacement at no additional recruitment fee, provided all fees are current.
7.2 Ongoing Engagement
After the initial period, replacement may be offered where performance issues are properly documented and communicated.
7.3 Limitations
Replacement obligations do not apply where:

• The Client materially changes the role requirements

• The Client fails to provide adequate support or a suitable working environment

 
8. Client Responsibilities
The Client agrees to:

• Provide accurate and complete role requirements

• Ensure timely communication and participation in the hiring process

• Provide necessary access to systems, tools, and documentation

• Treat all personnel in a lawful and professional manner

• Comply with all applicable laws and regulations

Failure to meet these responsibilities may impact service delivery and void applicable guarantees.
 
9. Acceptable Use
The Client must not:

• Use services for unlawful or fraudulent purposes

• Assign work outside agreed scope without prior consent

• Engage in harassment, discrimination, or abusive conduct

• Require work that violates applicable laws or regulations

Remote Mate reserves the right to suspend or terminate services immediately for any breach of this clause.
 
10. Non-Circumvention
The Client agrees not to directly or indirectly engage, hire, or solicit any Virtual Assistant introduced by Remote Mate outside of the agreed arrangement for a period of 12 to 24 months.
In the event of a breach, a placement fee equivalent to a percentage of the annualized salary may be payable.
 
11. Confidentiality
Both parties agree to maintain the confidentiality of all non-public information exchanged during the engagement, including:

• Business operations and processes

• Client and customer data

• Candidate information

• Pricing and commercial terms

This obligation survives termination of the engagement.
 
12. Intellectual Property
The Client retains ownership of work specifically created for its business.
Remote Mate retains ownership of all internal materials, systems, processes, and training resources.
 
13. Performance and Service Limitations
Remote Mate provides services on a best-effort basis and does not guarantee specific business outcomes.
Service effectiveness depends on Client cooperation, communication, and operational alignment.
 
14. Limitation of Liability
To the maximum extent permitted by law:

• Remote Mate shall not be liable for indirect, incidental, or consequential damages

• Total liability shall be limited to the fees paid by the Client in the preceding 30 days

 
15. Indemnity
The Client agrees to indemnify and hold harmless Remote Mate from any claims, damages, or liabilities arising from:

• Misuse of services

• Breach of applicable laws

• Instructions provided by the Client

 
16. Termination
Remote Mate may suspend or terminate services immediately if:

• Payments are overdue

• The Client breaches these Terms

• The Client engages in prohibited conduct

The Client may terminate services with written notice, subject to any applicable minimum term obligations.
 
17. Force Majeure
Remote Mate shall not be liable for delays or failure to perform due to events beyond its reasonable control, including but not limited to natural disasters, internet disruptions, or government actions.
 
18. Governing Law
These Terms are governed by the laws of the Commonwealth of Australia.
The parties submit to the jurisdiction of the courts of New South Wales.
 
19. Amendments
Remote Mate reserves the right to amend these Terms at any time.
Continued use of services constitutes acceptance of any updated Terms.
 
 
20. Contact
Remote Mate
Email: info@remotemate.com.au