This agreement is between Ash House Business Centre Services and you (“the customer”). This agreement alongside any operating rules, policies, price schedules, or other supplemental documents expressly incorporated herein by reference and published from time to time by Ash House Business Centre Services constitutes the entire agreement between Ash House Business Centre Services and you regarding the Virtual Office Mail services.

I. All mail delivered to you at the Virtual Office address ( “Your Company Name, Ash House Business Centre, 8 Second Cross Road, Twickenham, TW2 5RF”) will be forwarded by first class Royal Mail to the address (United Kingdom only) specified by you during the sign-up process as soon as reasonably possible after receipt at the Virtual Office address.

II. no warranties are given for the availability of Ash House Business Centre staff being available to sign for, or forward mail delivered to the Virtual Office address outside normal office working hours (14:00 – 15:00), Monday to Friday, excluding bank holidays.

III. where applicable (Virtual Office Collect) mail delivered to you at the Address will be made available for collection, by prior written agreement or telephone call and is subject to modest volumes being received, and should not exceed 30 items of mail delivered to you at the Address in any calendar month.

IV. the Virtual Office Forward service is subject to the Ash House Business Centre Services fair use policy. Under this policy, if at any time, Ash House Business Centre deem you exceed the level of use reasonably expected from someone using this service for an individual or company, then Ash House Business Centre reserves the right to terminate or suspend your Virtual Office account without prior notice. In such an event a Ash House Business Centre representative will contact you in an effort to establish a reasonable usage charge that will permit you to continue to use the Virtual Office service.

V. in the event that mail delivered to you at the Virtual Office address is not addressed in such a way that Ash House Business Centre Services is able to verify from the outside packaging that it is addressed for you, we reserve the right to open such mail to determine for whom it is intended.

VI. Ash House Business Centre 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, any loss, damage, delay or mis-delivery of postal items.

VII. all risks in mail delivered to you at the Address shall pass to you without any intervening time upon delivery to the Address and it is your sole responsibility to arrange for appropriate insurance cover from such period.

VIII. Ash House Business Centre reserve the right in our absolute discretion to withhold from forwarding and/or to pass to any relevant authority, including HM Revenue and Customs, any mail delivered to you at the Address, without notice to you.

IX. you will not arrange for or do we permit the delivery of any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material to the Address and, in the event that we have reason to believe that any mail delivered to you at the Address is or may be, in anyway, unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material, we reserve the right to dispose of such mail item as we see fitting.

X. in the event that, for whatever reason (including, without limitation, as a result of any marketing or promotional campaign) you anticipate a material increase in the volume of mail delivered to you at the Address, you will notify us in writing as soon as you become aware of the circumstances likely to give rise to such change in volume.

XI. unless otherwise agreed in writing, the Virtual Office services may not be used for direct marketing services which is likely to result in more than 40 items of mail being delivered to you at the Address in any calendar month.

XII. Virtual Office collection period. Please note, we have limited storage space available at our offices, and to bear this in mind if you collect your post. Postage that is not collected within 30 working days (including the day of receipt) will be securely destroyed.

XIII. If you request Scanning services, we will open the post, scan the contents and email it to you within up to 2 working days. When notified of the post you can choose to have the original letter forwarded or collected in person. Where post is required to be forwarded, we will forward the letter via Royal Mail 1st Class to the address provided. If you select the Collect option, we’ll securely store the letter for a maximum of 30 days for collection. Photo ID with your name is required when collecting mail from our office. Any post remaining uncollected after this time will be securely destroyed.

XIV. Our staff have the right to work in an environment free from violent, threatening or abusive behaviour and everything will be done to protect that right. At no time will any violent, threatening or abusive behaviour be tolerated. Ash House Business Centre will work with the Police to prevent it.

XV. We reserve the right to refuse access to our service to certain individuals. Examples include those who behave violently, threateningly or abusively; customers who do not agree to pay for our services.

XVI. the 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).

XVII. Our “Monthly” plans are paid in monthly instalments. For each month that your monthly subscription is active, you acknowledge and agree that Ash House Business Centre is authorised to charge the same credit or debit card on file. The monthly renewal subscription fees will continue to be billed to the Payment Method you provided, automatically until cancelled. You must cancel your subscription before it renews each month in order to avoid billing of the next month’s subscription fee to the Payment Method you provided. Refunds cannot be claimed for any partial-month subscription period.

XVIII. Our “Annual” plans are paid for by an upfront one-off payment with automatic annual renewals. You acknowledge and agree that Ash House Business Centre is authorised to charge the Payment Method used for the initial annual subscription fee at the rate secured at the time of purchase. This includes discounted rates secured with a promotional offer. You must cancel your subscription before it renews in order to avoid billing of the renewal subscription fee to the Payment Method you provided. Refunds cannot be claimed for any partial subscription period.

XIX. The Virtual Office International plans provide optional pay as you go postage via a postage credit system. All prepaid postage credits charged by Ash House Business Centre are non-refundable.

XX. We do not allow cars to be registered at our address and DVLA mail will be returned to sender.

XXI. Ash House Business Centre at it’s discretion, may allow additional trading names to be added to an account. The name must be a trading name of the existing company we supply the Virtual Office service too and not a separate entity. If the volume of mail is what we consider to be above our fair use policy we reserve the right to request you upgrade to a separate Virtual Office plan for the additional trading name or stop using the address for that particular trading name.

XXII. We have a legal obligation to verify identification documents for anyone using our mail forwarding services. When submitting your application we must under the LONDON LOCAL AUTHORITIES ACT 2OO7 & Anti-Money Laundering Supervision: Trust or Company Service Providersrequest a copy of two original forms of identification for ALL COMPANY DIRECTORS and BENEFICIAL OWNERS (person of significant control).
You must provide one of each of the following from the Photo identification and Proof of address document list.

Photo identification – Proof of identity

• Passport
• Driving License (with photocard)
• National Identity Card
• HM Forces Identity Card
• A current student card
• Employment identification card
• Disabled drivers blue pass

Proof of address (provided both name and address is shown)

• Gas or Electricity bill
• Telephone bill
• Water bill
• Mortgage Statement
• Council Tax bill
• Bank / Building Society statement (includes credit card/ store card bill) TV license
• Valid insurance certificate
• Pay slip
• P45/P60 statement
• Financial statement (e.g. pension, endowment)
• Current benefit book
• Letter from Benefits Agency
• HM Revenue and Customs Notice of Coding
• Student hall of residence agreement or other proof of accommodation

Your account will not be active until your identification has been received and approved. You may not use your Virtual Office service until such time as you receive confirmation that your account has been activated. .Ash House Business Centre Services reserves the right to withhold the processing of postage if it deems that any terms and conditions have been breached including the failure to provide the required documents in the allotted time.

Beneficial Ownership

A beneficial owner in respect of a company means the natural person(s) who directly or indirectly ultimately owns or controls the corporate entity, with control defined consistently with the interpretative provisions applying to the new public register of persons with significant control of UK companies introduced in the Small Business, Enterprise and Employment Act 2015 (the “PSC Register”).
Meaning of person with significant control: A person with significant control over a company is defined as an individual that (either alone or as one of a number of joint holders of the share or right in question) meets one of the following conditions:

• The individual holds, directly or indirectly, more than 25% of the shares in the company. The 25% threshold is calculated with reference to the nominal value of the shares in the case of a company with share capital. If the company does not have a share capital, the condition is met by an individual holding a right to share in more than 25% of the entity’s capital or profits.
• The individual holds, directly or indirectly, more than 25% of the voting rights in the company. Voting rights held by the company itself are disregarded for this purpose.
• The individual holds the right, directly or indirectly, to appoint or remove a majority of the board of directors of the company. The individual has the right to exercise, or actually exercises, significant influence or control over the company. The Secretary of State for Business Innovation and Skills is required to issue guidance on the meaning of ‘significant influence or control’ and regard must be had to that guidance (once available) in interpreting this condition.
• The trustees of a trust or the members of a firm that is not a legal person exercise control over the company through one or more of 1. to 4. above in their capacity as such or would do if they were individuals, and the individual has the right to exercise, or actually exercises, significant control or influence over the activities of that trust or firm.

Indemnity

Due to the type of virtual office service we provide, any compensation claim shall be limited to one month’s service). We do not accept any liability for lost, stolen, damaged, late or otherwise misdirected or mishandled items of mail. We cannot accept any compensation claim that is the result of consequential loss to your business.
By accepting these terms, you fully agree to indemnify us from any such claim. You also agree to fully indemnify us from any claim, for whatever reason, from a third party, including partner services, and that any such claim will be handled solely and completely between yourself and the third party.

Smoking Policy

Ash House Business Centre Services operates a strict no smoking policy and complies with the current Government legislation.
By proceeding with the services you acknowledge being bound by the above terms and conditions.