Legal Information

Terms & Conditions

1. Overview

These Terms & Conditions apply to all services provided by The Butterfly Freelancer, including virtual PA/admin and organising support. By booking or using these services, the client agrees to be bound by these Terms & Conditions.

2. Services Provided

The Butterfly Freelancer provides remote support services, which may include:

• Virtual organising
• Light business administration
• PA support
• Digital filing and organisation
• Inbox and calendar support
• Ad hoc requests by the client

All services are delivered remotely unless otherwise agreed in writing.

3. Weekly Capacity

The Butterfly Freelancer operates as a micro-business with a maximum capacity of between 6 – 10 working hours per week and supports no more than two active clients at any one time.

Work is scheduled in advance. Urgent requests will be accommodated where possible but cannot be guaranteed.

4. Client Responsibilities

Clients agree to:

• Provide accurate information and any access reasonably required for tasks to be completed.
• Respond promptly to communications from The Butterfly Freelancer.
• Maintain secure passwords, devices, and systems.
• Share only lawful, safe, and virus-free files.

5. Confidentiality

All client information is treated in the strictest confidence. Information will not be shared with any third party unless legally required or necessary to deliver an agreed service.

The Butterfly Freelancer uses secure digital practices; however, clients remain responsible for the security of their own systems, devices, accounts, and passwords.

6. Data Protection

The Butterfly Freelancer aims to handle personal data in line with UK GDPR principles. Clients may request deletion of their personal data at any time, subject to any legal or accounting obligations that require information to be retained.

Sensitive personal data should only be shared where it is essential for the agreed service.

7. Payment Terms

• Invoices are issued weekly or monthly, as agreed.
• Payment is due within 7 days of the invoice date.
• Late payment may result in services being paused until the outstanding amount is paid.
• Rates will be confirmed in writing before work begins.

8. Cancellations and Rescheduling

• Clients may cancel or reschedule an agreed slot by giving at least 24 hours’ notice.
• Less than 24 hours’ notice may result in the full charge being applied.
• The Butterfly Freelancer may need to reschedule work due to illness, emergency, or unforeseen circumstances.

9. Fair Use and Boundaries

To maintain quality and clear expectations:

• Work is completed only within agreed hours.
• Tasks outside the agreed scope may require a new agreement or revised quotation.
• No legal, financial, HR, medical, or regulated professional advice is provided.

10. Liability

The Butterfly Freelancer is not liable for losses caused by inaccurate or incomplete client information, third-party platform failures or outages, or decisions made by the client based on administrative support.

The Butterfly Freelancer’s total liability will not exceed the amount paid by the client for the services giving rise to the claim.

11. Termination

Either party may terminate services by giving 7 days’ notice. Any outstanding invoices must be paid before termination is finalised.

12. Complaints and Concerns

If a client is unhappy with any aspect of the service, they should contact The Butterfly Freelancer as soon as possible so the concern can be reviewed and addressed fairly.

13. Website Content and Intellectual Property

All content on The Butterfly Freelancer website is owned by The Butterfly Freelancer unless otherwise stated. Content may not be copied, reproduced, or distributed without permission.

Any documents, templates, processes, written content, or materials created specifically for a client will be handled as agreed in writing. Unless otherwise agreed, The Butterfly Freelancer retains ownership of its own pre-existing tools, templates, methods, know-how, and business materials.

14. Updates to These Terms & Conditions

The Butterfly Freelancer may update these Terms & Conditions from time to time. Clients will be notified of any significant changes.

15. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Privacy Notice

1. Introduction

This Privacy Notice explains how The Butterfly Freelancer collects, uses, stores, and protects personal data. It applies when you use The Butterfly Freelancer’s services or website.

2. Who We Are

The Butterfly Freelancer is a micro-business based in Barry, South Wales, United Kingdom, providing virtual admin/PA support and organising services. The website is built and hosted using Webador.

Contact can be made through the website contact form or by email at thebutterflyfreelancer@gmail.com  The website includes a contact form so visitors can send enquiries directly.

3. Personal Data Collected

The Butterfly Freelancer may collect and process the following types of personal data:

• Contact details, such as name, email address, and phone number.
• Service information needed to complete agreed tasks.
• Business information shared for administrative support.
• Technical data, such as IP address, browser type, and basic anonymised analytics information connected with the website.
• Communication records, including emails, messages, and instructions.

Sensitive personal data is not intentionally collected and should only be shared where it is essential for service delivery.

4. How Personal Data Is Used

Personal data may be used to:

• Deliver virtual admin/PA and organising support services.
• Manage bookings, instructions, and client communication.
• Create and send invoices.
• Maintain secure digital records and respond to enquiries submitted through the website contact form.
• Improve service quality.
• Meet legal and accounting obligations.

Personal data is only used for purposes directly related to the services requested or as required by law.

5. Lawful Basis for Processing

The Butterfly Freelancer processes personal data under the following UK GDPR lawful bases:

• Contract: where processing is needed to deliver agreed services.
• Consent: where information is voluntarily provided for a specific purpose.
• Legitimate interests: where processing is necessary to operate and improve the business, provided this does not override individual rights.
• Legal obligation: where processing is required by law.

6. Data Sharing

The Butterfly Freelancer does not sell personal data. Personal data may only be shared where required by law or where necessary to deliver an agreed service using trusted third-party platforms, such as email, cloud storage, invoicing, or website services. The website is built and hosted using Webador, which may process website-related data such as contact form submissions, website administration activity, technical data, and security information in line with its own privacy and data-processing arrangements.

The Butterfly Freelancer does not collect payments through the website, does not send marketing emails or newsletters, and does not use AI tools with client information.

Any third-party services used are expected to follow recognised security standards.

Some third-party platforms may process or store data outside the UK. Where this applies, The Butterfly Freelancer aims to use reputable providers with appropriate safeguards in place.

7. Data Storage and Security

The Butterfly Freelancer uses secure digital systems to store client information. Security measures may include password-protected accounts, encrypted cloud storage, limited access to client files, and regular digital housekeeping.

Clients remain responsible for the security of their own devices, systems, accounts, and passwords.

8. Data Retention

Personal data is retained only for as long as necessary and is then deleted/shred. In general:

• Active client data is retained for the duration of the working relationship.
• Financial records may be retained for up to 6 years where required for legal or accounting purposes.
• Emails and files may be deleted upon request or when no longer needed, subject to any legal retention requirements.

9. Your Rights Under UK GDPR

You have the right to request access to your personal data, ask for inaccurate data to be corrected, request deletion, restrict processing, object to processing, and request data transfer where applicable.

To exercise any of these rights, please contact The Butterfly Freelancer directly.

You also have the right to raise a concern with the UK Information Commissioner’s Office (ICO) if you are unhappy with how your personal data has been handled.

10. Cookies and Website Tracking

The Butterfly Freelancer website is built using Webador who may use standard functional cookies and anonymised analytics cookies to help the website work properly, maintain security, and understand basic website usage. Further details are provided in the Cookie Notice below.

11. Children’s Privacy

The Butterfly Freelancer does not knowingly collect personal data from individuals under 18. If such data is discovered, it will be deleted where appropriate and as soon as reasonably possible.

12. Changes to This Privacy Notice

This Privacy Notice may be updated periodically. Significant changes will be highlighted on the website where appropriate.

13. Contact Information

For questions or data requests, please contact The Butterfly Freelancer using the website contact form or by email at thebutterflyfreelancer@gmail.com.