Virtual Office Service Terms and Conditions

We do not offer the option for you to collect your mail from our premises except in individual cases of emergencies, Royal Mail strikes, and other reasons we deem appropriate in exceptional circumstances. These instances must always be agreed and arranged in advance with us.

Mail will be forward on to you in one package by 1^st class Royal Mail every Friday unless you request differently. If you require recorded/special delivery you should inform us when needed.

We may register you with MPS (Mail Preference Service) to reduce the amount of unsolicited mail. You should ensure that items posted through the postal service must not be a prohibited mail item. In such cases we will not handle these items of mail and they will be returned to sender.

Failure to ensure the correct address in full as shown at the bottom of this form may cause your mail to be delivered to other premises and/or cause delays in reaching our premises.

Any claims for items missing in the post must be taken up by you with Royal Mail direct. Should we use Special or Recorded Delivery on your behalf, we will provide you with the original receipt details to make any claims to Royal Mail direct. You will accept full and final responsibility for receipts and claims.

The service must not be used as a customer returns address or for returning promotional or other similar items. Also, you should not arrange for any heavy, valuable, or large parcels to be delivered to our address. We do not accept any responsibility for accepting, signing-for, insuring, handling and storing of items containing items of any value, financial or otherwise. Such items will not be accepted.

We cannot accept personal visitors to our premises associated to the service we provide. You should ensure you take action to avoid people coming to our premises looking for you or your company associated with complaints, bailiffs, debts, law enforcement and other matters that associate our address or our service in a negative way. Should we receive such a visitor you permit us to disclose your contact details as supplied on this form, without your prior or written consent, should anyone need to urgently contact you, including: Law Enforcement, Bailiffs, Debt Collectors, Customers with Complaints, and any other matters deemed serious, urgent or important. We will not disclose your details to any person for any other reasons. We will inform you when we have received a visitor and that we have supplied your contact details which may include your email, phone or address details.

A second incident of this type of visitor will result in immediate full and final cancellation of the services upon our email notification to you. On either occasion, no refund will be given for any remaining part of your services. You will be liable for unauthorised usage fees should the address be continued to use thereafter. Where appropriate, we may restrict the service to disallow the use of our virtual office address as a registered office address, trading address, or other uses, as we deem necessary regarding any issue that may arise, where we do not impose a full and final cancellation.

Our scan and email service includes for up to 50 documents to be scanned and emailed per month. This does not include junk mail, magazines, leaflets, brochures, etc. We will open, scan to PDF and email your business mail to you on the day it arrives. We will save your mail content and send it as one large package either each Friday of the week or the last Friday of the month. We can shred your mail content if you confirm in writing by email.

We are unable to hold your mail for longer than 28 days except where agreed in exceptional circumstances, and if no credit is provided to cover mail forwarding costs then your mail will be returned to sender via Royal Mail after this period. The mail holding and forwarding service is only available during the billing period of the business address service.

All services are on a pre-pay basis only. You should ensure you pay renewal invoices by their due date to ensure a seamless continuation of service. Please note that the renewal of the service is your responsibility. A break in service of more than 28 days will require a new and full application.

Refunds are not given for payments made in advance for any of our services however any remaining unused postage credit balance will be refunded to you by cheque upon cancellation when made in writing by email within 28 days of your or our written email cancellation notice.

If you do not renew the service by making payment by the due date stated then the service will cease. Any mail we receive will be returned to Royal Mail as ‘undelivered – not at this address’ and you must remove our address from anywhere you have placed it in association with your business, including Companies House and HMRC to avoid our ‘unauthorised usage’ fee.

Should we find that you use the address without our authorisation we will charge you an 'unauthorised usage' fee of £45 for each month, or part month, where we can see evidence of it in use such as on your website, Companies House, etc. We will inform your website hosting company that you are using our address without our consent and request an immediate cease and desist until the address is removed.

Your application must be accurate and true and not fraudulent in any way. The service itself must not be abused in any way. We may also report you to the relevant authority of any suspicious, unlawful or illegal activity through the use of this service including but not limited to: SOCA, Trading Standards, ASA, HMRC, Companies House, the Police, etc.

As a client you agree you have read and understand the terms and conditions of this service. You accept that we will, from time to time, vary these terms and conditions and that you will check our website terms and conditions page: http://www.firstclassvirtualoffice.co.uk/terms-and-conditions from time to time to stay updated.

It is your responsibility to ensure you check your emails and respond to us if and where requested. Email will remain the primary method of communication between First Class Virtual Office and you, the client.

When using this service you agree and understand that failure by you to abide by these terms may result in cancellation of this service and no refund will be due to you for services paid for in advance.

The address will be:

Your Company Name (the one supplied on this form)

Armstrong House

First Avenue

Robin Hood Airport

Doncaster

South Yorkshire

DN9 3GA

Please add UK if using the address outside of the UK.