Terms of Service

Effective Date: July 1, 2025

These Terms of Service (“Terms”) govern your use of services provided by The Back Pocket Collective (“we,” “us,” or “our”). By accessing our website or engaging our services, you agree to be bound by these Terms.

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1. Services

These Terms cover the following services offered by The Back Pocket Collective:

Virtual Assistant services for Event Planners

General Administrative Support

Social Media and Marketing Services

Communication Director Duties

Virtual Assistant services for Club Directors and youth sports organizations

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Services may be provided by our team members within our professional network, who are vetted through face-to-face interviews, skills assessments, resume reviews, and referral checks. We remain responsible for quality, confidentiality, and delivery of all services.

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2. Payments

2.1 Monthly Services

Clients selecting monthly services agree to pay for two months upfront at contract signature. Services begin immediately after payment. The first monthly payment starts 30 days after services commence. Cancellation requires at least 30 days’ written notice. Upon receipt of cancellation, no future payments will be due. Monies paid to date will be applied to services through the remainder of the current month and the entire second month. The final service date will be confirmed in writing in our cancellation response.

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2.2 Deposit/Retainer Accounts

Clients choosing deposit/retainer accounts will make an initial deposit in increments of five (5) hours. Purchased hours can be used as needed at mutually available times and expire one (1) year after purchase. Additional hours will be available at the prevailing rate at the time of purchase.

2.3 Refund Policy

All payments are non-refundable under any circumstances.

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3. Cancellation Policy

Clients may cancel monthly services with 30 days’ written notice. Deposit/retainer account payments are non-refundable and cannot be cancelled once purchased.

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4. Client Responsibilities

Clients agree to:

Provide complete and accurate information necessary to perform services.

Respond to requests for information, feedback, or approvals within 2 business days to avoid delays.

Maintain up-to-date login credentials for platforms required to perform services.

Understand that deliverable timelines depend on timely communication and availability of team members.

Use services only for lawful and ethical purposes.

Share sensitive login information securely (e.g. password managers, encrypted emails).

Make payments according to agreed terms to avoid interruption of services.

Confirm they have rights or licenses for any content provided to us for use or modification.

Treat our team members and staff with professional respect.

Acknowledge that additional requests beyond the agreed scope may result in revised timelines or additional fees.

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5. Intellectual Property

Clients own final deliverables created specifically for them upon full payment. We retain ownership of all proprietary tools, templates, processes, and systems used to complete deliverables. Clients are granted a non-transferable license to use final deliverables solely for their business purposes and may not resell or reuse proprietary materials independently.

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6. Limitations of Service

We do not provide:

Legal, financial, tax, or compliance advice

Guarantees of specific business results, profits, or growth

Direct management or supervision of client employees, staff, or athletes

Medical, mental health, or psychological services or advice

Professional IT support, software development, or cybersecurity services

Intellectual property rights clearance for client-provided materials

Crisis communication, emergency response, or urgent public relations management

On-site event liability, including vendor performance, guest safety, or venue compliance

Coaching, athletic training, or player development services

Childcare or supervision at practices, events, or activities

Responsibility for facility or vendor performance beyond facilitating bookings

Background checks on client staff, coaches, volunteers, or club members

Guarantees of participant registration counts or enrollment numbers

Financial accounting or tax filing services beyond standard payment processing support

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7. Limitation of Liability

To the maximum extent permitted by law, The Back Pocket Collective shall not be liable for any indirect, incidental, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunities, arising from or related to the use of our services, even if advised of the possibility of such damages. Our total liability shall not exceed the amount paid by the client for services rendered.

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8. Subcontracting

We reserve the right to engage team members within our professional network to perform services. We remain responsible for ensuring service quality, confidentiality, and delivery standards.

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9. Dispute Resolution

Any disputes arising under these Terms shall first be submitted to mediation or binding arbitration in Texas, USA, before resorting to litigation.

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10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, USA, without regard to its conflict of law provisions.

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11. Updates to Terms

We reserve the right to update these Terms at any time. Changes will be effective upon posting on our website. Continued use of our services constitutes acceptance of updated Terms.

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12. Contact

For questions about these Terms, please contact:

terms@thebackpocketcollective.com