SCHEDULE 1 – CORE DETAILS

VA Scope of WorkRefer to Appendix 1
Recruitment Fee$1,500 + GST (payable upfront)
Monthly Support Fee$500 + GST /month (12-month commitment)
VA Payment MethodDirect to VA via Wise by Client
Minimum Term12 months
Checks by MintrixAge verification, reference checks, aptitude test, personality profiling, interviews
Client ResponsibilitiesTraining, supervision, cyber security, legal compliance, ongoing feedback
Replacement ProcessAnother recruitment fee at $1,500 + GST will be charged for subsequent recruitment rounds.
.The recruitment fee is waived within the first 3 months.

BACKGROUND

Mintrix is engaged in the business of recruiting, screening, and supporting Virtual Assistants (“VAs”) located in the Philippines for Australian businesses. Mintrix provides recruitment, onboarding, and limited training services, while the Client directly engages and manages the VA.

The Client wishes to engage Mintrix to provide such services, and both parties agree to the terms and conditions outlined in this Agreement.

SERVICES PROVIDED BY MINTRIX
  • Scope of Services: Mintrix will:
  • Conduct recruitment and screening of Virtual Assistants;
  • Conduct interviews, aptitude and personality testing;
  • Assist with onboarding and training VAs in general business etiquette;
  • Facilitate the integration of VAs into the Client's business;
  • Provide periodic check-ins and client support;
  • Deliver monthly support as outlined in Schedule 1.
  • Exclusions: Mintrix does not:
  • Recruitment Process
  • Screening & Shortlisting
  • Aptitude Testing
  • Personality Testing
  • Video Interviews
  • Selection Support
  • Subcontractor Advice
TERM AND TERMINATION

Term: This Agreement is for a minimum commitment period of 12 months commencing on the Start Date specified in Schedule 1.

Early Termination: If the Client terminates before the end of the minimum period, the Client must pay all remaining support fees due for the remainder of the term.

Termination for Cause: Either party may terminate this Agreement with immediate effect by written notice if the other party materially breaches its obligations and fails to remedy within 14 days.

Post-Termination Obligations: Clauses regarding confidentiality, limitation of liability, indemnity, fees and payment and non-solicitation survive termination.

  • Exit Obligations: Upon termination, the Client must:
  • Cease representing or implying any affiliation with Mintrix;
  • Remove access granted to VAs from all business systems;
  • Return or destroy any confidential material shared by Mintrix.
CLIENT RESPONSIBILITIES

Engagement of VA: The Client will directly engage the VA as an independent contractor. The Client is responsible for complying with all applicable laws, including taxation and employment obligations.

  • Training and Supervision: The Client is responsible for:
  • Providing role-specific training;
  • Setting expectations and KPIs;
  • Supervising daily activities;
  • Managing confidentiality and cybersecurity protocols.
  • Cyber Security: The Client is responsible for:
  • Providing secured access and tools;
  • Ensuring data protection and risk management;
  • Holding their own cyber insurance policy.

Recommended Scope of Delegation: Mintrix specifically advises and the Client acknowledges that only low-risk, low-importance administrative tasks should be delegated to the Virtual Assistant. Under no circumstances should the Client share or disclose bank account details, credit card information, login credentials, highly confidential or sensitive business data, or any other information or access that could result in financial, reputational, legal, or operational loss to the Client or their business.

Notification: The Client must notify Mintrix in writing, within 24 hours of any complaints, claims, incidents, performance concerns, or breaches involving the VA.

  • Legal Due Diligence: The Client is solely responsible for obtaining legal advice and conducting their own due diligence regarding:
  • Contractor arrangements;
  • Privacy compliance;
  • Tax and superannuation obligations;
  • Potential Risks and implementation of satisfactory Protections;
  • Compliance with law.
  • Insurance: The Client is strongly advised to maintain appropriate business insurance including:
  • Cyber insurance;
  • Professional indemnity;
  • Public liability.

Systems & Access Control: The Client must maintain access logs, restrict unnecessary permissions, and remove VA access upon termination.

FEES AND PAYMENT

Recruitment Fee: A one-time recruitment fee as per Schedule 1 is payable in advance before Mintrix commences recruitment.

Monthly Support Fee: A fixed monthly fee is payable via direct debit for the term of the agreement. Mintrix will issue recurring invoices or set up a credit card subscription portal.

VA Remuneration: The Client must pay the VA directly using Wise or another agreed method. Mintrix is not liable for any VA payment obligations.

  • Late Payment: Where monthly fees are not received by the due date, Mintrix reserves the right to:
  • Suspend services and VA support;
  • Charge interest at 5% per month on overdue amounts;
  • Recover collection costs on a full indemnity basis.
INTELLECTUAL PROPERTY

Mintrix is not responsible for managing or securing Intellectual Property rights. The Client must ensure confidentiality and data protection processes are in place.

The Client must ensure that Intellectual Property created by the VA is captured, stored securely, and retrievable in the event of staff turnover.

CONFIDENTIALITY & PRIVACY

Each party must maintain the confidentiality of all confidential information.

Mintrix does not provide legal advice regarding Privacy Act compliance. The Client must establish and enforce relevant privacy protocols.

Mintrix only collects personal data required for ID verification and invoicing.

The Client acknowledges and accepts all risks associated with storing and transmitting confidential data to overseas-based staff.

LIMITATION OF LIABILITY & INDEMNITY
  • To the maximum extent permitted by law, Mintrix disclaims all liability for any loss, damage, downtime, business interruption, reputational harm, or claims arising from:
  • The VA ceasing to provide services;
  • VA performance or misconduct;
  • Delays in replacement or recruitment;
  • Client’s breach of law, negligence, or lack of supervision.

The Client waives all rights to make a claim against Mintrix for the above, except where proven to be caused by gross negligence or fraud by Mintrix.

If any claim is made against Mintrix, liability will be capped at the equivalent of twelve month’s support fee.

  • The Client agrees to indemnify Mintrix (including legal costs on a full indemnity basis) from any claim, demand, loss or damage arising from:
  • Their use or misuse of VA services;
  • Failure to comply with data protection laws;
  • Breaches of confidentiality or privacy obligations;
  • Any breach of the Non-Solicitation Clause;
  • Any employment or tax claims by the VA.
NON-SOLICITATION

The Client warrants that it shall not solicit, hire, or contract directly with any Virtual Assistant or Team Member of Mintrix during the term of this Agreement without written consent.

DISPUTE RESOLUTION

The parties agree to attempt to resolve any disputes in good faith via discussion and/or mediation before pursuing legal proceedings.

If resolution cannot be reached within 30 days, either party may refer the dispute to a mediator or court in Victoria, Australia.

GENERAL PROVISIONS

Governing Law: This Agreement is governed by the laws of Victoria, Australia.

Force Majeure: Mintrix is not liable for failure or delay due to events beyond its control.

Amendments: Any changes to this Agreement must be made in writing and signed by both parties.

Entire Agreement: This document represents the entire understanding between the parties.

Severability: If any part of this Agreement is deemed unenforceable, the remainder shall remain in full force.

No Partnership or Agency: Nothing in this Agreement creates a joint venture, partnership, agency, or fiduciary relationship.

APPENDIX 1: VA SCOPE OF WORK

The VA will perform the duties and tasks agreed between the Client and the VA, which may include but are not limited to:

Administrative Support
  • Email management including sorting, categorising, and responding to standard enquiries as directed by the Client.
  • Calendar management including scheduling and confirming appointments.
  • Data entry into Client-provided systems.
  • Document preparation, formatting, and proofreading.
  • File management and organisation of digital documents.
Customer Service (as directed by the Client)
  • Responding to customer enquiries via email, chat, or other agreed channels using Client-provided templates or instructions.
  • Processing orders, bookings, or service requests as instructed.
  • Escalating issues to the Client where necessary.
Marketing Support
  • Scheduling and posting social media content provided by the Client or created under Client instruction.
  • Basic content creation such as image editing, caption drafting, or newsletter formatting.
  • Updating website content (where access is provided and instructions are given).
Research & Reporting
  • Conducting online research and compiling findings in reports or spreadsheets.
  • Generating simple reports from Client-provided data sources.
Other Agreed Tasks
  • Any other reasonable administrative, marketing, or support duties agreed in writing between the Client and the VA.