Virtual Office Terms of Service


Terms of Service

MinorOak Coworking’s virtual office services (the “Services”) are services operated by MinorOak Coworking. (“MinorOak Coworking” or “Company”) of 4 Gedling Street, Sneinton Market Unit 6, Nottingham NG1 1DS. This Agreement, which governs the terms and conditions of your use of the MinorOak Coworking Virtual Office, is between you (“You,” “User,” or “Client”), as an authorized user of the services, and the company. Client agrees that the services will be used only as provided in such terms and conditions for legitimate business purposes.

1. ACKNOWLEDGMENT AND ACCEPTANCE OF TERMS OF USE

The services are offered to you conditioned on your acceptance without modification of the terms and conditions contained in this agreement. Your use of the services constitutes your agreement to the terms and conditions stated in this agreement. Each person that uses the services, or that enters into a contract, in writing or online on behalf of its employer or other third party, represents that such person is authorized to accept these terms on its employer’s or the third party’s behalf. Unless explicitly stated otherwise, the Terms of Service will govern the use of any new features that augment or enhance the current services, including the release of new company resources and services. In the case of any violation of these terms, the company reserves the right to seek all remedies available by law and in equity for such violations. Your continued use of this service constitutes your ongoing agreement to these terms as modified from time to time.

2. TERM; AUTOMATIC EXTENSION; TERMINATION

MinorOak Coworking Virtual Office Services can be purchased on an Initial Term of one (1) month, In each case the agreement commences on the date stated on client’s contract or, if contracted online, the date the client processes client’s order online or the date MinorOak Coworking process the client’s order online with their authorisation. Unless properly terminated, this agreement will be automatically renewed and extended for successive periods equal to the initial term (each a “renewal term”) until terminated, as provided herein, by either client or MinorOak Coworking. The client may terminate Services upon expiration of the initial term or any renewal term by giving written notice of termination one month prior to the end of the existing term. No prorated refunds shall apply and client is still liable for any and all overage and post charges, if applicable, during final term of agreement. In addition, the client is responsible for any monthly payments during the initial term or renewal term.  Client’s notice to terminate the agreement must be in writing, and must be sent by either

(a) email addressed [email protected]

(b) by certified mail, return receipt requested, sent to MinorOak Coworking, 4 Gedling Street, Sneinton Market, Unit 6, Nottingham  NG1 1DS.

MinorOak Coworking’s written notice to terminate the Agreement shall be sent by either

(a) email to Client’s email address on record with MinorOak Coworking, or

(b) by first class mail to Client’s last known address on record with MinorOak Coworking.

3. ON TERMINATION OF AGREEMENT

Upon termination of the Agreement for whatever reason, it is the client’s responsibility to notify all parties of client’s change of address and/or communications services. Subsequent mail sent to the virtual office location will be returned to sender if applicable and any additional services will terminate at that point. The standard fee during any extension period shall be equal to the then current standard fee for the client’s services.

On termination, the client agrees to remove all reference to the Virtual Office Address, Registered Address (where utilised) or Telephone Number from all marketing materials included but not limited to: Website, Business cards, Letterheads, Promotional materials and Companies House or other relevant company registers. The company also agrees to cease distributing these marketing materials upon termination of the agreement.

4. MODIFICATIONS TO THE SERVICE

The Company reserves the right to modify or discontinue all or part of the service, temporarily or permanently and is not obligated to support or update the service.

The amended terms shall be effective immediately after they are posted on MinorOak Coworking’s website, http://www.minoroak.com/virtual-office-terms-of-service/. User’s continued use of the service after the posting of the amended Terms on the Site constitutes user’s affirmative:

(a) acknowledgment of the Terms and its modifications; and

(b) agreement to abide and be bound by the Terms, as amended.

User acknowledges/agrees that the Company shall not be liable to user or any third party in event that the company exercises its right to modify/discontinue all/part of the service.

5. MODIFICATION OF USER RATES

The Company reserves the right, in its sole discretion, to change user pricing upon thirty (30) days’ notice

6. CHARGES & DEPOSITS

By electing to purchase subscription-based services, you warrant that all information you submit is true and valid, and you agree to pay all subscription and additional usage fees you incur, plus all applicable taxes.

(a) Payment of Your account balance and other applicable charges is due monthly and will be taken by direct debit or paid through a standing order.  You agree to pay all amounts due, including late payment fees and any external agency collection costs. Each time you use the service, or allow or cause the service to be used, you agree and reaffirm that the company is authorized to charge you. You agree that the company may (at its option) accumulate charges incurred during your monthly billing cycle and submit them as one or more aggregate charges during or at the end of each cycle.

(b) In the event of non-payment, MinorOak Coworking may at its sole discretion employ the services of an external 3rd party collection agency who will pursue arrears payment on our behalf. MinorOak Coworking reserves the right at any time to withhold any services provided under this agreement (with or without notice) or to terminate the agreement if fees are not paid by the end of the day they are due or the funds due from any deposits have not been cleared. Actual collection fees incurred by MinorOak Coworking will be applied to the initial arrears amount including any remaining contract balance. You agree to pay MinorOak Coworking 1.5% interest per month on all amounts owing and not paid when due. Such rights are in addition to and not in lieu of any other legal rights or remedies available to the company.

(c.) Your set-up fees (if applicable) and recurring service fees are payable in advance and are non-refundable.

7. SERVICES/MAIL

MinorOak Coworking is bound by the Anti-Money Laundering Act, which requires us to obtain information such as proof of address and proof of ID for all individuals on whose behalf we receive, hold or on forward postal items.  In order that we comply with this legislation we are required to obtain information about yourselves and your business. This information will be kept on file for at least a year after the end of the agreement and will be made available to the police or any authorised office on request.

It is a criminal offence for a person to fail to comply with the provisions of section 75 or to provide false information. In relation to the investigation of an offence, Trading Standards Officers have the power to enter premises and seize goods and documents. The maximum penalty for committing an offence is a fine not exceeding £5000 on summary conviction.

Your failure to comply with this regulation may, at our sole discretion, be declared an act of default. You agree to furnish us with a completed Client Registration Form and accompanying documents before mail may be received or any other location-related services may be used. All persons for whom we handle mail, or who collects mail from the location, must have their necessary details lodged with MinorOak Coworking via the Client Registration Form.

At termination of this Agreement, You agree that all mail thereafter will be marked by MinorOak Coworking, “Return to Sender,” and no further mail or deliveries will be accepted. Client may use the address of MinorOak Coworking and/or its agents as specified above in this agreement as Client’s business address, subject to exception in certain locations, but not as Client’s registered office address without MinorOak Coworking’s express permission. Where the Client is a company incorporated and with its registered office situated in England and Wales and MinorOak Coworking has granted its consent to allow the Client the use its location as the client’s registered office address; MinorOak Coworking agrees to provide the following services:

(a) MinorOak Coworking will supply x 1 secure steel letterbox for the Client, which will be stored securely on the property.

(b) MinorOak Coworking will allow the location to be used as the registered office of the Client

(c) MinorOak Coworking will accept service of all documentation at the location on behalf of the Client

(d) MinorOak Coworking reserves the right to recharge the cost of forwarding clients mail.

MinorOak Coworking agree to provide these services in accordance with the requirements under the Companies Act 2006 (the “Act”) which governs the rules concerning the client’s registered office. For the avoidance of doubt, nothing herein contained can be relied upon by the client as advice concerning the Act, nor should the client assume that by using the services that they will automatically comply with the relevant sections of the Act or indeed any other legislation governing the use of registered offices, whether in effect now or at any time in the future.

The client warrants that it will not use any of the services for any obscene, illegal, immoral or defamatory purposes and will not in any way bring MinorOak Coworking into disrepute. The client will not in any way use or combine the MinorOak Coworking name, in whole or in part, for the purpose of trading activities. MinorOak Coworking will not be liable for any loss sustained as a result of any mechanical breakdown, strike, delay or failure of any staff, manager or caretaker to perform their duties.

8. LIMITATION OF LIABILITY

MinorOak Coworking will use all reasonable endeavours and shall bear no responsibility for any liabilities, costs, expenses, damages, and losses (including any direct or indirect consequential losses, loss of profit or otherwise) arising out of or in connection with the client using the services.

The client shall indemnify and hold MinorOak Coworking harmless from all liabilities, costs, expenses, damages, and losses (including any direct or indirect consequential losses, loss of profit or otherwise) arising out of or in connection with the client’s use of the location or the services or in relation to any breach of any of the terms of this agreement by the company. Where MinorOak Coworking has granted consent to use the locations as its registered office address, the client agrees to pay such additional fees as may be required depending upon location for use of the location as a registered office. Any violation of Local Authority regulations may result in termination of services by MinorOak Coworking, and may subject the violator to fines or imprisonment.

If MinorOak Coworking has been instructed to forward mail, neither MinorOak Coworking nor its agents shall be responsible for any delay or loss of mail during the forwarding process. MinorOak Coworking will not accept any items exceeding 10 lbs in weight, 18″ in any dimension, or 1 cubic foot in volume, or if the item contains any dangerous, live or perishable goods, and MinorOak Coworking shall be entitled in its absolute discretion to return uncollected items or refuse to accept any quantity of items it considers unreasonable or unlawful.

The entire liability of the company and your exclusive remedy with respect to the use of the site and service are limited to the amount actually paid by you for the service during the three (1) months preceding the date of your claim. You hereby release the company and the company affiliates from any all obligations, liabilities and claims in excess of this limitation.