Version 1.8 March 2021
This agreement is between Space4work Limited and you ("you" or "the customer"). This agreement, together with any operating rules, policies, price schedules, or other supplemental documents expressly incorporated herein by reference and published from time to time by Space4Work (collectively, the "Agreement" ), constitutes the entire agreement between Space4Work and you regarding the Space4Work services, and supersedes all prior agreements the parties regarding the subject matter of this Agreement.
1. Virtual Office services
Virtual Office includes but is not limited to: (i) a postal address for the receipt, temporary holding and forwarding of letters delivered by Royal Mail or any other body authorised from time to time by law to operate a mail delivery service.
2. Virtual Office Postal services
As a virtual Office customer, you will receive a postal address for the receipt, temporary holding and forwarding of letters delivered by Royal Mail or any other body authorised from time to time by law to operate a mail delivery service. Letters will be accepted, stored temporarily for a period of no longer than 30 days for you to collect (unless you have specified otherwise) before being returned to sender. Letters must be addressed to you or your company and we reserve the right to return or dispose of correspondence not clearly addressed to you.
Mail forwarding will take once per week, unless an alternative delivery schedule is agreed by both parties. Space4Work may in its absolute discretion refuse to accept delivery of any item for any reason, including, without limitation, that there is no or insufficient prepaid postage; or any payment is outstanding; or if it appears to Space4Work in its opinion that the delivery of the item is in breach of any of these Terms and Conditions; or if the customer is using the Virtual Office service for the delivery of unreasonably large items of mail or an unreasonable volume of items of mail; or if the Virtual Office service is being used for the storage or delivery of items of value.
If Space4Work refuses to accept an item from or for a customer, it will endeavour to inform the customer at the customer's last known address of that decision but Space4Work shall not be responsible for any loss, damage or other consequences to the customer or any third party.
Space4Work shall not in any event be liable for any indirect or consequential loss, including loss of profit, however it may arise, nor for any liabilities, costs, claims, demands or expenses arising from any event including, but not limited to, any loss, damage, delay or misdelivery of postal items.
The virtual postal service is subject to Space4Works "fair use policy". Under this policy, if at any time, in Space4Works sole discretion, your use exceeds the level of use reasonably expected from someone using this service for individual use, then Space4Work reserves the right to terminate or suspend your virtual office account without prior notice. In such an event, a Space4Work representative will attempt to contact you in an effort to negotiate and establish a reasonable usage charge that will permit you to continue to use the service.
3. Customer Responsibilities
You are fully responsible for the contents of your transmissions through the services. Space4Work simply acts as a passive conduit for you to send and receive information of your choosing. However, Space4Work reserves the right to take any action with respect to the services that Space4Work deems necessary or appropriate in its sole discretion if Space4Work believes you or your information may create liability for Space4Work, compromise the services for you or other customers. Your use of the services is subject to all applicable local, national and international laws and regulations (including without limitation those governing account collection, export control, consumer protection, unfair competition, anti-discrimination or false advertising).
You agree; (1) to comply with UK law regarding the transmission of technical data exported from the United Kingdom through the services; (2) not to use the services for illegal purposes; (3) not to interfere or disrupt networks connected to the services; (4) not to use the services to infringe any third party's copyright, patent, trademark, trade secret or other proprietary rights of publicity or privacy; and (5) not to transmit through the services any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material of any kind or nature. You further agree not to transmit any material that encourages conduct that could constitute a criminal offence, give rise to civil liability or otherwise violate any applicable local, national or international law or regulation. (6) You agree to provide the following information to the company: Personal identification :Passport or Driving License, a current utility bill under 3 months old and when requested company bank details to allow Space4Work to conduct both personal and company credit reference checks.
You must (a) obtain and pay for all equipment and third party services (e.g. Internet access and telephone service) required for you to access and use the Virtual Office services; (b) maintain any security of your customer identification, and other confidential information relating to your Virtual Office account and; (c) be responsible for all charges resulting from use of your Virtual Office account.
4. Termination
You may terminate your Virtual Office account at any time giving two calendar month's written notice. Any mail received after your notice period has expired will be stored for no longer than 30 days before being disposed of, any mail received after the 30 day period will be returned to sender. It is your responsibility to notify your clients of change of address. Until notice of termination is received and your notice period has expired, you will be billed your normal subscription and usage charges on a recurring basis. Any deposit will be refunded less any usage charges incurred. Monthly clients terminating within 3 months of the start date will be charged £50 towards the cost of administration and direct debit fees.
5 Customer Representations
You represent and warrant that you are at least 18 years of age, as applicable, and that you possess the legal right and ability to enter into this agreement. You agree to be financially responsible for your use of Space4Work services (as well as for use of your account by others, including minors living with you) and to comply with your responsibilities and obligations as stated in this Agreement. Space4Work will conduct background verification checks to confirm your identity to comply with our HMRC money laundering responsibilities.
6. Modifications to services
Space4Work reserves the right to modify or discontinue any of the services with or without notice to you. Space4Work shall not be liable to you or any third party should Space4Work exercise its right to modify or discontinue the services.
7. Charges and Payments
a. Space4Work will issue an invoice covering the initial virtual tenancy period. This is payable via our online portal. Subsequent monthly invoices should be paid by direct debit and annual payments via our online portal.
b. Virtual Tenancy Invoices are issued in advance and service usage in arrears at the beginning of the month for collection on or before the 23rd of the month.
c. You agree to pay all charges for your use of Virtual Office at the prices then in effect. Space4Work reserves the right to change prices or institute new charges for access to or use of Virtual Office. All changes will be posted to you at the address you supplied one month prior to the changes taking effect. Continued use of the Virtual Office services or non-termination of your Virtual Office account after the notification of changes constitutes your acceptance of the prices as modified by the posted changes.
d. Your standard service charge are payable in advance and are COMPLETELY NON-REFUNDABLE. Postage costs will be billed in arrears.
e. Standard monthly service charges are to be paid by direct debit in the currency in which billed.
f. Space4Work reserves the right to suspend or terminate your Virtual Office account without notice upon rejection of a standing order, direct debit or return of a cheque payment or if your postal credit balance runs out or if you breach any of these Terms & Conditions, Space4Work shall be entitled at anytime thereafter to terminate the Virtual Office service forthwith without prejudice. The customer following termination hereby authorises Space4Work either to destroy any items of mail addressed to you or any items on the premises which are the property of the customer.
g. Space4Work will charge an admin fee of £ 10+ Vat to make changes or amendments to detail such as directors address or company name change.
8. General Data Protection Regulation
As a company, we are required to verify our clients identity as part of the money laundering regulations. We take personal details: Passport, Driving Licence and a recent Utility bill to verify the identity of our customers. Hard copy records are kept in individual files in a locked filing cabinet, in a locked room at Denby House. All electronic copies are deleted and not stored. Data is not shared with any third party without the express permission of our customers. On terminating our services, all hard copy data is shredded.
