Terms of Service

The following terms apply throughout this Agreement:

Ad Hoc Services

Extra tasks or services not originally listed as part of the agreed Services.

HVA (Healthcare Virtual Assistant)

Someone hired by 3F Solutions — usually from the Philippines or a similar location — as an independent contractor based on a signed Order Form, unless it clearly says otherwise.

Staff Absenteeism

When the HVA doesn't show up or isn't available to work.

Agreement

Includes the signed Order Form and this Service Agreement, along with any attachments.

Expertise

The HVA's specific knowledge, experience, or abilities that make them suitable for the job.

Fees

What the client must pay, as listed in the signed Order Form, along with any approved expenses.

Preferred Schedule

The set of work hours the client would like the HVA to follow, unless changed by mutual agreement.

Termination

Giving 30 days' written notice by email to your 3F Solutions Client Success Manager.

In this Agreement: "Person" includes individuals, companies, and other entities. Clause headings are for convenience only. If a deadline falls on a non-business day, it moves to the next business day. "Including" means "including without limitation." References to laws include updates and amendments. This Agreement was negotiated by both parties and will not be interpreted against either side.

The HVA is engaged by 3F Solutions on your behalf for their specific skills and expertise. All work is performed as an independent contractor under the terms of this Agreement (including Section 11 — Relationship). You agree to pay the Fees as compensation for these services.

Billing cycle: After the initial advance payment, invoices are issued every two (2) weeks and are payable per the terms in your Order Form. Your access to the HVA's services depends on timely payment of all invoices, including any approved third-party costs.

Third-party costs: You are responsible for paying any required third-party costs (e.g., software, communication tools, subscriptions) directly to the relevant provider.

Pro rata credits: If only part of the services are delivered, we will issue a pro rata credit for the undelivered portion.

Minimum hours per HVA:

• 40 hours per week for full-time HVAs
• 35 hours per week or less for part-time HVAs
• Customizable hours for flexible engagements, subject to mutual agreement and 3F Solutions' approval

Reduced hour arrangements may be considered only with prior written approval from 3F Solutions.

As a client, you agree to:

• Respond promptly to all reasonable requests from 3F Solutions to support delivery of services
• Confirm important communications in writing
• Notify us promptly of any issues, concerns, or disputes related to this Agreement
• Ensure that all work performed by the HVA is legal in any jurisdiction where your business operates
• Pay all Fees in full and on time

Late payments: If payment exceeds fourteen (14) days past the due date — unless the delay is caused by 3F Solutions — you agree to pay a 5% late payment fee based on the HVA's monthly fee in order to resume services.

Service suspension: If payment remains unsettled after two (2) weeks of follow-up reminders, the HVA's services will be temporarily suspended until full payment is received.

To terminate this Agreement: Provide 3F Solutions with 30 days' written notice via email to your Client Success Manager, provided you do not intend to hire or contract the HVA directly or through another provider.

Non-solicitation: Upon termination, you agree that 3F Solutions may continue to engage the HVA elsewhere, and you will not solicit or rehire the HVA — directly or indirectly.

Changing your HVA: You may request a different HVA at any time within the first 90 days, or with 14 days' notice after the 90-day period. Any prepaid amounts will carry over to the new HVA once selected.

Non-refundable advance: Advance or upfront payments are non-refundable once the Order Form is signed and payment is received, unless 3F Solutions is unable to deliver the agreed services.

Surviving obligations: Upon termination, Sections 6 (Confidentiality) and 7 (As Is / Liability) continue to apply. Termination does not affect any outstanding payments or obligations accrued prior to the termination date.

Confidentiality: Both parties may access confidential or proprietary information — including financial data, marketing strategies, trade secrets, technical processes, or business know-how — that is not publicly available. Each party agrees to treat such information as confidential and not disclose it to any third party without prior written consent.

These confidentiality obligations do not apply to information that:

• Was lawfully in the receiving party's possession prior to disclosure
• Is or becomes publicly available through no fault of the receiving party
• Must be disclosed under applicable law or regulation

Confidentiality obligations survive the termination of this Agreement.

Ownership of Work Product: All work products, materials, documents, reports, data, or deliverables created by the HVA while performing services for you ("Work Product") are your sole and exclusive property, upon full payment of Fees. 3F Solutions assigns any rights it may have in the Work Product to you, to the extent permitted by law.

Data Protection & Compliance: Both parties agree to comply with applicable data protection and privacy laws, including HIPAA, GDPR, and any other relevant local data privacy laws. If services involve handling of Protected Health Information (PHI) or personal data, both parties will implement appropriate technical and organizational safeguards to ensure the confidentiality, integrity, and lawful processing of such data.

HVAs perform services based on your instructions. You are responsible for reviewing and managing all deliverables. 3F Solutions does not control how work is performed and does not guarantee the quality or outcomes of the HVA's work. We do not provide any express or implied warranties, including warranties of non-infringement, merchantability, or fitness for a particular purpose.

Indemnification: You agree to hold harmless and indemnify 3F Solutions, its directors, employees, and affiliates from any and all claims, losses, or legal actions arising from services provided by the HVA. All services and deliverables are provided strictly "as is." This indemnity includes all liabilities, damages, losses, costs, and expenses (including reasonable legal fees). These protections remain in effect after termination of this Agreement.

Limitation of Liability: 3F Solutions and its personnel are not liable for any direct, indirect, incidental, consequential, special, or exemplary damages — including loss of profits, business reputation, goodwill, personal injury, or any other intangible losses, regardless of how they arise.

This Agreement is governed by and interpreted in accordance with the laws of the Republic of the Philippines. Both parties irrevocably submit to the non-exclusive jurisdiction of the courts of the Philippines, including any courts of appeal.

Severability (Section 9): If any provision of this Agreement is found invalid, void, or unenforceable, it will be modified to the extent necessary to make it enforceable. If it cannot be modified, the affected words or provision will be removed and the remainder of the Agreement will continue in full effect.

Assignment (Section 10): Either party may assign its rights under this Agreement to a corporate affiliate, successor, or assign, provided written notice is given to the other party via email.

Relationship (Section 11): The relationship between 3F Solutions and the client is that of independent contractors. Nothing in this Agreement creates an employment, agency, partnership, or joint venture relationship. Neither party has authority to bind the other.

Waiver (Section 12): Any waiver of a provision or right must be made in writing and sent by email from an authorized representative. A waiver applies only to the specific instance and purpose for which it is given. Failure or delay in exercising a right does not constitute a waiver of that right.

Computers & Equipment (Section 13): You authorize 3F Solutions' HVAs to use their personal computers, mobile devices, and home internet connections to perform their work, unless otherwise arranged.

Public Holidays (Section 14): HVAs are paid only for the hours they work. They may be unavailable during certain holidays (e.g., Christmas) and are not compensated if they do not work, unless agreed otherwise in advance.

You may request that HVAs work on public holidays in your country. If they agree to work, the standard hourly rate applies. You may also choose to provide a holiday bonus at your discretion, coordinated through your 3F Solutions Client Success Manager.

For questions about this Agreement, or to submit a valid termination notice (30 days written notice required):