BeeEPiC Outsourcing Terms & Conditions

Please review and accept before proceeding with payment. Updated 25th April 2026

Introduction

Welcome to BeeEPiC Outsourcing. Our model is designed to give you the best of both worlds: the cost savings of direct hiring (no agency markup fees) and the performance support of a structured co-management system.

You hire and manage your VA directly, while BeeEPiC supports you with recruitment, onboarding, training, and ongoing performance optimization. These Terms ensure clarity, set expectations, and protect both parties so we can work together effectively for long-term success.

1. Definitions

For this Agreement:

  • “BeeEPiC” means BeeEPiC Outsourcing and its representatives

  • “Client” means the individual or entity entering this Agreement

  • “VA” means any Virtual or Executive Assistant introduced by BeeEPiC

  • “Setup Fee” means the one-time fee for hiring services and credits

  • “Hiring Credit(s)” means the right to hire one VA per credit

  • “Monthly Support Fee” means the ongoing co-management support fee

  • “Security Deposit” means 50% of the VA’s estimated monthly pay

  • “Buyout Fee” means the fee for direct engagement outside this Agreement

  • “Agreement” means these Terms and referenced policies

2. Scope of Services

BeeEPiC provides VA hiring, onboarding, and co-management performance support, including sourcing, vetting, matching, onboarding guidance, training, and ongoing support (per plan).

The Client engages and pays the VA directly, benefiting from no-markup compensation and reduced costs compared to traditional agency models. BeeEPiC is not the employer of record and is not responsible for VA compensation, taxes, or compliance.

The Monthly Support Service is a core and required component of BeeEPiC’s co-management model and supports VA performance, communication, and long-term success.

BeeEPiC does not guarantee any specific business, financial, or performance outcome.

3. Independent Contractor Status

BeeEPiC is an independent contractor and not an employee, partner, or agent of the Client or any VA.

The Client directly engages, manages, and supervises the VA and is solely responsible for tasks, performance, schedules, and compliance with all employment and contractor classification laws.

Each party is responsible for its own taxes, insurance, and legal obligations.

4. Payment Terms

A.VA Service Compensation

Client shall pay VA invoices within five (5) business days.

If unpaid by seven (7) business days, BeeEPiC reserves the right to pause services, including VA work, support, and system access.

BeeEPiC reserves the right to apply the Security Deposit to unpaid balances.

B. Setup Fee & Hiring Credits

✅ One credit = one VA hire

✅ Credits valid for 36 months

Resuming with a different VA requires a new credit.
Resuming with the same VA (if available) does not.

C. Monthly Support Fee (Core Model)

The Monthly Support Fee is a required component of BeeEPiC’s co-management performance model, combining:

  • Direct hire cost savings (no markup fees)

  • Structured onboarding and training

  • Ongoing performance optimization

This fee supports both Client and VA success through systems, training, and guidance.

If unpaid:

  • Services may be paused

  • Support and guarantees are suspended

  • BeeEPiC may terminate unused credits after thirty (30) days or more

D. Buyout Option

The Client may engage the VA directly outside of BeeEPiC’s co-management model by paying a one-time Buyout Fee.

Buyout Fee:

  • Months 1–12: $1,250 per VA

  • After 12 months: $750 per VA

Buyout fees are non-refundable.

Upon payment of the Buyout Fee:

  • BeeEPiC services and support for that VA will end

  • The VA will no longer have access to BeeEPiC systems, training, or resources

  • The Client may continue working directly with the VA with no further obligation to BeeEPiC for that VA

No Circumvention:

The Client shall not, directly or indirectly, engage, hire, or contract with any VA introduced by BeeEPiC outside this Agreement without paying the applicable Buyout Fee. Any attempt to circumvent this provision constitutes a material breach of this Agreement.

Engagement Definition:

For purposes of this section, “engagement” begins on the VA’s first day of active work for the Client.

E. Security Deposit

Client shall provide 50% of the VA’s estimated monthly pay.

BeeEPiC reserves the right to apply the deposit to:

  • Late payments

  • Notice-period compensation

  • Outstanding balances

Remaining funds refunded within 10 business days.

F. Fee Adjustments

All fee changes must be agreed in writing.

5. Refunds & Replacement Policy

Within 30 days:

  • Refund if BeeEPiC is unable to present a suitable VA

  • Replacement if performance issues arise

Applies only if the Client:

  • Follows onboarding guidance

  • Provides feedback

  • Holds regular check-ins

Refund applies to the first hire only.

Hiring Outside BeeEPiC:

If the Client hires a candidate from another source while BeeEPiC is actively recruiting for the same role, BeeEPiC reserves the right to deduct a $100 administrative fee from any applicable refund.

6. Client Obligations

Client agrees to:

  • Provide clear instructions, SOPs, and necessary tools

  • Pay the VA on time and respect agreed working hours

  • Schedule 2–3 check-ins per week during the first 60 days

  • Provide timely feedback (weekly for 60 days, monthly thereafter)

  • Notify BeeEPiC promptly of any issues

  • Allow reasonable time for task completion

  • Treat the VA professionally and lawfully

  • Provide at least 14 days’ notice before termination (Security Deposit may be applied if not)

  • Permit reasonable attendance at BeeEPiC training sessions

  • Not assign illegal or unethical tasks

The Client acknowledges that VA performance depends on effective communication, systems, and management, and agrees to actively participate in BeeEPiC’s co-management model.

Failure to comply may result in suspension or voiding of BeeEPiC’s support and replacement guarantees.

7. BeeEPiC Commitments

BeeEPiC will:

  • Source, vet, and match qualified VAs aligned with Client needs

  • Present pre-screened candidates to reduce hiring time and risk

  • Support onboarding and integration into Client workflows

  • Provide guidance on delegation, communication, and task management

  • Deliver training, tools, and structured performance systems

  • Facilitate communication and alignment where needed

  • Provide access to resources, templates, and frameworks

  • Offer ongoing support and coaching as part of its co-management model

  • Use reasonable care and skill in delivering services

BeeEPiC does not guarantee specific business, financial, or performance outcomes.

8. Confidentiality

Each party shall protect confidential information and use it only for this Agreement.

Excludes public or legally required disclosures.

Return or destroy within 10 business days upon termination.

9. Intellectual Property

BeeEPiC retains ownership of its systems and materials.

Client owns:

  • All VA-produced work

  • Its own materials

BeeEPiC materials must not be shared externally and must be discontinued 30 days after termination.

10. Non-Compete & Non-Solicitation

For 12 months post-termination, Client shall not:

  • Use BeeEPiC systems or candidates to compete

  • Solicit BeeEPiC clients, VAs, or team

Client may not engage a VA outside this Agreement without paying the Buyout Fee.

11. Limitation of Liability

BeeEPiC is not liable for indirect or consequential damages.

Services are provided “as is” and “as available.”

No warranties are made regarding VA performance.

BeeEPiC’s total liability for all claims shall not exceed the Setup Fee paid.

12. Termination

Either party may terminate:

  • For Cause: Immediate for unlawful conduct or material breach not cured after notice. For Cause includes material breach, dishonesty, misconduct, or failure to perform duties after notice.

  • For Convenience: 14 days’ notice

BeeEPiC reserves the right to refuse or terminate service at its discretion.

Deposit may be applied to outstanding obligations.

Surviving provisions remain in effect.

13. Data Security

BeeEPiC uses reasonable safeguards.

Client controls and is responsible for:

  • System access

  • Permissions

  • Data security

Client shares sensitive data at its own risk.

BeeEPiC is not liable for:

  • VA actions within granted access

  • Cybersecurity incidents

  • Client data decisions

14. Force Majeure

No liability for events beyond control. If exceeding 30 days, either party may terminate after settling balances.

15. Dispute Resolution

  • Internal resolution (10 days)

  • Mediation in Clark County, Nevada

  • Final and binding arbitration under the rules of the American Arbitration Association

16. Publicity & Testimonials

Use of Client name or testimonial requires consent and may be revoked.

17. Notices

Email notice is deemed received upon acknowledgment or delivery proof.

18. Entire Agreement

This is the full Agreement.

Changes must be in writing.

If any provision is invalid, the rest remains.

Provisions that should survive termination shall survive.

19. Governing Law

Governed by the laws of Nevada.

20. Assignment

Assignment requires written consent.

Client Acknowledgment

By accepting, the Client agrees to these Terms and confirms the opportunity to review and seek advice.

This constitutes a legally binding agreement with BeeEPiC Outsourcing.

I Agree to the Service & Refund Policy

Bee Happy Guarantee

We believe we have 2 sets of clients: the paying client (aka you), and the serving client (aka. Our VAs), and it’s our mission to ensure both sets of our clients are happy. However, if for any reason you’re not HAPPY with your Virtual Assistant in the first 30 days, we will pay back the setup fee, setup fee and security deposit. However, the service fee for any hours worked by your Virtual Assistant MUST be paid directly to the virtual assistant. Failure to pay the fee will forfeit the security deposit.