Our virtual office address terms & conditions

Virtual Office / Terms of Business / 2025.v.6

The small print starts here:

i. Our Virtual Office services are subject to some regulatory conditions* as required by HMRC which requires ID and or other checks plus due to the nature of the service and or regulatory or operational changes you are always bound by the latest version of the Terms of Business as notified to you. We need to record the personal and if applicable limited company details for each significant person/s involved in the business including an evidenced current home address and a mobile or landline phone number

ii. Our contracts are with you (the applicant/s) and are on a minimum three month licence, thereafter calendar monthly, paid monthly with a one month deposit unless if paid annually in advance; the licence is rolling until cancelled by either side in writing.

iii. The service option packages are as follows, all plus VAT:

(1) Address Only at base rate at one of our addresses is £25 per month per company, name or entity, including as Registered Office and, unless otherwise instructed at outset in writing subject to any matters arising under clause (xv), for the receipt, opening, scanning and email to you of basic mail such as HMRC and Companies House but in definition and quantity as determined by us

(2) The Address (at £25) plus the Additional Mail (at £25) package is available at our Gothic House address and then totals £50 per month per company, name or entity and is as (1) plus we accept and by prior appointment allow collection in our office hours of your basic mail, extra mail and small business parcels which we can sign for and store wherever practically possible until you can collect or arrange forwarding

(a) note it is your responsibility to maintain and notify us of an up to date mail forwarding address; it is not our responsibility if you fail to keep us informed

(b) occasionally at our discretion we will forward mail to you by tracked Royal Mail

(c) junk mail is as determined by us and dealt with entirely at our discretion

(d) we are not liable for issues with incoming post, its arrival or loss nor delays

(e) the monthly fees apply whilst our address is in use as evidenced by mail, your own marketing material, online or otherwise, by your website, by an online search by us or whilst listed on Companies House or other formal records and directories

iv. Available to you on either option above is a meeting room or private desk at our main Gothic House address, subject to its availability; this must be booked in advance and directly through us. It is charged at £15 per hour plus VAT but only when you need it, so it is a useful extra "pay as you go" facility at that location.

v. The additional paid services we can provide are (all plus VAT):

• Small files/mail/parcels may be stored in-house at an extra £25 per month (see 2.)

• Occasional private office, workspace or a meeting room is £15 per hour

• Telephone numbers and digital call forwarding is available and costed externally

vi. If additional or external services are required these are separately contracted outside of your main contract and outside of what is described under clause (iii) above so check specifically in writing for additional services availability and pricing.

vii. The service is as you’ve chosen in clause (iii) for your marketing, mailing, emailing, as a registered address, for business cards, for paper letterheads, websites and similar standard business purposes and provided on fair use terms as defined by us the provider

Our services are provided on a strictly best endeavours basis and should a problem or dispute arise we, the provider, would seek to clarify the situation and agree a suitable way forward with you in writing or notify a cessation of the contract under clause (ii) above

viii. When basic mail, as defined by us including mail from Companies House, HMRC and similar but excepting bulk marketing mailshots such as flyers, is received we will unless instructed otherwise in writing open it and where practical will scan and email it to you but if actual mail forwarding by Royal Mail is required we will charge you for that

ix. Under clause (iii) option (2) we can provide an additional small mail handling service, including the signing for and retaining of standard mail and occasional small parcels at our Gothic House office but without any liability and under no circumstances are we offering at any time an in-house bulk mail or parcel handing service for you

x. In the services as specified in (iii) is not included any other service, including open access to any building and or facilities, nor any bulk mail service nor large or bulk parcel handling, secretarial services, receptionist or telephone call handling or car parking

xi. Other than by special arrangement which may incur an additional charge access to the address is only by prior appointment given at our sole discretion and during normal office hours, deemed to be 9.30am to 5pm weekdays only and excluding holidays

xii. After we receive your application form and the required statutory checks are complete and initial fees received your contract is live but note that the contract exists explicitly between us the Provider and you the Applicant/s as defined in clause (ii) being the actual person/s we verify for Govt/HMRC identity and compliance requirements and not any other entity including any business or company name under which you trade

xiii. For all services we will confirm activation of your chosen option from an agreed start date and for an initial term of three months, thereafter rolling on a calendar month basis or in line with your start date unless cancelled in writing by either party with one calendar months' notice; for clarity, after the initial term, to cancel for a month ending for example on 31st of January would require notice prior to the 31st of December, that is, the prior month, and that January month in this example would be the final month of the contract

xiv. A cancellation can only be invoked under clause (xiii) and not by you ceasing to pay the fees due, should you stop paying the fees then services are paused at our discretion but a monthly recurring fee will continue to apply at the relevant base rate under clause (iii) (1) or (2) and, despite a fees liability being accrued by you and the service paused, thereafter and until the account is settled all mail or other items are dealt with at our discretion

xv. IMPORTANT LEGAL NOTICE on SUSPICIOUS BEHAVIOUR and DATA PROTECTION: you the Applicant/s understand and accepts that the service/s can only be used for legally permissible purposes and we have discretion to cancel the contract at any time with no explanation and with immediate effect subject only to the return of any fee or deposit overpaid. Any information on you and/or your business retained from onset can be used for proper or legal purposes and disclosed to if requested by an authorised body including an enforcement agent under a valid Court order.

*REGULATORY INFORMATION

The provision of a virtual office address service is regulated and we work with the relevant UK Government agencies, for reference our registration numbers are:

AMLR Money Laundering Regulations / REGISTRATION NUMBER XVML00000196700

ICO (Information Commissioners Office) / REGISTRATION NUMBER ZA198728

NCA (National Crime Agency) / REGISTRATION NUMBER 09043380

Legal note on working with Google:

We work strictly subject to Google terms & conditions as they publish it and no direct endorsement by Google of this service is suggested or implied; for you to work with Google when using our service you need to be aware of and comply strictly with their guidelines that are subject to change

COPYRIGHT: NG1 Group Ltd
The Office
18 The Ropewalk
Nottingham
NG1 5DT

Legal Statement on working with Google: for the provision of any services NG1 Group provide, including workspace, office and virtual office and any other address service we work strictly subject to Google terms & conditions as they publish it online and no direct endorsement by Google of any of our services is suggested or implied; for you to work with Google when using our services you need to be aware of and follow their guidelines which are regularly updated so can change.