VA Institute – Terms of Sale

Covers all Programs, Memberships, and Retreats provided by VA Institute of Australia.

For VA Summit Terms & Conditions, please visit: www.vasummit.com.au

 

1. Our Commitment to You

At VA Institute, we are committed to helping you build a business of excellence. These Terms of Sale set out clear expectations and responsibilities, so you can move forward with confidence.

Contact us:
yourfuture@vainstitute.com | 1300 805 807

 

2. Programs – Terms & Conditions

Current Programs

- VA Startup Program – Self-Paced
- VA Startup Program – One-on-One
- VA to Agency

Note: All earlier versions of our Startup programs (e.g. Quickstart, Essentials, Advanced, Zoom Small Group, Full Day In-Person, Retreat) are collectively referred to as “Previous Startup Program Versions” and remain covered by the following terms.

Program Access & Commencement

Program access is granted immediately upon full payment or activation of a payment plan via OpenPay, Afterpay, Klarna, PayPal, or Humm. This marks the official commencement of the Program.

One-on-One & VA to Agency Program Session Scheduling

Sessions are scheduled collaboratively between VA Institute and the Participant. If a session needs to be rescheduled, notification must be made via email to yourfuture@vainstitute.com at least 48 hours in advance. Missed sessions without notice may be forfeited. In the event VA Institute must reschedule due to unforeseen circumstances (e.g. illness, system outage, or force majeure), we will advise the Participant promptly and reschedule at a mutually agreed time.

Website & Logo Inclusions (where applicable)

If your program includes branding components (such as a logo and/or website):

• These inclusions must be initiated and finalised within 18 months of your program purchase date.
• After 18 months, additional charges may apply to cover increased service fees or delivery costs. VA Institute will notify you of any such charges before proceeding.

Where a program includes website and/or logo development as part of the package, these inclusions are delivered in line with VA Institute’s clearly defined templates and standard scope of work:

• VA Institute does not offer bespoke or custom-designed websites as part of program inclusions. All website and logo deliverables are based on clearly defined templates intended to provide professional, brand-aligned outcomes for Virtual or VA businesses.
• You will be provided with clear documentation outlining what is included as standard in your branding (logo) and website package.
• Requests for work or file delivery outside these standard inclusions – including additional revisions, alternative formats, or design customisation – will incur extra fees. These fees will be quoted and must be agreed to prior to the commencement of additional work.
• VA Institute reserves the right to determine whether a request falls outside the standard scope of delivery.

Intellectual Property

All materials, resources, templates, and course content are the exclusive intellectual property of VA Institute of Australia, provided strictly for your personal use within your own Virtual or VA business.

The following are expressly prohibited:

• Creating or delivering a course, coaching program, retreat, mastermind, or social media group aimed at helping others become or grow as Virtual Assistants or Virtual Professionals;
• Reproducing any part of the program to deliver similar services under another business or brand;
• Partnering with or representing another VA or Virtual training organisation using VA Institute intellectual property or derivatives thereof;
• Offering services already provided by VA Institute using reworded or repurposed content derived from the course.

Breach of this clause may result in revoked access, legal action, and a ban from future VA Institute services.

Fees & Payment

The fees applicable to each VA Institute program, course, service, membership or digital product will be disclosed at the time of purchase or enrolment.

Where more than one payment option is offered, the total amount payable may differ depending on the payment option selected. For example, the Total Program Fee payable under a payment plan may be higher than the price payable where the Program is purchased in full upfront.

The Total Program Fee is the total price agreed by the Participant for the Program at the time of enrolment, based on the payment option selected by the Participant.

By completing their purchase or enrolment, the Participant agrees to pay the Total Program Fee applicable to their selected payment option.

Payment in Full

Where a Participant selects payment in full, the full amount is payable at the time of purchase or enrolment unless otherwise agreed by VA Institute in writing.

Access to the Program may be withheld until payment has been successfully received.

Third-Party Payment Plans

Where a Participant chooses to use an approved third-party payment provider made available by VA Institute, the payment arrangement may also be subject to the terms and conditions of that provider.

The Participant is responsible for reviewing and complying with any applicable third-party payment terms.

Payment processing, account management, failed payments, fees or other matters relating specifically to the third-party payment facility may be managed by the relevant provider in accordance with its terms.

The Participant's use of a third-party payment provider does not alter the Participant's obligations to VA Institute in relation to their enrolment, participation in the Program or compliance with these Terms.

VA Institute Direct Payment Plans

Where VA Institute offers and the Participant selects a direct payment plan, the Total Program Fee payable will be the amount disclosed and agreed to at the time of enrolment.

The Total Program Fee under a payment plan may differ from the price payable where the same Program is purchased in full upfront.

By selecting a direct payment plan, the Participant agrees to pay the Total Program Fee specified for that payment plan in accordance with the agreed instalment schedule.

A direct payment plan is a method of paying the agreed Total Program Fee by instalments. It is not a subscription, membership or pay-as-you-go arrangement.

Unless otherwise required by law or expressly agreed by VA Institute in writing, the Participant's obligation to make the agreed payments does not cease merely because the Participant:

• chooses to withdraw from the Program;

• stops participating in the Program;

• stops accessing the Program or its resources;

• does not use some or all of the Program inclusions;

• changes their mind about participating; or

• experiences a change in their personal or business circumstances.

Any rights the Participant may have under the Australian Consumer Law or other applicable legislation are not affected by this clause.

Scheduled Payments

The Participant agrees to make each instalment in full on or before its scheduled due date.

Where recurring payments are processed automatically, the Participant authorises VA Institute or its nominated payment processor to process each scheduled payment using the payment method provided by the Participant.

The Participant is responsible for ensuring that:

• their payment and contact details remain current;

• the nominated payment method remains valid; and

• sufficient funds are available for each scheduled payment.

If the Participant becomes aware that a scheduled payment cannot be made, they should contact VA Institute as soon as reasonably practicable.

Any alternative payment arrangement or variation to an existing payment plan must be agreed to by VA Institute in writing.

Failed or Overdue Payments

If a scheduled payment is declined, unsuccessful or otherwise remains unpaid after its due date, the Participant's account will be considered overdue.

VA Institute may contact the Participant and request payment of the overdue amount or require the Participant to update their payment details.

If the overdue amount is not paid within the timeframe specified by VA Institute, VA Institute may temporarily suspend the Participant's access to some or all Program inclusions until the account is brought up to date.

Suspension may include access to:

• the online learning platform;

• Program modules, recordings and resources;

• coaching, mentoring or one-on-one sessions;

• live sessions;

• online communities or groups;

• templates, downloads and other Program materials; and

• any other Program inclusions.

Suspension of access because of overdue payments does not constitute cancellation of the Participant's enrolment and does not, by itself, remove the Participant's obligation to make payments that remain payable under their agreement.

Reinstatement Following Payment

Where access has been suspended because of overdue payments, VA Institute may restore access once all overdue amounts have been received and the Participant's account is brought up to date.

Unless otherwise agreed by VA Institute in writing or required by law, a period of suspension resulting from the Participant's non-payment does not pause, extend or restart the original Program access period, delivery period, coaching period or expiry date.

Any sessions, services or other time-sensitive Program inclusions missed while the Participant's account is suspended may be forfeited where they cannot reasonably be rescheduled or provided within the original Program period.

Continued or Repeated Payment Default

Where a Participant:

• fails to bring overdue payments up to date after receiving notice from VA Institute;

• repeatedly fails to make scheduled payments;

• cancels or blocks an authorised recurring payment arrangement without making alternative arrangements with VA Institute;

• advises VA Institute that they do not intend to continue making the agreed payments; or

• otherwise abandons their agreed payment plan,

VA Institute may treat the payment plan as being in default and may terminate the instalment arrangement.

VA Institute will provide the Participant with notice of the default and a reasonable opportunity to remedy the outstanding payment unless circumstances or applicable law permit otherwise.

Where the default is not remedied within the timeframe specified in the notice, and where permitted under the Participant's agreement and applicable law, VA Institute may require payment of any amount properly owing under the agreement.

VA Institute may issue an invoice or formal demand for the outstanding amount and specify a date by which payment must be made.

Debt Recovery

Where an amount remains unpaid following the applicable notice and payment deadline, VA Institute may refer the outstanding debt to an external debt collection agency, solicitor or other appropriate recovery service and may pursue any other recovery options available to it by law.

Where permitted under the Participant's agreement and applicable law, the Participant may also be responsible for reasonable costs incurred by VA Institute in recovering the outstanding debt.

Referral of an outstanding account for recovery does not reinstate access to the Program.

VA Institute reserves the right to decline future enrolment, purchases or payment-plan arrangements where a Participant has an unresolved outstanding account or a history of payment default.

Chargebacks and Payment Disputes

Participants should contact VA Institute promptly if they believe a payment has been processed incorrectly or wish to dispute an amount charged.

Initiating a chargeback or payment dispute does not automatically cancel the Participant's enrolment, payment obligations or agreement with VA Institute.

Where a chargeback or payment dispute is initiated, VA Institute may suspend Program access while the matter is investigated.

VA Institute reserves the right to provide the relevant financial institution, payment processor or payment provider with records reasonably required to respond to a chargeback or payment dispute, including evidence of the Participant's purchase, acceptance of these Terms, Program access and payment history.

Nothing in this clause limits a Participant's lawful right to dispute an unauthorised or incorrectly processed transaction.

Australian Consumer Law

Nothing in this Fees & Payment section is intended to exclude, restrict or modify any consumer guarantee, right or remedy available under the Australian Consumer Law or any other applicable legislation that cannot lawfully be excluded, restricted or modified.

 

Withdrawals & Refunds

No refunds are available once the program has commenced. This includes access to any part of the course platform or receipt of materials.

Refunds will only be considered for the following ‘Exceptional Circumstances’:

• Program cancellation by VA Institute
• Terminal illness or injury, with supporting medical documentation

Refunds will NOT be issued for:

• Change of mind or circumstances
• Job changes, relocation, or family obligations
• Internet or equipment failure
• Financial hardship
• Partial use of the program content

Approved refunds: Processed within 15 business days, minus a $200 administration fee. Refunds will only be paid to the original purchaser.

 

3. Memberships – Terms & Conditions

A. Virtual Momentum (Solo VAs)

Subscription: Weekly, Monthly or Annual
Non-refundable

Inclusions:

• Access to online learning platform (Kajabi)
• Access to “Virtual Momentum” Facebook group
• Access to Find a VA lead platform (once certified)

Eligibility: SOLO VAs only. If you onboard a team member, you must upgrade to ELEVATE within 30 days (or 7 days from VA Institute notification).

Member Responsibilities:

• Keep your details and insurance up to date
• Abide by the VA Code of Conduct (findava.com)
• Manage your own client relationships and agreements
• Respect group rules and community standards

B. ELEVATE (Agencies & Teams)

Subscription: Weekly, Monthly or Annual
Non-refundable

Inclusions:

• Access to Kajabi content library
• Access to Virtual Momentum Facebook group
• Access to Find a VA (once certified)
• Monthly owner-only coaching sessions
• Quarterly team training (available on request)

Eligibility: Agency owners or teams. Certification is for the agency as a whole, and must be renewed in line with VA Institute’s requirements.

C. VA Success Hub (Skills Training Membership)

Subscription: Weekly
Non-refundable

Inclusions:

• Access to Kajabi content platform

Does not include: Find a VA access or community engagement features.

Responsibilities:

• Maintain up-to-date member details
• Comply with legal and ethical obligations
• Use the content for your own skill development only

 

4. Templates & Digital Resources

All template and digital product purchases (including contracts, guides, checklists, calculators, and other downloadable resources) are non-refundable.

Once payment is processed and access to the digital file(s) has been granted, no refunds, exchanges, or credits will be issued under any circumstances.

Before purchasing, please review all product descriptions carefully and contact VA Institute at yourfuture@vainstitute.com with any questions.

All templates and resources remain the intellectual property of VA Institute of Australia and are provided for your personal business use only. Redistribution, resale, or sharing of any purchased material is strictly prohibited.

 

5. VA Retreats – Terms & Conditions

Registration & Payments

Fees must be paid in full prior to the Retreat. Inclusions: Onsite accommodation, meals, and event activities. Exclusions: Flights and travel to/from venue are your responsibility.

Cancellations & Refunds

30+ days notice: Refund less $900 admin fee, unless your spot is filled by another paid attendee (in which case a full refund is granted once payment is received).
Less than 30 days notice: No refund will be issued.

Pandemic or Public Health Emergency Disruptions

If a pandemic, outbreak, or public health emergency prevents the Retreat from proceeding:

• VA Institute will reschedule the event.
• Your registration will be transferred to the new date.
• If you cannot attend the new date, you may request a full refund by contacting yourfuture@vainstitute.com within 14 days of the rescheduling notice.

Loss, Injury & Insurance

Participants are responsible for arranging their own insurance to cover:

• Travel
• Personal belongings
• Medical expenses
• Any other liability

VA Institute will not be held liable for claims, losses, or injuries under any circumstance.

Privacy & Media

By registering, you grant permission for photography to be used in promotional materials. To opt out, please notify us in writing via yourfuture@vainstitute.com

 

6. General Terms

These terms may be updated periodically. The most recent version will always be available at:
https://va-institute.mykajabi.com/pages/terms

Terms and Conditions for VA Summit events are hosted separately at:
www.vasummit.com.au

If any part of this agreement is found invalid, all other provisions shall remain in full force.