General Terms & Conditions – Sevenoaks Office Services LTD

Definitions

“Sevenoaks Office Services”, “we”, “us”, “our” and “ourselves” refers to Sevenoaks Office Services LTD, registered in England, UK.

“General Terms and Conditions” means these terms and conditions, which are publicly available on our business website https://sevenoaksofficeservices.co.uk.

“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 Sevenoaks Office Services and which take priority over general terms and conditions to the extent of any conflict between them.

“KYC”, Know Your Customer.

“AML”, Anti-Money Laundering.

“HMRC”, His/Her Majesty’s Revenue & Custom

General

Lawful Use

When providing the client with any services, all services are provided based on the assumption that all uses by the client are lawful and legal in all jurisdictions affected. We reserve the right to terminate the provision of any service with immediate effect if this term is breached.

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.

Clients are expected to run their business and personal affairs in good standing and in an honourable manner while using our services. Sevenoaks Office Services 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, or using our services for the purpose of defrauding others.

Rights to Termination

Sevenoaks Office Services reserves the right to terminate any agreement or any services provided to any client at its own discretion, without reason.

Consumer Rights

All services provided by Sevenoaks Office Services are intended for commercial use only. As such, all services are strictly sold on a business-to-business basis. The Consumer Rights Act 2015 does not apply.

Liabilities

Delay or Service Failings

Sevenoaks Office Services is not under any circumstances liable for any financial, intellectual, physical, or any other type of loss or damage due to the delay in receipt, handling, or forwarding of any items received or notification of any visitors to our premises.

Mail & Delivery Handling

Sevenoaks Office Services is not under any circumstances liable for any loss or damage to any items received at its premises or otherwise. It is solely the client’s responsibility to ensure any such items in our possession are insured against any loss or damage if they require such insurance.

Sevenoaks Office Services is not liable for any rejected deliveries and costs arising, either directly or indirectly, from delivery rejection.

Sevenoaks Office Services is not liable for any loss or damage to deliveries arriving outside of opening hours or any time when our premises are not occupied.

It is solely the client’s responsibility to ensure that when Sevenoaks Office Services forwards any item that the appropriate goods in transit cover is in place. By default, the client should assume that any service used by Sevenoaks Office Services to forward any item provides zero remuneration in the event of damage, loss or theft.

Outstanding Balances

At any time in which a client’s account has an outstanding balance, Sevenoaks Office Services reserves the right to cease providing any services in connection with any such account. Note that this clause is applied at an account level and is not restricted to individual services held under the account in question.

KYC & AML

Identity Document Requirement

All regulated services, such as but not limited to our Registered Address Service, Virtual Office Service, Virtual Landline Service, any mail forwarding service or address-related service, are subject to regulatory KYC and AML requirements.

Time Constraints

Client must submit all required documents and have their submission approved within 30 days of opening their account. After which, Sevenoaks Office Services reserves the right to cancel all purchased services and close the account of any client who fails to comply.

High-risk Jurisdictions

Sevenoaks Office Services is unable to support any client based in or a resident of any jurisdiction which is currently identified as High-Risk by HMRC. For the latest list of high-risk jurisdictions, please see the appropriate UK Government website. An up-to-date link to the applicable website can be found on Sevenoaks Office Services’s ID requirements information page on our website.

Refunds

Failure to comply with current KYC and AML requirements will result in no refund being provided. Unless otherwise stated.

Payment Methods

Continued Payment Authority

It is a requirement that Sevenoaks Office Services 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 a direct debit mandate.

Payment Methods

Credit or Debit Card/s must be used as all clients’ primary method of payment at all times.

Direct Debit is available only at Sevenoaks Office Services’s discretion and is not appropriate for all clients.

Bank Transfers can be accepted for ad hoc payments when it is not possible to make a timely payment via preferred means.

Billing & Invoicing

Service Renewals

By default, services will automatically renew on their scheduled renewal date in line with the billing period of the service in question. This date can be found in the service welcome email or the client billing portal.

Invoice Terms

Full payment of any invoice total is required within the payment term detailed on any invoice issued by Sevenoaks Office Services. Sevenoaks Office Services understands and will exercise its 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.

By default, invoices are due the same day they are generated, unless otherwise previously agreed in writing.

Payment Details

It is the sole responsibility of the account holder to ensure payment details are kept up to date at all times. Notwithstanding, the account holder is the individual who originally set up the billing account with Sevenoaks Office Services, until such time a replacement person has been confirmed.

Overdue Accounts

Any client account with any overdue invoices or outstanding balance will have all services suspended immediately. Until such time as any outstanding balance is paid in full. All services on a client’s account will be suspended, including but not limited to fully paid-up services linked to the same account.

It is solely the responsibility of the client to ensure their account is maintained in good standing to ensure that no services provided by Sevenoaks Office Services are affected.

Fees & Other Charges

Fees & Current Pricing

A list of all fees and current pricing is available to view here and can be found using the Sevenoaks Office Services website.

Late Payment

Sevenoaks Office Services reserves the right to charge fees for any late payment/s or failure to make timely payment for any due invoice/s. Payment of such fees shall be attempted via the client’s current payment method.

Holding Charges

Items delivered and held at our premises may incur holding charges if the holding period extends beyond the already included period within the service package currently being provided.

Disposal Charges

Where items for a client’s account are delivered to Sevenoaks Office Services’s premises, but the forwarding of such items is never requested may incur a disposal fee.

Dishonourable Visits

Sevenoaks Office Services reserve the right to make charges in relation to dishonourable visits to 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. Sevenoaks Office Services will always provide proof that any such visit has occurred in relation to your service/s.

Freight & Large Deliveries

Pre-arranged freight deliveries and unauthorised freight deliveries, deliveries that have not been arranged, will incur additional fees in line with the client’s current services.

Cancellation of Services

How to Cancel

All cancellation requests must be made in writing via email to client.services@office-serv.co.uk.

Specific terms and conditions in relation to service cancellation are dependent on the type of service being cancelled. Please see the specific terms for more information.

Once notification of any request to cancel has been received, services will cease on the next service period billing date.

Registered Address Services

Clients can only cancel a Registered Address Service at any time after which Sevenoaks Office Service’s address has been removed and replaced with another address at Companies House in all applicable places, or when the company status is showing as “Dissolved”.

Refunds

Business to Business

All services offered by Sevenoaks Office Services are sold on a business-to-business basis; as such, there is no automatic cooling-off period and no right to any refund.

Sevenoaks Office Services reserves the right to provide refunds solely at the discretion of senior management.

Registered Address Service Refunds

If at any time during the period of service, Sevenoaks Office Service’s address is being used or has been used in connection with Companies House as the Registered Office Address or any other address on the public register for the named company to which the service is provisioned. No refund will be issued, regardless of duration in use.

Refunds after automatic renewal when Sevenoaks Office Service’s address has been removed prior to or on the date of renewal, or the named company is showing as “Dissolved” prior to or on the date of a renewal. Will be provided with a refund less a £4.00incVAT service fee.

Partial Refund

No partial refunds are provided for unused service periods. Once cancelled, services will cease on the next service period billing date.

Registered Address Services

Official or Statutory Mail Definitions

The Registered Address Service strictly only covers mail sent directly from Companies House and or HMRC. This mail must be identifiable from the outside of the envelope, by means such as the applicable Companies House or HMRC logos or insignia, and or the posting account number detailed on the postage mark.

Right to Update Address

Sevenoaks Office Services reserves the right to make application to change a client’s companies registered address and provide their personal address information to companies house in replace of Sevenoaks Office Services’s if the following circumstances occur; 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 or more, Client is in breach of any terms and conditions as set out here within.

Virtual Office Services

Unlimited Package & Parcels – Fair Usage

Sevenoaks Office Services reserves the right to apply its discretion and refuse client accounts that seek to abuse the unlimited item services it provides. Sevenoaks Office Services will always look to accommodate clients’ business requirements while remaining within Sevenoaks Office Services’s existing operational abilities.

Then the unlimited item allowance is solely to ensure all customers are able to use our services without the worry of additional per-item costs that arise beyond the normal expectation.

For letters, Sevenoaks Office Services’s guidance on fair usage is under 100 letters per day. For small to medium packages and parcels, Sevenoaks Office Services’s guidance on fair usage is under 20 items per day.

Holding & Forwarding

Sevenoaks Office Services assumes that all items arriving at our premises for clients will be forwarded to their final destination within the holding period allowed within any client’s active service package.

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 listing or marketplace place or service that requires a verification code, require the following ongoing commitment. Sevenoaks Office Services’s Virtual Office Premium Package, paid yearly, must be purchased and remain in place for the duration of the provision of services.

Items Held

Payment Failures

Up to and including 60 days from the date an account has an outstanding balance, Sevenoaks Office Services will continue to notify the client of arriving mail while payment is outstanding. After this, Sevenoaks Office Services will cease to notify the client of any arriving mail and return all mail addressed to the client account to the sender where possible.

After 90 days of any overdue balance outstanding, Sevenoaks Office Services will take action to close any such account.

Virtual Landline Services

Small Business Use

All Virtua Landline Services are strictly intended for small business use only. Personal use and or large-scale commercial use is forbidden.

Unlimited Usage – Fair Usage

Sevenoaks Office Services provides its Virtual Landline Services with no fixed limit on usage. This is managed by an internal fair usage policy. If you are unsure if your usage will be allowable under our fair use policy, please contact us to discuss your individual use case.

Sevenoaks Office Services reserves the right to cancel and service that abuses our unlimited use offer, and or any account that becomes commercially unviable to support.

Payment Failures

Any Virtual Landline Service that remains unpaid for a period that exceeds 15 days, will be disconnected, and the subsequent incoming number provided by Sevenoaks Office Services will be released back to its service provider, at which time the number may no longer be available for reprovisioning.

Number Porting

Numbers purchased and used to provide any call service Sevenoaks Office Services provisions remain the property of Sevenoaks Office Services LTD. Number porting is made available on request and will incur applicable fees, fees are dependent on the number being ported and both the originating and receiving providers’ associated porting costs. Sevenoaks Office Services will support the porting of a number to any supported provider if a client decides to cancel their services. Sevenoaks Office Services will charge a minimum fee of £50.00+VAT per ported number.

Liability

No guarantee is given or implied by the provision of any number by Sevenoaks Office Services for use by its clients. Sevenoaks Office Services does not accept any liability for any type of loss caused by, either directly or indirectly, the failure to provide any call forwarding service or loss of access to any incoming number.

Data Protection

Privacy Policy

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, you can view this on our website.

Data Retention

Sevenoaks Office Services is licensed and regulated by HMRC as a trust and company service provider. As such, we follow and obey laws and regulations that govern us on data retention.

Miscellaneous

If any provision of these 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.

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.

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.