Terms and Conditions
1. Definitions
1.1 “General Terms and Conditions” means these terms and conditions which are openly available on our business website https://office-serv.co.uk.
1.2 “Specific Terms and Conditions”, “Extra Terms and Conditions” means the specific terms and conditions tailored to cover any product or service that you may purchase from OfficeServ and which take priority over general terms and conditions to the extent of any conflict between them.
1.3 “OfficeServ”, “we”, “us”, “our” and “ourselves” refers to Office Serv Limited, registered in England, UK.
2. General
2.1 When providing the client with any services, all services are provided based on the assumption all uses by the client are lawful and legal in all jurisdictions affected. We reserve the right to terminate provision of any service with immediate effect if this term is breached.
2.2 The client agrees to provide when requested up to date identification documents and recent proof of address at all times, if such provided service requires such documents to be presented. Failure to provide these will result in service being suspended ending in termination; refunds are not permitted on this basis.
2.3 Clients are expected to run their business and personal affairs in good standing an in an honourable manner while using our services. OfficeServ reserves the right to terminate this agreement or any services provided if we believe this condition is not being met. This includes but is not limited to accruing bad debt, having complaints about how your business or affairs are conducted, your business is causing offence to the public, using our services to hide from authorities, using our service for the purpose of defrauding others.
2.4 OfficeServ reserves the right to terminate this agreement or any services provided to any client at its own discretion.
2.5 Unless otherwise agreed or stated all services are strictly provided on a business to business basis, as such the Consumer Rights Act 2015 does not apply.
3. Forwarding & Processing
3.1 OfficeServ will always endeavour to process and forward all items received on behalf of any clients the same working day. No guarantee is implied or given to this time frame in which mail may be processed.
3.2 Mail forwarding may be delayed due to the following reasons but not limited to; Client identification has not been submitted to OfficeServ or has expired, payment for any service/s has failed, we hold no valid payment method on-file for future payments. In such circumstances, clients will be notified by email only. It is the client’s sole responsibility to ensure we hold a valid up to date contact email address.
3.3 “Official Mail” or “Statutory Mail” in relation to our Registered Address Services is considered to be from one of the following senders and must be identifiable without opening the item in question. Senders included are limited to; Companies House & HM Revenue & Customs.
3.4 Postage costs incurred on the forwarding of unofficial mail will be passed on to the client at their expense. Such cost is calculated at the time of posting and subject to VAT. OfficeServ will never knowingly charge more than Royal Mails retail price, plus the addition of VAT at the current rate for the same service.
3.5 When the client has an active mail forwarding service other than our Registered Address Service, OfficeServ when required will take a postage deposit to cover outgoing postage costs on the account. This deposit will be taken without notice, from the on-file payment method. The minimum amount is £10.00, this amount may increase to reflect the clients average postal costs on a monthly basis.
3.5 Freight deliveries must be pre-arranged, so as not to cause delay, obstruction or rejection of any such freight delivery. Any palletised delivery or a delivery with a shipping weight of over 25KG is to be considered freight.
3.6 When for forwarding of an item is not possible via one of Royal Mail’s standard services, due to its weight or size being in excess of 2KG or “Royal Mail Small Parcel” dimensions. OfficeServ will use its currently partnered courier service provider.
3.7 OfficeServ provides a One Off Item option when a client requires a item of mail or a package that does not meet the Official Mail only condition of the Registered Address Service. This service is provided completely at the discretion of OfficeServ. The fee current fee for such service can be found on our website.
4. Liabilities
4.1 OfficeServ does not under any circumstances assume responsibility for any loss or damage to any received items for any clients. It is always solely the client’s responsibility to ensure any such items in our possessions are insured against any act if they require such insurances. We also do not under any circumstances assume responsibility for any financial, intellectual or physical loss or damage due to the delay in receipt or loss of items received.
4.2 OfficeServ is not liable for any rejected deliveries and costs arising, either directly or indirectly from delivery rejection.
4.3 It is solely the clients reasonability to insure when OfficeServ forwards any item that the appropriate goods in transit cover is in place. By default the client should assume that any service used by OfficeServ to forward any item provides £0.00 GBP remuneration in the event of damage, loss or theft.
5. Payment Methods
5.1 It is a requirement that we hold a current active method of payment for all clients at all times. This can either be in the form of a debit/credit card or direct debit mandate. Ensuring foremostly that the provided billing/proof of address stays current while delivering clients their virtual services.
5.2 Services paid up in full or not, may be suspended if the associated client’s current payment method becomes invalid. This includes but is not limited to; CVV check failures (Address Check Fail) or expired card/mandate.
5.3 Your acceptance of these Terms and Conditions means you are granting us continuous payment authority of the card used to purchase the original service (or an alternative one, if supplied), for renewable services or extra charges – fees due will be processed on the card originally used to purchase the service (or an alternative, if supplied) on the date of renewal or at the time of occurrence.
6. Refunds
6.1 Non-Business Services, as a consumer, you have the right to cancel a contract for the provision of goods or services at any time before 14 calendar days have passed from the day after the contract was made. Any such cancellations must be provided to us in writing. OfficeServ will refund any monies paid less a £5.00incVAT administration fee, this fee is to cover payment processing costs and the time spent setting up and closing any account opened. A refund will not be given for cancellation requests after 14 calendar days from the date of purchase.
6.2 Business to Business Services, any purchase made from OfficeServ and provisioned to and or invoiced to a business or company, is sold on the basis of being a business to business contract. As such no cooling off period is offered or warranted.
6.3 Any postage deposit held to cover outgoing postage costs on a client’s account will be refunded when the account is closed. The refunded amount less any amounts owing for outstanding invoices, will be refunded to the same payment method to which the deposit was taken from.
6.4 Specific Terms and Conditions for refunds in relation to our Registered Address Service; Any refund amount for our Registered Address Service can only be provided after the initial purchase if our address has not been entered at companies house. If our address has already been used for the entity’s Registered Office or a company officers service address the full service has been rendered and no refund is possible.
7. Force Majeure
7.1 In connection with the supply of any goods or services we provide you, we shall not be liable for any delay or failure to perform any of our obligations if the delay or failure results from events or circumstances outside our reasonable control. Such conditions include, but not limited to – acts of God, strikes, lockouts, accidents, war, acts of terrorism, fire, adverse weather, illness, or failure of any communications, telecommunications or computer system.
7.2 If a Force Majeure event to which this clause applies does occur, we agree to notify you as soon as practicably possible. If the Force Majeure event continues for more than 14 days, either party shall have the right to cancel the agreement. Where services have been paid for in advance but have not been rendered, you will be entitled to a full refund from the date of cancellation for all such services.
8. Your Privacy and Data Protection
8.1 We respect your confidentiality and take the protection of your personal data very seriously. Therefore we shall never divulge your data to any third party without your prior consent. You may alter or update any personal information provided to us as at any time. Please review our Privacy Policy in full, which explains how we treat your personal information and protect your privacy at our website https://office-serv.co.uk.
9. Invoicing, Fees & Other Charges
9.1 Full payment of any invoice total is required within the payment term detailed on any invoice issued by us. We understand and will exercise our statutory right to late payment fees and interest under the Late Payment Of Commercial Debts (Interest) Act 1998 if we are not paid according to our payment terms.
9.2 OfficeServ reserves the right to charge fees for any late payment/s or failure to make any payment at all for any due invoice/s, in relation to services provided by us. Late payment fees are charged automatically. Furthermore, payment of such fees shall be attempted via the client’s current payment method, without notice.
9.3 Holding charges may be applied to any client’s account that has large or multiple parcels/packages being held and not forwarded within the allowed service holding period, at our address. For the current pricing on these charges please see our website.
9.4 Dis-honourable visits, we reserve the right to make charges in relation to dis-honourable visits at our premises. This includes but is not limited to the following; Visits from authorities arising from adverse business or personal activities, high court enforcement officers, bailiffs, debt collectors, protesters. Each visit will be charged at the current fee amount found on our website, OfficeServ will always provide proof any such visit has occurred in relation to your service/s.
9.6 Pre-arranged freight deliveries and unauthorised freight deliveries, deliveries that have not been arranged will be billed at the current rate on our website when accepted.
10. Cancellation of Services
10.1 Any request to cancel any service OfficeServ provides must be made in writing via email to client.services@office-serv.co.uk
10.2 Specific Terms and Conditions for yearly Registered Address Services; any purchased Registered Address Service will automatically renew until further notice is given to cancel such service (please see 10.1). Client’s can cancel this service at any time after which our address has been removed and replaced with another address at Companies House, or the company status is showing as “Dissolved”.
10.3 Specific Terms and Conditions for yearly Virtual Office Services; when paying yearly for any Virtual Office Service, the service will renew automatically on the renewal date unless we have been notified beforehand (please see 10.1), the clients statutory right to cancel this agreement will not be effected and a refund can be issued if the service is no longer required, in-line with our refund policy.
10.4 All monthly rolling services will automatically renew until such time as we have been notified to cancel. Once a client has notified us (please see 10.1) the service will cease on the next renewal date and no additional payment will be taken.
11. Miscellaneous
11.1 If any provision of these General Terms and Conditions is held to be unlawful, invalid or unenforceable, that provision shall be deemed severed, and the validity and enforceability of the remaining provisions shall not be affected.
11.2 In the event of there being any conflict between these general terms and Conditions and the specific terms and Conditions that apply specifically to the purchase of certain goods or services, the specific terms and conditions shall prevail.
11.3 No person who is not a direct party to any agreement covered by our general terms and conditions shall have any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Agreement.
11.4 As a consumer, you have the right to cancel a contract for the provision of goods or services at any time before 14 calendar days have passed from the day after the contract was made. Any such cancellations must be provided to us in writing. If we have already started fulfilling our side of the contract before you exercise your right to cancel, the right to cancel is lost.
11.5 OfficeServ reserves the right to make application to change a client’s registered address to their provided personal address in the following circumstances; Client is not contactable for a period of 6 months or more, Client has failed to provide documents for ID compliance, payment has remained outstanding for more than two months, Client is in breach of any terms and conditions as laid out at time of sign up.
11.6 Address verification codes, codes sent by but not limited to organisations such as Google, Bing, Yell, Amazon, eBay, Yelp or any other type of business address verification code are only forwarded when committing to one of our Virtual Office Packages for a period of 12 months or more and payment is paid upfront, in-full.
12. Notices
12.1 This clause applies where these General Terms and Conditions or the Specific Terms and Conditions provide expressly or by implication for the service of notices.
12.2 Any notice required to be given under our Agreement with you or in connection with the matters contemplated by it shall, except where otherwise specifically provided, be written in the English language.
12.3 Any such notice shall be addressed to the usual business address of the other party and may be:
Personally delivered
Sent by first class pre-paid post, if the address is situated in the United Kingdom
Sent by pre-paid airmail, or by air courier, if from or to any place outside the United Kingdom
Sent by facsimile
Sent by electronic mail
In all cases, notices shall be deemed to be given when sent.
13. Governing Law and Jurisdiction
13.1 Your use of our website and the purchase of any products or services from it are governed in accordance with the laws of the United Kingdom. English courts shall have exclusive jurisdiction over any dispute or differences whatsoever arising out of or in connection with your use of any services.
14. Waiver
14.1 No waiver by us (whether express or implied) in enforcing any of our rights shall prejudice our right to enforce such rights in the future.
14.2 All terms and conditions are subject to change at any time, we the service operator will always notify all clients of any changes to terms and conditions by way of an email to the provided account email address.