These terms explain what you get from SmoothDay PA, what it costs, and how we look after you and your data. We've kept them in plain English on purpose.
1. About us
SmoothDay PA is provided by SmoothDay PA Ltd (company no. 17159322), registered in England & Wales. Contact: jacqui@smoothdaypa.co.uk.
2. What the service is
We give you your own AI personal assistant — set up personally around your business — to help handle your messages, calls, diary, email and day-to-day admin. It's a managed support service, not a replacement for your own professional judgement.
3. Getting started — your first month is free
- Your first month is completely free, and there are no setup fees, ever.
- In this first month your PA settles in alongside you — looking after your emails, calendar, shared documents and day-to-day admin — while you both get to know each other.
- Once you're settled in together and your PA has its own dedicated number, the full service begins — including handling your customers directly, by message and by call.
4. Plans & pricing
Every plan is the full PA — the tiers simply reflect how much usage you need:
- Starter — £75/month · steady, everyday support
- Professional — £120/month · busy businesses with a regular flow of work
- Business — £199/month · high-volume days and growing teams
If you have a busy spell, you can top up with extra usage tokens whenever you need them — you only pay for the extra when you actually use it.
5. Minimum term & cancelling
- After your free month, there is a 3-month minimum term (this covers the personal setup work).
- After that, it's rolling month-to-month — cancel any time with one month's notice.
6. Payment
- Payment is by Direct Debit (via GoCardless), collected monthly.
- Nothing is collected during your free first month.
- If a payment fails, we'll let you know and may pause the service until it's resolved.
7. What's included — and what's not
Your monthly plan includes the full PA service. The following are specialist services, quoted separately and not part of the standard plan:
- Website design or builds
- Social media management
- Accountancy & bookkeeping
- Custom third-party system / API integrations
We'll always quote these up front, and you're free to add them at any time.
8. How your PA works — our safeguards
Every PA we operate follows our internal Safeguarding & Compliance Code. In particular:
- Nothing is sent without your approval. Your PA always shows you a draft and waits for your "yes" before sending any message, email or post.
- Honesty. If anyone sincerely asks, your PA will confirm it's an AI — we never deceive your customers.
- No regulated advice. Your PA will never give legal, medical or financial advice, and will direct people to a qualified professional.
- It escalates to a human for anything sensitive — complaints, financial or legal matters, or anyone who seems vulnerable.
- Outside office hours (Mon–Fri, 8:30am–5:30pm UK), your PA may send a warm acknowledgement and follow up properly in hours.
9. Your responsibilities
- Give us accurate information so we can set you up properly.
- Review and approve drafts your PA prepares — you stay in control of what goes out.
- You remain responsible for your own business decisions, communications and obligations.
- Use the service lawfully and not for anything misleading or harmful.
10. Your PA depends on Meta's WhatsApp Business Platform
Your PA communicates largely through WhatsApp, which is owned and controlled by Meta. Meta sets its own rules for business accounts and decides who may use its platform.
- Before a PA can message your customers from its own number, Meta must review and approve the WhatsApp Business account. This review is entirely Meta's, on Meta's own timescale, and we cannot control or guarantee its outcome.
- Meta may decline, delay, suspend or withdraw access at any time — sometimes for reasons it does not explain. We will always do our utmost to resolve any issue and keep your service running, including the interim arrangements in section 3, but some outcomes are outside our control.
- If Meta permanently refuses or removes access and there is no workable alternative, we may be unable to continue providing the WhatsApp side of your service. If that happens, we will tell you promptly, stop your future charges, and refund or credit the unused part of any period you have already paid for, calculated from the date the WhatsApp service stops. We will not refund fees for periods in which the service was working normally. Any other parts of your PA that are unaffected — such as email, calendar or document handling — continue as normal.
11. The providers and infrastructure behind your service
Your PA runs on trusted third-party infrastructure and platforms — including DigitalOcean (hosting), Meta / WhatsApp, Microsoft, Google, OpenAI and GoCardless. We remain your single point of contact, but the following applies:
- You must comply with these providers' acceptable-use rules. In particular, you must not use your PA for anything unlawful, fraudulent or misleading; for spam or unsolicited bulk messaging; to infringe anyone's intellectual property; to distribute malware or attack networks; or for anything these providers otherwise prohibit. A breach can lead a provider to suspend or remove the service, through no fault of ours.
- Bulk or marketing messaging sent through your PA must only go to people who have opted in, and must comply with applicable law and the relevant platform's rules.
- Back-to-back basis. Where any part of the service is delivered through a third-party provider, our responsibilities and liability to you are no greater than — and limited to the same extent as — what that provider offers us. We are not liable for outages, suspensions, policy changes or decisions made by these providers.
12. Your data & privacy
Protecting your data — and your customers' data — is central to how we work. We are registered with the ICO and comply with UK GDPR and the Data Protection Act 2018. In handling your data we act as your data processor.
- We only process the data needed to run your PA, and only for that purpose.
- Strict separation: your information is never shared with, or visible to, any other client. Each PA runs in its own isolated environment.
- We never sell your data or share it with third parties beyond what's needed to deliver the service.
- Retention: operational data and transcripts are kept for up to 90 days; financial records are kept for 6 years to meet HMRC requirements. When you leave, your data is flagged for review and deletion.
- You can ask us about, or request deletion of, your personal data at any time.
13. Confidentiality
Everything you share with us is treated as strictly confidential, and we expect the same of you regarding how the service works.
14. Our liability
We provide a support service and take reasonable care, but we don't provide regulated or professional advice and we're not liable for your own business decisions or for losses outside our reasonable control. Nothing in these terms limits liability that can't be limited by law.
15. Changes
We may update the service or these terms; we'll give you reasonable notice of any material change, and you're free to cancel if a change doesn't suit you.
16. Ending the agreement
You may cancel as set out in section 5. We may end the agreement if these terms are seriously or repeatedly breached. On ending, your data is handled per section 12.
17. Complaints & contact
If something's not right, tell us — jacqui@smoothdaypa.co.uk — and we'll put it right. A real person is always behind your PA.
18. Accepting these terms
Before your PA is built, you confirm that you have read and agree to these terms by ticking the acceptance box on your sign-up page. We record the date and time of that acceptance. Ticking the box — and continuing to use the service — means you accept these terms on behalf of yourself and your business.
19. Governing law
These terms are governed by the law of England and Wales.