Terms of Service – Sam’s Virtual Studio
Effective Date: September 12, 2026
These Terms of Service (“Terms”) govern your access to and use of the Sam’s Virtual Studio website and the services provided by Sam’s Virtual Studio (“Sam’s Virtual Studio,” “we,” “our,” or “us”).
By accessing our website or engaging our services, you acknowledge that you have read, understood, and agree to these Terms.
If you enter into a separate written service agreement, proposal, statement of work, or contract with Sam’s Virtual Studio, the terms of that agreement will govern your specific client relationship. Where there is a conflict between these Terms and a signed client agreement, the signed client agreement will take precedence.
1. Our Services
Sam’s Virtual Studio provides virtual administrative, operational, and practice support services to businesses and professionals, including healthcare and wellness practices.
Services may include:
Virtual administrative support
Email and calendar management
Client communication and administrative coordination
Practice management and workflow support
Systems setup and organization
Workflow optimization
Documentation and administrative processes
Other virtual support services agreed upon with the client
The specific services, scope of work, hours, rates, deliverables, timelines, and responsibilities for each client will be outlined in a separate proposal, service agreement, or other written arrangement.
We reserve the right to modify, expand, or discontinue services offered through our website from time to time.
2. Professional and Clinical Services
Sam’s Virtual Studio provides administrative and operational support and does not provide medical, psychological, therapeutic, legal, accounting, or other professional clinical services.
We do not diagnose, treat, or provide clinical advice to patients or clients of healthcare professionals.
Where our services involve administrative support for a healthcare or wellness practice, the healthcare professional or practice remains responsible for clinical decisions, professional obligations, patient care, and compliance with applicable professional and regulatory requirements.
3. Client Responsibilities
Clients agree to:
Provide accurate, complete, and timely information necessary for us to perform the agreed-upon services.
Provide appropriate access to systems, accounts, documents, and information required to complete authorized work.
Ensure that they have the legal authority and appropriate permissions to provide information or access to Sam’s Virtual Studio.
Respond to requests and communications within a reasonable timeframe.
Review and approve work when requested.
Notify us promptly of any changes that may affect the scope, timeline, or performance of services.
Respect agreed-upon working hours and communication boundaries.
Maintain their own backups and records where appropriate.
Remain responsible for decisions, approvals, and information that are ultimately under their control.
Delays caused by missing information, unavailable systems, delayed approvals, or other circumstances outside our reasonable control may affect project timelines.
4. Client Accounts and System Access
Where our services require access to third-party software, platforms, email accounts, practice management systems, or other technology, clients are responsible for providing appropriate authorization and access.
Clients remain responsible for maintaining their own account ownership, subscriptions, licenses, and permissions unless otherwise agreed in writing.
Sam’s Virtual Studio will only access client systems for authorized business purposes and within the scope of the services agreed upon.
5. Confidentiality and Sensitive Information
We recognize that our clients may entrust us with confidential business information and, in some circumstances, personal or health-related information.
We will take reasonable steps to maintain the confidentiality and security of information entrusted to us and will use such information only as reasonably necessary to provide the agreed-upon services.
Additional privacy and security obligations may apply to client relationships involving personal health information or Protected Health Information. Please refer to our PHIPA & HIPAA Privacy Notice for additional information.
Where required, separate confidentiality agreements, privacy agreements, data-processing agreements, or Business Associate Agreements may be entered into between Sam’s Virtual Studio and the client.
6. Fees and Payment
Services may be billed on an hourly, project-based, or monthly retainer basis, as agreed in writing with the client.
Rates, billing schedules, payment terms, and any applicable taxes or fees will be outlined in the applicable proposal, invoice, or service agreement.
Unless otherwise stated in writing, invoices are due according to the payment terms specified on the invoice or service agreement.
Late or overdue payments may result in:
Additional fees or interest where permitted by law and specified in the applicable agreement
Suspension of services
Delayed project completion
Termination of services
Clients remain responsible for payment for work completed prior to cancellation or termination.
7. Cancellations and Termination
Cancellation and termination requirements will generally be outlined in the applicable client agreement.
Unless otherwise agreed in writing:
Fees for services already completed are non-refundable.
Work that has already been scheduled, completed, or committed may remain payable following cancellation.
Retainer hours or project fees may be subject to the cancellation terms outlined in the applicable agreement.
Either party may terminate services in accordance with the notice requirements established in the applicable client agreement.
Sam’s Virtual Studio reserves the right to suspend or terminate services where there is non-payment, misuse of our services, unauthorized access to systems, abusive or inappropriate conduct, or another material breach of the applicable agreement.
8. Refunds
Because our services involve time, expertise, and work performed specifically for individual clients, fees for completed services are generally non-refundable.
Any refund or credit will be considered according to the applicable service agreement and the circumstances involved.
9. Intellectual Property
Unless otherwise agreed in writing, Sam’s Virtual Studio retains ownership of its pre-existing intellectual property, including:
Templates
Systems
Processes
Frameworks
Workflows
Checklists
Training materials
Internal resources
Business methodologies
Branding and website content
Upon full payment, clients are generally granted a non-exclusive right to use client-specific deliverables created specifically for their business for their own internal business purposes, unless otherwise stated in writing.
Clients may not reproduce, resell, distribute, sublicense, or commercially exploit Sam’s Virtual Studio's proprietary templates, systems, resources, or materials without our prior written permission.
Client-owned materials, information, branding, and content remain the property of the client.
10. Website Content
The content provided on the Sam’s Virtual Studio website is intended for general informational purposes.
Although we make reasonable efforts to ensure that information on our website is accurate and current, we do not guarantee that all content will always be complete, accurate, or up to date.
Website content should not be considered professional medical, psychological, legal, financial, or other professional advice.
11. Third-Party Services and Links
Our website and services may reference or integrate with third-party software, platforms, websites, or services.
We do not control third-party services and are not responsible for their availability, functionality, content, privacy practices, security, or terms of service.
Clients are responsible for reviewing and complying with the applicable terms and policies of third-party platforms they use.
12. Limitation of Liability
To the fullest extent permitted by applicable law, Sam’s Virtual Studio will not be liable for indirect, incidental, special, consequential, or punitive damages arising from or related to the use of our website or services.
We are not responsible for losses resulting from circumstances outside our reasonable control, including third-party platform outages, internet or technology failures, unauthorized access caused by circumstances outside our reasonable control, or delays caused by client actions or omissions.
Nothing in these Terms is intended to exclude or limit liability that cannot legally be excluded or limited under applicable law.
13. No Guarantee of Results
While we strive to provide professional, reliable, and high-quality services, we do not guarantee specific business, financial, marketing, operational, client-acquisition, or other results.
Outcomes may depend on factors outside of our control, including client decisions, implementation, market conditions, technology, and third-party services.
14. Force Majeure
We will not be responsible for delays or failure to perform our obligations where such delay or failure results from circumstances beyond our reasonable control.
This may include natural disasters, widespread technology or internet outages, government actions, labour disruptions, illness, emergencies, cyber incidents, or failures of third-party service providers.
Where reasonably possible, we will communicate with affected clients and take reasonable steps to resume services as soon as practical.
15. Privacy
Your use of our website and our handling of personal information are also governed by our Privacy Policy.
Where applicable, the handling of personal health information or Protected Health Information may also be governed by our PHIPA & HIPAA Privacy Notice and any additional agreements entered into with a client.
16. Changes to These Terms
We may update these Terms from time to time to reflect changes to our services, business practices, website, or applicable requirements.
Updated Terms will be posted on this page with a revised Effective Date.
Your continued use of our website after updated Terms are posted constitutes acceptance of the updated Terms, to the extent permitted by applicable law.
17. Governing Law
These Terms are governed by the laws applicable in the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law principles.
Where a separate written client agreement contains different governing-law or dispute-resolution provisions, those provisions will apply to that client relationship.
18. Contact Us
If you have questions about these Terms or our services, please contact us:
Sam’s Virtual Studio
Email: hello@samsvirtualstudio.ca
Website: www.samsvirtualstudio.ca