TERMS AND CONDITIONS
1.In these conditions ‘you’ and ‘your’ means the person signing up for the virtual tenancy package indicated on the page 1 of this form. ‘We’, ‘our’ and ‘us’ refer to The Women’s Organisation, 54 St James Street.
VIRTUAL OFFICE APPLICATION PROCESS
2.Virtual tenancy service start date will be confirmed by us when all stages of set up processes are completed successfully. The service start date is not regarded as the date the agreement is signed or received.
3.We require proof of your photo ID and residency address for you and any other person specified in the application.
4.The first payment must be made before the service commencement date to activate your virtual tenancy account. Virtual tenancy service cannot commence, i.e. you cannot use our address for your business until you receive confirmation from us in writing clearly stating your company name and service start date.
5.Once your initial payment has been received, we will send you monthly invoices moving forward. If you require an invoice before you make initial payment you can request it, however it might delay registration process.
6.A proof of standing order set up must be provided prior to service commencement. Failure to do so might cause delays in service provision and even rejection of your application. No applications will be approved without receipt of such proof of the Standing Order being set up.
7.If your standing order ceases within 3 months of your virtual tenancy package start date it will incur a ‘strike’ action on your account which will result in us terminating your agreement with us without an option to reinstate with the same or different business name.
8.One company name is allowed per service. We will only accept post for the company name specified on 1st page of this form. If you have any additional trading names or company name variations, this may subject to an additional monthly fee per name.
9.The address may not be used as the address of the Company directors or LLP members as notified to Companies House.
10. If you use our address without prior agreement for another business, this will be classed as a ‘strike’ on your existing virtual tenancy account(s) and may result in us ‘freezing’ your services or terminating your account(s).
11.This service is not available for overseas companies/customers or addresses.
12.The Silver, Gold and Gold Plus virtual tenancy packages do not include any mail scanning or forwarding service. Option to upgrade Gold or Gold Plus package to include weekly post scans or forwarding at a fixed price available.
POST COLLECTION
13.When collecting your post, you will be asked to provide a photographic ID. The name on the photographic ID must match the names provided in this agreement to allow us to give out the post.
14.If someone else is collecting post for your company, you need to notify us in writing of the name of the person collecting post on your behalf in advance. They will have to provide a photographic ID as well.
15.This agreement is based on a reasonable amount of post (no large deliveries, e.g., furniture, etc.). The maximum dimension of parcel we can accept is 50 cm x 50 cm and up to 5 kg in weight. We hold the right to decline any large parcels that are too big to be stored in our office.
16.We retain the right to refuse or return to sender any post that does not match the business name(s) submitted on page 1 of the agreement. This includes but is not limited to using ‘The Women’s Organisation’ within the address.
17.We are unable to open and read letters to anyone requesting over the phone.
POST SCANNING AND POST FORWARDING
18.A signed ‘Post Scanning Authorisation’ form giving us permission to open and scan your post is required for this service; we will email scanned mail to the email address stated on the form only.
19.The Maximum scan limit is 100 pages A4 a month. Once exceeded, a surcharge will apply.
20.Post Scanning applies to Small or Large letters only which are collated over the week and scanned via email on a weekly basis.
21.We will not be liable for any issues that may result from these scanned letters being intercepted by malicious online activity.
22.We are unable to open any parcels, and scan any documentation included within the parcels.
23.We will not scan any clearly recognized adverts or magazines or similar correspondence which will be based on our judgement.
24.The scanned letters must be collected within 3 months of first notification, after that it will be confidentially recycled.
25.We will not set up post forwarding unless we are satisfied as to your identity and authority to make an application.
26.Post Forwarding applies to Small or Large letters only that will be collated and forwarded via Royal Mail 2nd class only; in one large envelope on a weekly basis.
27.The maximum dimension of large envelope we can forward per week is 35 cm x 25 cm and up to 750g in weight.
28.If special or signed for delivery is required, this must be requested in writing and will incur additional charges;
29.In the event of Royal Mail postal costs rising, it may result in our Sterling package price changing of which we will notify you via the email. You will be given 1 month notice to let us know if you no longer wish to continue with the package. If we do not hear back from you within 1 month, we will take this as a response that you wish to carry on with the service.
30.We will forward mail to the address stated on this application form or an address associated with your account if you have officially notified us of change of address in advance.
31.We are required to investigate any concerns raised about your account to protect the individuals and residents involved. Whilst investigations take place, mail which you have applied to be forwarded may be held for collection only until enquiries are complete. We may ask you to provide original documents to prove you live at the address. If you cannot do this, we may cancel, or refuse to restart, your post forwarding service.
32.We will not be responsible for: any loss of profit, loss of business, business interruption or business opportunity; or any other loss or damage that results from any use of post forwarding.
FAILURE TO PAY
33.In the event there is an outstanding balance on the account at any point during your tenancy, we will ‘freeze’ your virtual tenancy service until the balance is cleared. During the ‘freeze’ period, we will still collect and hold the post for you but will not notify of any incoming post and will not give out any post until the outstanding balance is cleared.
a. If you have Silver Plus account, we will cease all mail scanning as well;
b. If you have Sterling account, we will cease all post forwarding as well;
c. If you have a Gold/Gold Plus account, your phone lines will be temporarily deactivated as well.
34.We reserve the right to change your package to a lower cost package should you fail to keep up with payments.
35.If we ‘freeze’ your account on more than 3 occasions, we hold the right to terminate your account without an option for you to reinstate this or any other future business accounts.
36.If you have multiple business accounts registered with us, and one of them is ‘frozen’ or has been terminated by us, we hold the right to ‘freeze’ or terminate the other accounts as well.
37.It is your responsibility to check the email address you have provided on your application form for our updates and notifications. In the event you fail to respond to us, we will attempt to contact you via phone. Therefore, it is your responsibility to inform us of changes to your contact or business information including but not limited to email address, phone number, change of company name, change of home address, change of director or authorised persons.
CANCELLATIONS & TERMINATIONS
38.Notice of one month is required in writing from each party to terminate this agreement.
39.Your cancellation request must be from the same email account that was used to make your application or associated with your account that you have officially notified us of in advance.
40.We hold the right to cancel your virtual tenancy service with immediate effect if:
a.you fail to make regular payments or cease the standing order payments.
b.your business (or any other accounts registered with us) negatively impacts our business due to harassment, misuse of the service or fraudulent activities etc.
41.When the virtual office service terminates or expires you agree to inform Companies House of the change of address within seven days of such termination or expiry. If not, we will notify Companies House of an alternative address at our sole discretion.
DECLARATION
I confirm that the details contained within this application are correct and that I am authorised on behalf of the business to sign this document. I agree to the terms and conditions of hire as outlined in this agreement.
