Terms & Conditions

Newman Administration provides remote administrative and clerical support to businesses on an ad hoc basis.

Services are provided directly by the owner of Newman Administration as an independent self-employed service provider.

Newman Administration is not an employment service and does not provide its services as an employee of the client.

Services may include, but are not limited to:

• General administrative and clerical support
• Data entry and database administration
• Document preparation and formatting
• Spreadsheet administration
• Email and correspondence administration
• Research and information gathering
• Filing and records management
• Administrative project support
• Executive administration
• Diary and calendar management
• Travel and meeting arrangements
• Meeting and minutes support
• Website building
• Website content and copywriting
• Domain, hosting and business email setup
• Other reasonable administrative tasks agreed between the client and Newman Administration

The services required will be agreed with the client before work begins.

The lists of services provided on the Newman Administration website are intended as examples and do not constitute an exhaustive list of every service that may be available.

Newman Administration reserves the right to decline work where a requested task is outside the services that can reasonably be provided, requires specialist professional advice, creates an unreasonable risk, is unlawful or is otherwise inappropriate for the service.

General Administration

General Administration is charged at £25 per hour.

Executive Administration

Executive Administration is charged at £35 per hour.

Meeting & Minutes Support

Meeting and minutes services are provided as fixed-fee packages starting from £250.

The final fee will be agreed in advance and will take into account the meeting length, preparation required, meeting complexity and follow-up work required.

Any additional work outside the agreed package may be charged at the applicable hourly rate, subject to agreement with the client.

Website Building

Website building projects start from £999.

The final fee is agreed in advance and depends on the number of pages, design requirements, functionality and the amount of content required.

Any additional work outside the agreed scope may be charged at the applicable hourly rate or may require a revised quotation.

Third-party costs, such as domain registration, website hosting, business email, premium themes, plugins, stock images or other services, are not included in the quoted fee unless expressly agreed in writing. These costs are the responsibility of the client and may be purchased directly by the client or arranged by Newman Administration and recharged at cost.

All prices are stated in pounds sterling.

Any applicable taxes, including VAT where legally required, will be charged in addition to the stated price.

Hourly Services

General Administration and Executive Administration will normally be invoiced after the work has been completed or at another billing point agreed with the client.

For ongoing or regular work, invoices may be issued weekly, monthly or at another agreed interval.

Invoices are payable within 7 days of the invoice date unless otherwise agreed in writing.

Meeting & Minutes Services

Meeting & Minutes packages require a 50% payment in advance to confirm the booking.

The remaining 50% will be invoiced when the agreed meeting and minutes work has been completed.

The final balance is payable within 7 days of the invoice date.

Website Building

Website building projects require a 50% payment in advance before work begins.

The remaining 50% is invoiced on completion of the agreed work and is payable before the website is launched or the final files and access details are handed over.

The final balance is payable within 7 days of the invoice date.

Where a project is agreed in stages, payment terms for each stage will be agreed in advance.

Payment Method

Payment should be made by bank transfer using the payment details provided on the relevant invoice.

If an invoice is disputed, the client should contact Newman Administration promptly and explain the reason for the dispute.

Where an invoice remains unpaid after the due date, Newman Administration reserves the right to pause further work until the outstanding balance has been paid.

Newman Administration may also charge interest or recover reasonable costs where permitted by applicable law.

There is no minimum number of hours for General Administration or Executive Administration.

Clients may use Newman Administration for:

• One-off tasks
• Administrative backlogs
• Specific projects
• Busy periods
• Occasional support
• Regular ad hoc support

There is no requirement to enter into a long-term contract, monthly retainer or minimum-term arrangement unless otherwise agreed in writing for a specific service.

Work will only be undertaken once the scope of the work, applicable charges and any relevant deadlines have been agreed.

Work will be undertaken according to the requirements agreed with the client and Newman Administration's availability.

The client should provide sufficient information, instructions, documents and access to systems required to complete the work.

Where a task has a specific deadline, the deadline should be agreed before the work begins.

Newman Administration does not guarantee availability at a particular time or completion of work within a particular timeframe unless this has been expressly agreed in advance.

Where a requested deadline cannot reasonably be met, the client will be informed as soon as possible.

Where work is expected to take a particular amount of time or has been agreed at a fixed fee, the agreed scope will form the basis of the work.

If it becomes apparent that a task is likely to require significantly more work than originally anticipated, Newman Administration will notify the client where reasonably possible before carrying out significant additional work.

Additional work outside the agreed scope may be charged at the applicable hourly rate or may require a revised quotation.

No significant additional charges will be intentionally incurred without the client's knowledge or agreement.

The scope of each website project, including the number of pages, functionality, content requirements and the agreed fee, will be confirmed with the client before work begins.

The client is responsible for providing the information, text, images, logos, branding and any other material required for the website, along with timely feedback and approvals. Delays in providing these may affect the agreed timescales.

Where Newman Administration prepares written content for the website, the client remains responsible for reviewing and approving that content before the website is launched.

Two rounds of amendments are included as standard once the initial website has been presented. Further amendments, additional pages or changes to the agreed scope may be charged at the applicable hourly rate or may require a revised quotation.

The client is responsible for ensuring that any material supplied for use on the website, including images, logos and text, can lawfully be used for that purpose.

Domain names, hosting accounts and business email accounts are registered in the client's name where reasonably possible, and the client is responsible for the ongoing renewal and cost of those services unless otherwise agreed in writing.

Once the website has been launched and handed over, the client is responsible for managing, updating, backing up and maintaining the website. Ongoing maintenance, updates, support and hosting management are not included in the project fee, but can be discussed and agreed separately.

Newman Administration will take reasonable care to test the website before launch. However, websites depend on third-party platforms, browsers, devices and services that may change over time, and Newman Administration cannot guarantee uninterrupted or error-free operation.

Where a website project is cancelled by the client after work has begun, the advance payment covers the time already committed and the work completed to that point. Where substantial further work has been carried out beyond the advance payment, that work remains chargeable.

The client is responsible for providing accurate, complete and timely information and instructions.

The client is also responsible for:

• Providing documents and information required to complete the work
• Providing appropriate access to any systems required
• Ensuring that information supplied to Newman Administration is accurate
• Reviewing and approving documents where client approval is required
• Making business, financial, legal or other professional decisions relating to their business
• Providing clear instructions where work requires the client to make a decision or provide authority

Newman Administration will not be responsible for errors, omissions or delays resulting from incomplete, inaccurate or delayed information or instructions provided by the client.

Because Newman Administration operates on an ad hoc basis, clients may request that work is stopped or postponed.

Where work has already been completed, the client remains responsible for payment for the work carried out.

For Meeting & Minutes bookings, the 50% advance payment is used to secure the agreed date and time.

Where a meeting is cancelled with sufficient notice, Newman Administration will discuss whether the advance payment can be transferred to another agreed date.

Where a meeting is cancelled at short notice, or substantial preparation has already been completed, Newman Administration may retain some or all of the advance payment to cover time already committed and work completed.

Any significant changes to an agreed piece of work may result in additional charges. The client will be informed where this is likely to occur.

Newman Administration understands that administrative work may involve access to confidential business, financial, commercial, customer, employee or personal information.

Information received from a client will be treated as confidential and will not knowingly be disclosed to third parties except:

• Where the client has authorised disclosure
• Where disclosure is necessary to provide the agreed service
• Where disclosure is required by law or a lawful authority

Confidential information will not be used for purposes unrelated to the provision of the agreed services.

These confidentiality obligations will continue after the working relationship ends.

Where a client requires a separate confidentiality agreement or non-disclosure agreement, this can be discussed and agreed separately.

Newman Administration will handle personal information in accordance with applicable data-protection legislation.

Where Newman Administration processes personal data on behalf of a client, the parties will cooperate to meet their respective obligations under applicable data-protection law.

Depending on the nature of the services being provided, additional data-processing terms or a separate Data Processing Agreement may be required.

The client remains responsible for ensuring that it has an appropriate lawful basis for providing personal data to Newman Administration and for instructing Newman Administration to process that data.

Newman Administration will take reasonable measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Further information about how Newman Administration handles personal information is set out in the Privacy Notice.

Where work requires access to the client's email, accounting software, CRM, databases, file storage or other systems, access will be arranged using methods agreed between the parties.

Client login details and access credentials must not be shared unnecessarily.

Where possible, clients should provide individual user access or appropriate delegated access rather than sharing personal passwords.

Newman Administration will only access systems and information necessary to perform the agreed services.

Access will cease when it is no longer required.

The client remains responsible for maintaining appropriate backups and records of its own business information.

Newman Administration will take reasonable care when handling client documents and information but cannot guarantee against loss caused by failures of third-party systems, software, internet services or systems outside Newman Administration's reasonable control.

Newman Administration will provide services with reasonable care and skill.

Where work involves documents, correspondence, data entry, minutes or other information that requires client approval, the client remains responsible for reviewing and approving the final material before it is relied upon, issued or acted upon where appropriate.

Minutes are prepared based on information available to Newman Administration during the meeting and any additional information supplied by the client.

Newman Administration does not provide legal, financial, accounting, tax, HR or other regulated professional advice.

Unless otherwise agreed, documents, spreadsheets, correspondence and other materials specifically created for the client as part of the agreed services may be used by the client for its normal business purposes once payment for the relevant work has been made.

Newman Administration retains ownership of its own pre-existing templates, processes, methods, know-how and general business materials.

The client remains responsible for ensuring that any materials supplied to Newman Administration can lawfully be used for the requested work.

On receipt of full payment for a website project, the client owns the final website content, text and images created specifically for them, and may use the website for its normal business purposes.

Newman Administration retains ownership of its own pre-existing templates, components, code libraries, processes and know-how. Third-party software, themes, plugins, fonts and stock images used within a website remain subject to the licence terms of their respective owners.

Newman Administration provides services as an independent self-employed business.

Nothing in these Terms & Conditions creates an employment relationship, partnership, joint venture or agency relationship between Newman Administration and the client.

Newman Administration is responsible for its own tax and National Insurance obligations arising from its self-employed business.

The client does not have the right to determine Newman Administration's working hours or location, except where specific availability or attendance has been agreed for a particular task or meeting.

Newman Administration may use third-party software, communication platforms, cloud storage or other services where reasonably necessary to provide the agreed services.

Where client information is processed through third-party services, reasonable care will be taken to use appropriate and reputable services.

Where a client requires the use of a particular system or platform, this should be discussed before work begins.

Newman Administration will provide services with reasonable care and skill.

Nothing in these Terms & Conditions excludes or limits liability where doing so would be unlawful.

Subject to that, Newman Administration will not be responsible for indirect or consequential loss, loss of profits, loss of business, loss of anticipated savings or loss of opportunity arising from the provision of the services.

Newman Administration will not be responsible for losses resulting from inaccurate, incomplete or misleading information supplied by the client, delays caused by the client, or failures of third-party systems outside Newman Administration's reasonable control.

Any limitation of liability will be subject to applicable law and will be interpreted reasonably.

Newman Administration will not be responsible for failure or delay in providing services where this results from circumstances outside reasonable control.

This may include significant internet or technology failures, power outages, illness, natural events, government action, widespread system outages or other circumstances that could not reasonably have been anticipated or prevented.

Newman Administration will notify the client where such circumstances materially affect agreed work.

Either party may end the working relationship at any time where there is no ongoing fixed-term agreement.

The client remains responsible for payment for all work completed up to the date the relationship ends and for any agreed expenses or charges properly incurred.

Confidentiality and other provisions intended to continue after termination will remain in effect.

If a client is unhappy with any aspect of the services, they should raise the matter with Newman Administration as soon as possible so that it can be discussed and, where appropriate, resolved.

Newman Administration will make reasonable efforts to investigate and resolve genuine concerns promptly and fairly.

Newman Administration may update these Terms & Conditions from time to time.

The version applicable to a particular piece of work will be the version agreed or made available to the client when the work is instructed.

Any significant changes affecting an existing ongoing arrangement will be communicated to the client.

These Terms & Conditions and any agreement between Newman Administration and the client will be governed by the laws of the Isle of Man.

The parties agree that the courts of the Isle of Man will have jurisdiction over disputes, subject to any applicable legal requirements.

By instructing Newman Administration to carry out work, the client confirms that they have had the opportunity to read and accept these Terms & Conditions.

Where a specific written quotation, proposal or agreement is provided for a particular piece of work, that document and these Terms & Conditions should be read together. If there is a conflict between them, the specific written agreement will take precedence to the extent of that conflict.