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Astrolabe Assistants Terms & Conditions

Effective as of 5th June 2025
Welcome to Astrolabe Assistants LLC 
By accessing or using our services, you agree to be bound by the following terms and conditions (“Terms”). Please read them carefully. 

1. Overview

Astrolabe Assistants LLC (“Company,” “we,” “us,” or “our”) provides remote executive and administrative assistant services (“Services”) to clients (“you,” “your,” or “Client”) on a subscription basis. These Terms govern your use of our website and services, including communication, scheduling, and deliverables.

2. Service Plans & Hours

  • Services are provided according to the selected plan (e.g. Economy Plan, Business Class Plan, and/or First Class Plan) and the associated number of assistant hours per week.

  • Hours do not roll over unless explicitly agreed in writing.

  • Assistants are assigned based on the business needs you specify during onboarding. Tasks beyond the agreed scope and the assistant’s ability may be escalated to management or refused.

3. Onboarding & Setup

  • A one-time onboarding fee may be charged at the start of service. This covers the process of assessing your needs and matching you with an assistant, setup of tools, access management, and additional support through the first week of service.

  • Setup begins once the onboarding payment is received.

4. Payments & Billing

  • Plans are billed monthly in advance via our web hosting service, Wix, and will appear on your statement as AstrolabeAssistants.

  • Payment is due on the same calendar date each month. Late payments may result in service suspension.

  • All fees are non-refundable, including unused hours, unless otherwise stated.

  • Clients based in Washington state will be billed separately for B&O tax of 1.5%

  • Clients based outside of the U.S. may be billed separately for VAT or your country's equivalent 

    • This depends on multiple factors including your location, our expected annual turnover in your country, and whether you are purchasing our services for personal use or on behalf of your business.​

    • If we don't have to collect VAT or your country's equivalent, we won't. If we do, then we will provide a complete assessment of the cost to you in advance.

5. Task Requests & Turnaround Time

  • Task requests should be submitted via the agreed communication channels specified in your contract (e.g. email, Asana, Slack).

  • Turnaround time varies based on complexity, urgency, and task queue. We strive to respond within 24 business hours.

6. Client Responsibilities

You agree to:

  • Provide clear, detailed instructions.

  • Communicate respectfully and in a timely manner.

  • Grant necessary tool access and permissions.

  • Refrain from assigning illegal, unethical, or harmful tasks.

7. Confidentiality & Data Protection

  • We respect your confidentiality. All team members are bound by  confidentiality agreements.

  • Client data will be handled securely and only used for the purpose of delivering services.

  • We recommend using password managers or access tools (e.g. LastPass) to share credentials safely.

8. Termination & Cancellation

  • You may cancel your subscription at any time with 30 days notice. However, no refunds will be given for unused hours or for hours that have already been paid for.

  • You can cancel anytime in the first 30 days of service without incurring responsibility for a second month's payment

  • After the first month, a minimum of 30 days’ written notice must be provided prior to the start of your next billing cycle. For example, if your next month of service is due to be charged on August 14th, notice of cancellation must be received no later than July 14th.

  • We reserve the right to terminate service with notice for abuse, non-payment, or violation of these Terms.

  • All cancellations must be submitted via email to: contact@astrolabeassistants.com

9. Intellectual Property

  • All deliverables created by your assigned assistant under your direction belong to you.

  • Pre-existing tools, templates, or assets owned by Astrolabe Assistants remain our intellectual property.

10. Cookies

  • Our website uses cookies. By accessing astrolabeassistants.com, you agree to the use of cookies in accordance with our Privacy Policy.

  • Cookies enhance your browsing experience and may be used by third-party tools or affiliates for analytics and service improvements.

11. Linking Policy

You may link to our website as long as the link:

  • Is not deceptive;

  • Does not falsely imply sponsorship or endorsement;

  • Fits within the context of your site.

We reserve the right to request removal of any link to our website for any reason.

If you wish to link to Astrolabe Assistants, please email us at contact@astrolabeassistants.com with:

  • Your name and organization

  • The URLs you intend to link from and to

  • Your contact information

Organizations That May Link Without Prior Approval:

  • Government agencies

  • Search engines

  • News organizations

  • Online directories

  • System-wide Accredited Businesses (excluding non-profit soliciting organizations and fundraising groups)

Astrolabe Assistants may approve link requests from:

  • Consumer/business information sites

  • Community websites

  • Charitable organizations

  • Internet portals

  • Professional firms (accounting, legal, consulting)

  • Educational institutions

We will approve requests if we determine that:

  • The link benefits Astrolabe’s visibility

  • The organization has a positive standing

  • The link is contextually appropriate

12. License

  • Unless otherwise stated, Astrolabe Assistants LLC and/or its licensors own the intellectual property rights for all material on astrolabeassistants.com. All intellectual property rights are reserved.

  • You may access content from Astrolabe Assistants LLC for your own personal use, subject to the restrictions set forth in these Terms and Conditions.

  • You must not:

  • Republish material from Astrolabe Assistants LLC

  • Sell, rent, or sub-license material from Astrolabe Assistants LLC

  • Reproduce, duplicate, or copy material from Astrolabe Assistants LLC

  • Redistribute content from Astrolabe Assistants LLC without permission

  • This Agreement is effective upon your first use of the website.

13. Comments & User Content

We do not currently enable user-generated comments on our website. If this feature is introduced in the future:

  • You must have all necessary rights to the content you post.

  • Comments must not violate any intellectual property rights or contain unlawful, offensive, or harmful content.

  • We reserve the right to moderate or remove any content at our discretion.

14. iFrames

Without prior written permission, you may not create frames around our webpages that alter the visual presentation or appearance of our website.

15. Content Liability

We are not responsible for any content that appears on external websites that link to us. You agree to indemnify us against all claims arising from such links.

16. Limitation of Liability

  • We aim to provide high-quality service, but we are not liable for indirect, incidental, or consequential damages arising from your use of our services.

  • You agree to indemnify and hold Astrolabe Assistants LLC harmless from claims, losses, or damages arising from your use of our services.

17. Disclaimer

To the fullest extent permitted by applicable law:

  • We disclaim all warranties related to the website and services;

  • We do not guarantee that the site will always be available or error-free;

  • Nothing in this disclaimer limits liability in cases of fraud, death, or personal injury caused by negligence.

18. Modifications to Terms

We may update these Terms from time to time. Clients will be notified of material changes via email or on our website. Continued use of our services constitutes acceptance of the revised terms.

19. Contact

For questions regarding these Terms & Conditions, please contact us at:

📧 contact@astrolabeassistants.com
🌐 www.astrolabeassistants.com

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