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Virtual Assistant Client Intake Form

Virtual Assistant Client Intake Form Template for New Zealand

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Key Requirements PROMPT example:

Virtual Assistant Client Intake Form

"I need a Virtual Assistant Client Intake Form for my small consulting business based in Auckland, focusing on basic administrative tasks and client communication, with clear privacy protection clauses and straightforward payment terms."

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Document background
The Virtual Assistant Client Intake Form is a crucial document used when establishing a new virtual assistant service relationship in New Zealand. It serves as the initial point of engagement between virtual assistant service providers and their clients, collecting essential information required for service delivery while ensuring compliance with New Zealand's Privacy Act 2020 and other relevant legislation. The form captures client details, service requirements, communication preferences, and necessary authorizations, while also addressing data protection and confidentiality concerns. This document is particularly important in today's digital business environment, where remote working and virtual services have become increasingly prevalent, and proper documentation of service arrangements is essential for both legal and operational purposes.
Suggested Sections

1. Client Information: Collection of basic client details including business/individual name, contact information, and billing details

2. Service Requirements: Detailed information about the client's virtual assistance needs, preferred communication methods, and working hours

3. Access and Security: Information about systems, tools, and accounts that the VA will need access to, including security protocols

4. Privacy and Confidentiality: Details about how client information will be handled, stored, and protected in compliance with the Privacy Act 2020

5. Communication Preferences: Client's preferred methods and frequency of communication, response time expectations

6. Emergency Contact: Alternative contact information for urgent matters or when primary contact is unavailable

Optional Sections

1. Team Access Requirements: Used when the client needs to provide access for multiple team members to work with the VA

2. International Services: Required when client needs services across different time zones or international markets

3. Project-Specific Requirements: For clients needing specialized services or industry-specific handling

4. Social Media Management: When social media handling is part of the VA services

5. Marketing Consent: Optional section for clients to opt-in to marketing communications and newsletters

Suggested Schedules

1. Schedule A: Service Package Details: Detailed breakdown of the specific VA services package selected by the client

2. Schedule B: Rate Card: Current pricing and rates for various VA services

3. Schedule C: Access Credentials Form: Secure form for recording necessary login credentials and access information

4. Appendix 1: Data Processing Agreement: Detailed terms for handling personal and sensitive data in compliance with NZ privacy laws

5. Appendix 2: Service Level Agreement: Specific performance metrics, response times, and service standards

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Professional Services

Technology

E-commerce

Healthcare

Real Estate

Financial Services

Education

Retail

Consulting

Non-profit

Creative Industries

Legal Services

Relevant Teams

Operations

Administration

Human Resources

Legal

Compliance

Customer Service

Business Development

Executive Support

Project Management Office

Information Technology

Relevant Roles

Virtual Assistant

Executive Assistant

Office Manager

Business Owner

Operations Manager

Project Manager

Administrative Coordinator

Small Business Owner

Freelance Professional

Executive Director

Practice Manager

Department Head

Startup Founder

Business Development Manager

Industries
Privacy Act 2020: Governs how personal information is collected, used, stored, and disclosed. Essential for ensuring proper handling of client data collected through the intake form.
Contract and Commercial Law Act 2017: Provides the legal framework for electronic transactions and electronic signatures, ensuring the virtual intake form has legal validity.
Fair Trading Act 1986: Ensures fair trading practices and prohibits misleading or deceptive conduct in trade. Relevant for service descriptions and terms in the intake form.
Consumer Guarantees Act 1993: Sets out guarantees for the supply of services to consumers, important for defining service expectations and quality standards.
Unsolicited Electronic Messages Act 2007: Regulates commercial electronic messages and spam. Relevant if the intake form includes marketing consent provisions.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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