Clarke Virtual Solutions Ltd

If you’re spending too much time on inboxes, calendars, research, or file management, we can take it off your plate. We work with entrepreneurs, coaches, and professionals who want to stay organized, free up time, and keep their business moving — without burning out on admin.

✔ Reply within 12 hours
✔ Time-zone flexible
✔ Serving clients globally

Admin tasks piling up and stealing your time? You’re not the only one. If you’re a coach, small business owner, or entrepreneur juggling too many hats, those everyday jobs can quickly eat into your energy and focus.

That’s where I step in. I’m Aqil Clarke — the founder of Clarke Virtual Solutions. We’re the team that actually likes tackling the behind-the-scenes work most people avoid. We’ll clear your inbox, organize your files, dig into research, and keep your admin moving so you can focus on the big stuff — growing your business and looking after your clients.

Why I Do This
I started Clarke Virtual Solutions Ltd because I kept seeing business owners weighed down by messy systems, overflowing inboxes, and endless admin. We know how much smoother things run when that’s taken care of, and we make sure it stays that way.

How We Work
- Reliable – If we say we’ll do it, it gets done.
- Flexible – We fit into your tools, time zone, and way of working.
- Confidential – Your information stays private. Always.

Who We Help
Coaches, consultants, creatives, service providers — anyone who’s ready to stop wasting hours on tasks that don’t need their personal touch.

The Process
1. Connect – Get in touch to see how we can simplify your admin and inbox management.
2. Plan – Together we’ll build an efficient workflow tailored to your business.
3. Deliver – We handle the admin so you can stay focused on clients and growth.

1. Inbox & Calendar Management
> Keep your inbox clear, your schedule organized, and your communication running smoothly.

Typical inclusions: inbox organization, scheduling, follow-ups, and priority sorting.
Support frequency tailored to your workflow.

Outcome:
You stay on top of messages and appointments without the constant digital clutter.

2. Admin & Client Coordination
> Day-to-day admin handled with care and precision.

Typical inclusions: data entry, file updates, client communication, and routine admin.
Support adjusted to your plan and needs.

Outcome:
Your operations run smoothly in the background so you can focus on real work.

3. Digital Organization & File Management
> Bring order to messy drives and cloud folders.

Typical inclusions: folder setup, naming systems, and cloud clean-ups.
Available as a one-off or recurring refresh.

Outcome:
A clean, easy-to-navigate workspace that saves time every day.

Starter Support
- From $300 / £225 per month
Light, reliable assistance to keep your week organized.

Designed for business owners who just need inbox and calendar relief without full-scale admin support.

Typical inclusions:
* Inbox & Calendar Management
* Basic admin coordination
* Weekly updates or summaries
Enquire now →


Pro Support
- From $700 / £520 per month
Consistent operational help that keeps your systems running smoothly.

Built for busy solopreneurs and coaches who need consistent structure behind the scenes. You’ll get ongoing inbox and calendar support, admin coordination, and light digital organization.

Typical inclusions:
* Inbox, Calendar, & Admin Management
* File & system upkeep
* Workflow templates or documentation (as needed)
Enquire now →


Power Partner
- From $1250 / £930 per month
A strategic admin partner fully integrated into your operations.

Perfect for established businesses ready to delegate operations completely. You’ll get all core services, plus deeper systemization and process documentation.

Typical inclusions:
* Inbox, Calendar, & Admin Management
* Digital Organization & SOP Creation
* Workflow improvements, client coordination, and process audits
Enquire now →

Need a single system built or fixed? We handle quick, done-for-you setups that make your operations smoother.

Examples:
* Intake or onboarding form setup
* Folder or data-routing systems
* Simple Make.com / Zapier automations

From $300 / £225

Request a Quote →

Why Work With Us?

✔ Reply within 12 hours
✔ Time-zone flexible
✔ Serving clients globally

Ready to get your time back?
Let’s take the admin off your plate.

Get in touch →

How it works:
Use the form below to tell me a bit about your business, what kind of support you’re looking for, and if a particular service caught your eye, please mention it.

I’ll get back to you within 12 - 24 hours with next steps — usually a quick message or short chat to see if we’re a good fit.

1. Payment Terms

One-Off Projects (Done-for-you or Bundle)
• 50% upfront (non-refundable) to secure the project slot.
• 50% final payment before final deliverables are released.
• Work begins only after the first 50% payment is received. A signed contract alone does not activate services.
• Previews or watermarked versions may be provided before final invoice payment.
• Late fee: £10 GBP / $12 USD if payment is 7+ days late.
• Projects unpaid after 14 days may be paused or canceled. No rights to work transfer until full payment is made.
• If the client is unresponsive for 14+ days, the project may be marked abandoned. Initial 50% payment remains non-refundable; partial invoice may be issued for work completed.

Retainer Agreements
• Retainers billed monthly in advance via Stripe.
• Work begins only after first invoice is paid.
• Ongoing invoices are due upon receipt.
• Late fee: £10 GBP / $12 USD if payment is 7+ days overdue.
• 14+ days overdue may result in pause or cancellation of services
• Retainers are prepaid each month; unused hours do not carry over or refund.

General Notes
• Payments accepted via Stripe in GBP / USD.
• Additional/out-of-scope/add-on tasks quoted separately.


2. Revisions
• Each task includes one complimentary revision.
• Additional revisions quoted based on time/complexity.
• Revision requests must be made within 7 days of delivery.


3. Cancellations
• Either party may cancel with 7 days’ written notice.
• Work completed up to cancellation is invoiced and must be paid.
• One-off tasks: 50% deposit non-refundable once work starts
• Retainers: payments non-refundable once billing period starts; may be pro-rated mid-cycle.


4. Communication & Availability
• Business hours: 9:00 AM – 5:00 PM (AEST), Mon–Fri.
• Response: within 12 hours, max 24 hours on business days.
• Email is primary communication method.
• WhatsApp may be used for light check-ins but not monitored outside hours.


5. Delivery & Deadlines
• Timelines agreed in writing before start.
• Delays will be communicated promptly.
• Files delivered via email, Google Drive, or agreed platform.


6. Confidentiality
• All info, documents, communications kept strictly confidential.
• No materials shared without explicit written consent.


7. Liability
• Services carried out with reasonable skill and care.
• Not liable for indirect, incidental, or consequential damages.


8. Passwords & Access
• Secure tools (e.g., LastPass) used for account access.
• Do not send passwords via email or messaging apps.
• Client may revoke access at any time.


9. Refunds

One-Off Projects
• 50% deposit non-refundable once work starts.
• Cancel before work begins = full refund of deposit.
• If result incomplete/unsatisfactory, partial refund (25–50% of remaining balance) may be considered.
• No refunds once final delivery is accepted.

Retainers
• Non-refundable once billing cycle starts.
• Cancel with 7+ days’ notice before next cycle = credit/partial refund.
• Mid-cycle cancellations may be pro-rated for unused hours; no refunds for completed work.

General
• Refund requests within 7 days of delivery/invoice.
• No refunds after this period.


✅ Agreement
By engaging Clarke Virtual Solutions Ltd, you confirm you have read, understood, and agreed to these Terms of Service. These override prior agreements unless modified in writing.

Last Updated: 25/07/25

1. Introduction
Clarke Virtual Solutions Ltd respects your privacy and is committed to protecting your personal information. This policy outlines how we collect, use, and safeguard your data.

2. Information We Collect
We may collect:
• Personal details you provide (e.g. name, email, contact information)
• Business information relevant to the services provided
• Payment details processed securely via Stripe
• Communication records (e.g. emails, messages) related to service delivery

3. How We Use Your Information
Your data may be used to:
• Provide and manage virtual assistant services
• Communicate with you about projects, invoices, and updates
• Process payments and deliver services efficiently
• Comply with legal and regulatory requirements

4. Data Security
We take reasonable steps to protect your data:
• Client data is stored securely and only accessible by authorized personnel
• Access credentials (if shared) are handled through secure tools such as LastPass
• No passwords are stored in plain text or transmitted through unsecured channels

5. Sharing Your Information
We do not sell or rent your personal data.
Data may be shared only with:
• Payment processors (e.g. Stripe)
• Legal or regulatory authorities, if required by law

6. Your Rights
You have the right to:
• Access your personal data
• Request corrections or updates
• Request deletion of your personal data
To exercise these rights, contact: [email protected]

7. Cookies & Tracking
We currently do not collect cookies or browser tracking data.

8. Password & Account Access
If account access is required for service delivery:
• Credentials should be shared securely via LastPass’s secure sharing feature
• Passwords will never be stored in plain text or shared via email or chat apps
• Clients retain full control over account permissions and may revoke access at any time
• All access is used strictly for agreed-upon service tasks

9. Changes to This Policy
This policy may be updated periodically.
The latest version will always be available upon request or posted on our website.

Last Updated: 25/07/25