Terms & Conditions for Wizu Virtual Office Limited
This document (together with the documents referred to in it) sets out the terms and conditions on which we supply our virtual office services (the Services) to you.
By ordering any of our Services, you agree to be bound by these terms and conditions. If you do not accept these terms and conditions, you will not be able to order any Services from our Wizu Workspace website (www.wizuworkspace.com) (the Site).
- YOUR STATUS
1.1 By placing an order through our Site, you confirm that:
(a) You are legally capable of entering into binding contracts;
(b) You will not use any of the rights granted by these terms for any obscene, illegal, immoral or defamatory purposes and will not in any way bring us or our name into disrepute;
- HOW THE CONTRACT IS FORMED BETWEEN YOU AND US
2.1 All orders are subject to acceptance by us and the terms of clause 2.2, we will confirm such acceptance to you by sending you an email that confirms that your order has been accepted (the Confirmation Email). The contract between us ( the Contract) will only be formed when we send you the Confirmation Email, a copy of these terms and conditions is also sent with the confirmation email and we have received a signed copy of the Non Resident Services Agreement (the Agreement).
2.2 After we receive your order, we will first send our Next Steps Email this will detail the next steps required to activate your service. This will include steps (if you have not already done so) to submit copies of your Compliance Documents as specified in 4.2. We will not send you a ‘Confirmation Email’ detailing the particulars of your service until we have received personal identification documentation that is suitable and a signed copy of the Agreement.
- SUPPLY OF SERVICES
3.1 Services will commence on the date set out in the Confirmation Email (the Start Date) until cancelled, in line with clause 7
3.2 We shall use all reasonable endeavours to meet any performance dates specified in the Confirmation Email, but any such dates shall be estimates only and time shall not be of the essence for performance of the Services.
3.3 All fees and charges are payable in English Pounds.
- General Terms
4.1 Your Obligations/You shall:
(a) Ensure that the terms of any order and any information you provide are complete and accurate;
(b) Co-operate with us in all matters relating to the provision of the Services;
(c) Provide us with such information and materials we may reasonably require in order to supply the Services and ensure that such information is accurate in all material respects.
(d) Co-operate and comply with all requests made by us to ensure The Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 are met as set out in the Agreement.
(e) Pay upon application a non-refundable Application Fee of £25+VAT
4.2 We are under no obligation to send you a Next Steps Email, and we will not send you a Confirmation Email until we have received the appropriate compliance documents in accordance with The Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 and identity checks have been carried out and passed and we have received the Agreement. The Compliance documents required are photo ID which should be from all Beneficial owners of the company with 25% or more ownership along with a proof of home address in the form of a current council tax bill, rent agreement or mortgage statement, alternatively a utility bill (gas, electricity, water, landline telephone) or current account/building society statement issued in the past three months, showing the director’s or owner’s current home address.
We may carry out additional identity checks on each Beneficial Director and corporation through Veriphy Limited. For the individual(s) involved – these checks will leave a ‘soft credit search’ that does not leave any visible footprint for lenders but is vital in establishing proof of identity. If these identity checks are failed, and the correct documentation cannot be supplied – we will be unable to activate your account. Cancellations within 1 days of the order, from that date of the application, will be issued a refund minus the non-refundable £25 Activation fee to cover our costs in carrying out these identity checks. It is your full responsibility to supply to us all relevant documentation in a timely manner, all payments will commence from the first payment made and continue each month/year, regardless of the necessary paperwork being received.
4.3 Under current legislation, we are also required to monitor ongoing relationships with all clients who use our services, we will have to carry out additional checks in the following situations:
- Should you need to update the address that we forwarded mail to;
- Should the ownership structure of your business change (for example a new shareholder);
- On an Annual basis, we also carry out electronic spot-checks on customer accounts, should the report show any changes to the details we previously held on file, we will request new identification documents which will then need to be verified to keep your virtual office service active.
4.4 Due to the type of services we provide any compensation claim shall be limited in total to one month’s service fee. We cannot accept any compensation claim that is the result of consequential loss to your business and, by accepting these terms you fully agree to indemnify us from any such claim.
4.5 We are required, by current legislation, to report to the Serious Organised Crime Agency (SOCA) where we know or suspect that a transaction involves Money Laundering or Terrorist Financing. By instructing us to act on your behalf in accordance with our Terms of Business you give us irrevocable authority to make a disclosure to SOCA if we consider it appropriate.
4.6 You may not carry on a business that competes with our business of providing virtual office services, serviced offices, co-working and other flexible workspace services. You are only permitted to use our address if it is permitted by law and we have given you prior written consent. If we decide that a request for any particular service is excessive, we reserve the right to charge an additional fee.
4.7 Wizu Elite package coworking usage cannot be carried over to future months or used for meeting rooms. Co-working assignment is at our sole discretion and all usage subject to our terms and conditions. We will require you to sign up to our house rules for co-working in the event that you sign up for this package.
- THE SERVICES
5.1 The Services will be those services set out on our Website at the time you order the Services from us.
5.2 Wizu Basic, Premium and Elite; If a registered address service is offered or added to your account, upon termination of our contract you agree to inform Companies House of the change of address within 14 days. If your company has a letter, notice or document ‘served’ at the registered office address then we will forward this mail to you. There are several government bodies that will write to any address and you should always provide them with your physical address to avoid confusion. Mail from DVLA, IPO, Nominet and the Passport office is not included. We do not allow cars to be registered at our address and DVLA mail will be returned to sender.
5.3 – Mail – Incoming mail will be handled as per your selection during sign up. The post forwarding service is based on a fair usage policy, for the avoidance of doubt fair usage policy is a maximum of £10 or £15 (includes scanning) depending on your selection at sign up. Under this policy, if at any time, we deem you exceed the level of use reasonably expected from someone using this service, then we reserve the right to suspend your Virtual Office or you will be charged for any postage above your selected sign up amount which will be at Royal Mail’s current postage rates plus a 20% admin charge. In such an event we will contact you in an effort to establish a reasonable usage charge that will permit you to continue to use the Virtual Office service. We also reserve the right to open any items before collection or forwarding that may be suspected of containing dangerous or illegal objects/substances or to provide information to the police or other investigative bodies where it is our belief that our services are being or have been used for criminal or fraudulent purposes.
5.4 – Mail forwarding – All mail delivered to you at the Virtual Office address will be forwarded by first class Royal Mail (United Kingdom only) to the address specified by you during the sign-up process as soon as reasonably possible after receipt at the Virtual Office address. In the event that mail delivered to you at the Virtual Office address is not addressed in such a way that we are able to verify from the outside packaging that it is addressed to you, we reserve the right to open such mail to determine for whom it is intended. Wizu Virtual Office Limited does not guarantee or assume responsibility for any mail forwarded on behalf of the client.
5.5 Parcels – We discourage the delivery of parcels at our locations. Maximum parcel size accepted is 50 x 50 x 50cm = 5Kg. We will not accept any items exceeding this or if they contain any dangerous, live or perishable goods. Due to the nature of parcel delivery companies, in that there are no set or expected delivery times, we will not accept responsibility (however infrequent) for parcels that fail to be delivered due to a member of staff not being available to accept the delivery. Outgoing parcels are charged at Royal Mail’s current franking rates plus a 20% admin charge. In the event that parcels are delivered at our locations that are above the maximum parcel size stated above and it is not collected within 24 hours, we reserve the right to charge £30 per day for storage. You agree for these fees to be included in your invoice for that calendar month, to be collected in line with your billing cycle.
5.6 Telephone Answering – Our Telephone Answering Service enables calls to a telephone number designated by Wizu Workspace to be answered in the company name specified by the Client. Calls will be handled according to instructions specified by the Client. Telephone Answering customers will receive an additional contract of services detailing service levels and ongoing fees within their welcome email.
5.7 Telephone Forwarding – You will be assigned either a local geographic or national telephone number according to your request after signing up to our services. You need to specify whether your number is to be diverted to either a mobile or a landline number. Although infrequent, diversion charges are subject to change, we will give 30 days notice of any such changes.
5.8 Meeting Rooms – In the event that meeting room usage is included as part of your agreed Services package, we confirm that the following terms and conditions apply to the use of our meeting rooms:
(a) your allowance will be a maximum of 2 hours of meeting room usage per month;
(b) your allocation of 2 hours per month must be used in the month that it is granted and it may not be rolled over to the following month or used in the future during the course of this Agreement;
(c) all meeting will be booked on a first-come, first served basis, subject to room availability;
(d) you will be allocated a meeting room from one of the following designated spaces known as 1899 Suite, Kirkgate, The Snug, the Hathersage Suite or the Baslow Suite which will be allocated subject to availability;
(e) we reserve the right to change the allocated and confirmed meeting room to an alternative room listed in clause 5.8(d) above or to an alternative room of similar size and quality to the one originally booked in the event that the original venue is unavailable; and
(f) there may be occasions where, due to circumstances beyond our control the services may be affected. We reserve the right to make any changes necessary to your booking until such time we are able to resume normal performance.
- PRICE AND PAYMENT
6.1 Prices are as quoted on our Website, except in cases of obvious error, and exclude VAT.
6.2 Our fees are invoiced and collected in line with your original start date, and every 30 days thereafter. All fees and charges are collected via direct debit.
6.3 If your debit/credit card cannot be charged for any reason, we will retry your payment method after notifying you by email of the payment failure. Payments not received by the due date are subject to a Missed payment fee of £25+VAT, chargeable from the due date for payment.
6.4 You can change your subscription, update billing details, and view previous invoices at any time by logging in to your portal – details of which are released upon joining.
6.5 Payment for any additional services, such as additional telephone calls over your package allowance, parcel forwarding and telephone numbers diversion charges are invoiced a month in arrears.
6.6 So that we can manage your services effectively and to ensure seamless continuity of those services you agree that your services will be on a monthly rolling basis.
7.1 You can give notice to cancel your subscription by giving 1 months’ notice, expiring on the last day of a month, and no earlier than 3 months after the commencement date (6 months if benefiting from an introductory discount) by sending written notice to firstname.lastname@example.org.
7.2 Change of Address following cancellation
Within 14 days past your account cancellation date, you shall notify your change of address to all relevant parties, and update all online and offline media.
Failure to update your address within this time will result in your services being reactivated with an additional £30 reactivation fee added to your account. Within this 14 day timeframe, we will check your website, Companies House (for registered address clients) and Google My Business, and if evidence is found that our address is still in use, your account will be reactivated. Reactivation fees will be taken from the credit/debit card we hold on file.
Should your account be reactivated, cancellation terms are 30 days from your subscription reactivation date.
Any postal mail or telephone calls received after termination of the Contract will not be forwarded and postal mail will be returned to the sender.
Please see the links below for guidance on changing your address:
HMRC (Registered Addresses) https://www.gov.uk/government/collections/companies-house-forms-file-a-change-of-address
Google My Business Google My Business Detail Updates
Should you not update your address, you will be liable for the charges as referenced above. We will not enter into any further correspondence with you at that point.
7.3 Upon cancellation request, one final service invoice will be raised to cover your notice period, we may raise one further invoice for services billed in arrears – post forwarding charges within your final month for example (after your account has been cancelled)
7.4 We reserve the right to terminate the service without notice or refund if any of our terms have been breached or if it’s our belief that the service is being used with fraudulent or criminal intent. Additionally, we may at any time terminate a Contract with immediate effect by giving written notice to you if:
(a) You fail to pay any amount due under a Contract on the due date for payment; or
(b) You commit a breach of any material term of a Contract and (if such breach is remediable) fail to remedy that breach within a period of 14 days after being notified to do so; or
(c) You become insolvent or go into liquidation; or
(d) You suspend payment of your debts or are unable to pay your debts as they fall due; or
(e) You enter into any compromise or arrangement with your creditors to reschedule any of your debts; or
(f) Any action is taken for or in connection with your winding up; or
(g) An administrator is appointed over you; or
(h) You are the subject of a bankruptcy petition or order; or
(i) We are no longer confident in the address you have provided for mail forwarding purposes i.e. forwarded mail is returned to sender
(j) You or someone you have authorised act in a manner that is deemed threatening or abusive towards employees; or
(k) You act in a manner which is or may be detrimental to our business reputation
(l) You fail to provide upon request the necessary Compliance documents required.
- INTELLECTUAL PROPERTY RIGHTS
8.1 All intellectual property rights, which include but are not limited to all patents, copyright and related rights, trademarks, domain names, rights in goodwill or to sue for passing off, rights in designs, database rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights, in each case whether registered, registrable or not and including all similar or equivalent rights in any part of the world, subsisting in the Site shall be owned by us.
9.1 A party (Receiving Party) shall keep in strict confidence all technical or commercial know-how, specifications, processes or initiatives which are of a confidential nature and have been disclosed to the Receiving Party by the other party (Disclosing Party), its employees, agents or subcontractors, and any other confidential information concerning the Disclosing Party’s business or its products or its services which the Receiving Party may obtain (Confidential Information). The Receiving Party shall restrict disclosure of the Confidential Information to such of its employees, agents or subcontractors as need to know it for the purpose of discharging the Receiving Party’s obligations under the Contract, and shall ensure that such employees, agents or subcontractors are subject to obligations of confidentiality corresponding to those which bind the Receiving Party. The Receiving Party shall only use the Confidential Information for the purposes for which it was disclosed to it and shall under no circumstances use or disclose the Confidential Information after expiry of the Contract. This clause 9 shall survive termination of the Contract.
- WRITTEN COMMUNICATIONS
Applicable laws require that some of the information or communications we send to you should be in writing. When using our Site, you accept that communication with us will be mainly electronic. We will contact you by e-mail or provide you with information by posting notices on our website. For contractual purposes, you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in writing.
All notices given by you to us must be by recorded delivery post to Wizu Workspace 32 Park Cross Street, Leeds, LS1 2QH. We may give notice to you at either the e-mail or postal address you provide to us when placing an order.