1. Who we are and Important Information
What is the purpose of this privacy notice?
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign-up to our service.
This website is not intended for children and we do not knowingly collect data relating to children.
You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Prime Secretarial Services is the controller and responsible for your personal data (collectively referred to as [“COMPANY”], “we”, “us” or “our” in this privacy notice). Our contact details are Prime Secretarial Services, 483 Green Lanes, London, N13 4BS, Telephone: +44 (0) 20 8882 6719 ]. For all data matters contact the Data Controller at the above address
Prime Secretarial Services is the controller and responsible for this website.
Third-party links outside of our control
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. What Personal Data do we ask for or collect about you?
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.
When you sign-up to our service, we will ask you for your Personal Data which we have grouped together follows: –
Identity Data |
First Name, Last Name, Date of Birth, Username, Photo ID documentation
Contact Data |
Home Address, Billing Address, Telephone Numbers and Email Addresses, Proof of Address documentation
We may also use and share Aggregated Data via Cookies such as statistical or demographic data which is derived from your personal data but is not considered personal data in law as it does not directly or indirectly reveal your identity. An example of this is we may aggregate your usage data to calculate the percentage of users accessing a particular part of our service or website. ]
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time
3. How we ask for or Collect your Personal Data
We use different methods to collect data from and about you including through:
- Directly | When completing a Contact Form on our website, livechat, or by filling out a Sign-up Form to subscribe to our Services or when corresponding with us an email.
- Information we receive from other sources | We may receive information about you from Identity Verification Agencies to verify your personal data you have already provided to us as required by law in accordance with The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and London Local Authorities Act 2007 Section 75
- Information we receive during the course or providing service | We may receive information such as inbound / outbound tracking numbers of items, various mail forwarding addresses, envelope contents, parcel contents and sender’s sender’s information of your items.
4. How do we use your Personal Data
We will only use your personal data supplied to us when the law allows us to.
- Performance of Contract | this means processing your data where it is necessary for the performance of a contract / service or to take steps at your request before entering into such a contract.
- Consent | this means providing consent for us to:
use your personal data that you supplied to us on our Sign-up form so that we can verify your identity under Anti-Money Laundering legislation.
use your personal supplied on a contact form in order for us to provide a service quotation and/or information on requested service
receive any marketing information from us.
- Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at The Data Controller, Prime Secretarial Services, 483 Green Lanes, London, N13 4BS, if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||(a) Identity
|Performance of a contract with you|
|To verify your Identity with Identification Verification Agencies||(a) Identity
|Performance of a contract with you.
Legal or regulatory obligation
|To provide you with our Online Post Office Service without our Platform||(a) Identity
|Performance of a contract with you|
|Where applicable, providing your personal data to Approved service partners who operate part of our service at selected locations under contracts that we enter into||(a) Identity
|Performance of a contract with you|
|Service | Sending e-mail notifications for items received, top-ups, invoices/statements, service update emails, changes to terms and conditions and policy||Email Address||Performance of a contract with you|
|Service | Forwarding client’s physical mail and parcel items.||Forwarding and Shipping Address||Performance of a contract with you|
|Service | Processing Postal Items||Tracking Numbers, Senders Information, Envelope Contents and Parcel Contents||Performance of a contract with you|
|Providing Information or a Quote for Service||Contact||Taking steps before Performing a Contract|
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing
We will get your express opt-in consent before we share your personal data with any company outside Prime Secretarial Service for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by contacting The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS,
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of providing our Service to you, Product or Service Experience or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS,
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law
5. Who we share your Personal Data with
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
External Third Parties, for example: –
- Approved Service Partners | Individuals data may be shared with approved service partners who operate part of our service at selected locations under contracts that we enter into
- Identity verification Agencies and Credit References Agencies | HM Revenue & Customs, regulators and other authorities acting as Processors based based in the Uk require certain reporting on our business activities.
- Identity verification Agencies and Credit References Agencies | For the purposes of verifying your identity and credit score for the purposes of providing service under a contract
- Third Party Providers | acting as Processors based in the United Kingdom who provide IT and system administration services.
- Professional advisers | acting as Processors including lawyers, bankers, auditors and insurers based in the United Kingdom] who provide consultancy, banking, legal, accounting and insurance services.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International Transfers
We do not transfer data outside of the EEA.
7. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Details of retention periods for different aspects of your personal data (in the table in section 4, above). are available by contacting The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS,
By law we have to keep basic information about our customers (including contact, identify and financial details for five years after a contract has ended for the purposes of Anti-Money Laundering and six years for the purposes of HMRC / Tax.
In some circumstances you can ask us to delete your data: see Your legal rights below for further information.
9. Your Legal Rights
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS,
No fee required – with some exceptions
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We will respond to all legitimate requests within 30 days. . Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Changes to this Notice and your duty to inform us of any changes
This version was last updated on 11 May 2018 and is GDPR compliant. Previous version of this Policy can be obtained by contacting The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS.
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current
11. Queries, Requests or Concern
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS,
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK
- Strictly Necessary Cookies | These are cookies that are required for the operation of our website. They include, for example, cookies that enable an individual to log into secure areas of our Website and Online Platform, sign-up to our services, renew and top-up an account, use a shopping cart or make use of e-billing services
- Analytical & Performance cookies | These allow us to recognise and count the number of visitors and to see how visitors move around our Website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies | These are used to recognise an individual when they return to our website. This enables us to personalise our content for an individual, greet them by name, remember their preferences (for example, their choice of language or region).
- Targeting cookies | These cookies record an individual’s visit to our website, the pages they have visited and the links they have followed. We will use this information to make our website and the advertising displayed on it more relevant to an individual’s interests. We may also share this information with third parties for this purpose.
Changes to our Policy
Any changes we may make to this policy in the future will be posted on our website and, where appropriate, notified to the individual via email.
Questions, comments and requests regarding this policy are welcomed and should be addressed to The Data Controller Prime Secretarial Services, 483 Green Lanes, London, N13 4BS.
This acceptable use policy sets out the terms between you and us under which you may access our website https://client.prime-secretarial.net and https://www.prime-secretarial.co.uk (our site). This acceptable use policy applies to all users of, and visitors to, our site.
Your use of our site means that you accept, and agree to abide by, all the policies in this acceptable use policy, which supplement our terms of website use policy located at Terms of Website Use
https://client.prime-secretarial.net and https://www.prime-secretarial.co.uk are sites operated by Prime Secretarial (we or us). Our main trading address is 483 Green Lanes London N13 4BS. Our VAT number is GB 778 5466 67.
We are regulated as a Trust & Company Service Provider under The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.
You may use our site only for lawful purposes. You may not use our site:
- In any way that breaches any applicable local, national or international law or regulation.
- In any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect.
- For the purpose of harming or attempting to harm minors in any way.
- To send, knowingly receive, upload, download, use or re-use any material which does not comply with our content standards.
- To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
- To knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.
You also agree:
- Not to reproduce, duplicate, copy or re-sell any part of our site in contravention of the provisions of our terms of website use located on https://client.prime-secretarial.co.uk
- Not to access without authority, interfere with, damage or disrupt:
- any part of our site;
- any equipment or network on which our site is stored;
- any software used in the provision of our site; or
- any equipment or network or software owned or used by any third party.
We may from time to time provide interactive services on our site, including, without limitation:
- Online Live Chat
- Chat Rooms & Message Centre
- Blogs, Forums and Bulletin Boards
Where we do provide any interactive service, we will provide clear information to you about the kind of service offered, if it is moderated and what form of moderation is used (including whether it is human or technical).
We will do our best to assess any possible risks for users (and in particular, for children) from third parties when they use any interactive service provided on our site, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks. However, we are under no obligation to oversee, monitor or moderate any interactive service we provide on our site, and we expressly exclude our liability for any loss or damage arising from the use of any interactive service by a user in contravention of our content standards, whether the service is moderated or not.
The use of any of our interactive services by a minor is subject to the consent of their parent or guardian. We advise parents who permit their children to use an interactive service that it is important that they communicate with their children about their safety online, as moderation is not foolproof. Minors who are using any interactive service should be made aware of the potential risks to them.
Where we do moderate an interactive service, we will normally provide you with a means of contacting the moderator, should a concern or difficulty arise.
These content standards apply to any and all material which you contribute to our site (contributions), and to any interactive services associated with it.
You must comply with the spirit and the letter of the following standards. The standards apply to each part of any contribution as well as to its whole.
- Be accurate (where they state facts).
- Be genuinely held (where they state opinions).
- Comply with applicable law in the UK and in any country from which they are posted.
Contributions must not:
- Contain any material which is defamatory of any person.
- Contain any material which is obscene, offensive, hateful or inflammatory.
- Promote sexually explicit material.
- Promote violence.
- Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age.
- Infringe any copyright, database right or trade mark of any other person.
- Be likely to deceive any person.
- Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence.
- Promote any illegal activity.
- Be threatening, abuse or invade another’s privacy, or cause annoyance, inconvenience or needless anxiety.
- Be likely to harass, upset, embarrass, alarm or annoy any other person.
- Be used to impersonate any person, or to misrepresent your identity or affiliation with any person.
- Give the impression that they emanate from us, if this is not the case.
- Advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.
Suspension and termination
We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our site. When a breach of this policy has occurred, we may take such action as we deem appropriate.
- Immediate, temporary or permanent withdrawal of your right to use our site.
- Immediate, temporary or permanent removal of any posting or material uploaded by you to our site.
- Issue of a warning to you.
- Legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach.
- Further legal action against you.
- Disclosure of such information to law enforcement authorities as we reasonably feel is necessary.
We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.
Changes to the acceptable use policy
We may revise this acceptable use policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are legally binding on you. Some of the provisions contained in this acceptable use policy may also be superseded by provisions or notices published elsewhere on our site.
PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY BEFORE USING THIS SITE
Terms of website use
Other applicable terms
- Our Acceptable Use Policy which sets out the permitted uses and prohibited uses of our site. When using our site, you must comply with this Acceptable Use Policy.
If you sign-up to our Services from our site, our Terms and Conditions of Service at https://client.prime-secretarial.net will apply to the Sign-up and Service.
Information about us
https://www.prime-secretarial.co.uk and https://client.prime-secretarial.net are sites operated by Prime Secretarial (“We”). . Our main trading address is 483 Green Lanes London N13 4BS. Our VAT number is GB 778 5466 67
We are regulated as a Trust and Company Service Provider (TCSP) by The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.
Changes to these terms
Please check this page from time to time to take notice of any changes we made, as they are binding on you.
Changes to our site
We may update our site from time to time, and may change the content at any time. However, please note that any of the content on our site may be out of date at any given time, and we are under no obligation to update it.
We do not guarantee that our site, or any content on it, will be free from errors or omissions.
Accessing our site
Our site is made available free of charge.
We do not guarantee that our site, or any content on it, will always be available or be uninterrupted. Access to our site is permitted on a temporary basis. We may suspend, withdraw, discontinue or change all or any part of our site without notice. We will not be liable to you if for any reason our site is unavailable at any time or for any period.
You are responsible for making all arrangements necessary for you to have access to our site.
Your account and password
If you choose, or you are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential. You must not disclose it to any third party.
If you know or suspect that anyone other than you knows your user identification code or password, you must promptly notify us at firstname.lastname@example.org
Intellectual property rights
We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.
You may print off one copy, and may download extracts, of any page(s) from our site for your personal use and you may draw the attention of others within your organisation to content posted on our site.
You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
Our status (and that of any identified contributors) as the authors of content on our site must always be acknowledged.
You must not use any part of the content on our site for commercial purposes without obtaining a licence to do so from us or our licensors.
No reliance on information
The content on our site is provided for general information only. It is not intended to amount to advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content on our site.
Although we make reasonable efforts to update the information on our site, we make no representations, warranties or guarantees, whether express or implied, that the content on our site is accurate, complete or up-to-date.
Limitation of our liability
To the extent permitted by law, we exclude all conditions, warranties, representations or other terms which may apply to our site or any content on it, whether express or implied.
We will not be liable to any user for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
- use of, or inability to use, our site; or
- use of or reliance on any content displayed on our site.
If you are a business user, please note that in particular, we will not be liable for:
- loss of profits, sales, business, or revenue;
- business interruption;
- loss of anticipated savings;
- loss of business opportunity, goodwill or reputation; or
- any indirect or consequential loss or damage.
If you are a consumer user, please note that we only provide our site for domestic and private use. You agree not to use our site for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
We will not be liable for any loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of our site or to your downloading of any content on it, or on any website linked to it.
We assume no responsibility for the content of websites linked on our site. Such links should not be interpreted as endorsement by us of those linked websites. We will not be liable for any loss or damage that may arise from your use of them.
Different limitations and exclusions of liability will apply to liability arising as a result of the supply of our service to you, which will be set out in our Terms and conditions of service
Uploading content to our site
Whenever you make use of a feature that allows you to upload content to our site, or to make contact with other users of our site, you must comply with the content standards set out in our Acceptable Use Policy. You warrant that any such contribution does comply with those standards, and you will be liable to us and indemnify us for any breach of that warranty. [If you are a consumer user, this means you will be responsible for any loss or damage we suffer as a result of your breach of warranty.]
Any content you upload to our site will be considered non-confidential and non-proprietary. You retain all of your ownership rights in your content, but you are required to grant us [and other users of the Site] a limited licence to use, store and copy that content and to distribute and make it available to third parties. The rights you license to us are described in the next paragraph (Rights you licence).
We also have the right to disclose your identity to any third party who is claiming that any content posted or uploaded by you to our site constitutes a violation of their intellectual property rights, or of their right to privacy.
We will not be responsible, or liable to any third party, for the content or accuracy of any content posted by you or any other user of our site.
We have the right to remove any posting you make on our site if, in our opinion, your post does not comply with the content standards set out in our Acceptable Use Policy on our site.
The views expressed by other users on our site do not represent our views or values.
You are solely responsible for securing and backing up your content.
Rights you licence
When you upload or post content to our site, you grant the following licenses:
- A worldwide, non-exclusive, royalty-free, transferable licence to use, reproduce, distribute, prepare derivative works of, display, and perform that content in connection with the services provided by our site and across different media and to promote the site or services; and
- A worldwide, non-exclusive, royalty-free, transferable licence to allow third parties to use the content for their purposes.
We will only ever use your materials to carry out your instructions to us – unless, very exceptionally, a court or other regulator orders us to disclose them.
We do not guarantee that our site will be secure or free from bugs or viruses.
You are responsible for configuring your information technology, computer programmes and platform in order to access our site. You should use your own virus protection software.
You must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will cooperate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.
Linking to our site
You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it.
You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.
You must not establish a link to our site in any website that is not owned by you.
Our site must not be framed on any other site, nor may you create a link to any part of our site other than the home page.
We reserve the right to withdraw linking permission without notice.
The website in which you are linking must comply in all respects with the content standards set out in our Acceptable Use Policy on our site.
If you wish to make any use of content on our site other than that set out above, please contact email@example.com
Third party links and resources in our site
Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only.
We have no control over the contents of those sites or resources.
To contact us, please email firstname.lastname@example.org
These Terms and Conditions of service are copyright to Prime Secretarial Services.
Unless otherwise agreed by PRIME Secretarial Services in writing, these conditions shall be construed in accordance with English law and are in addition to your statutory rights.
In our terms and conditions of business, “the Company” shall mean PRIME Secretarial Services and “the customer” shall mean any private individual, company, firm, organisation trading with the Company.
2. Set-up, Activation and Renewals
Refund, Cancellation and Termination Policy
- All Subscriptions are payable in advance upon sign-up. The Customer, having subscribed to the Company’s services, has a 14 day ‘Cooling-off’ period in which they can cancel the agreement and have all monies paid returned to them.
- After the first 14-days of Service, a Customer may cancel their service at anytime by providing Notice of Cancellation to email@example.com. The Company will refund back to the Customer any balance remaining on the Customer’s Postal and Scanning Deposit accounts, however, any remaining Subscription/Service fees are not refundable
- In the event of providing Service to the Customer but the forwarding/collection Service having been suspended due to the Customer failing to provide their due diligence / ID documents requested [see section 3. Identification, Confidentiality and Privacy below], the Company reserves the right to terminate the services set-up for the Customer without refund of Subscription monies paid. However, the Company will refund back to the Customer any balance remaining on the Customer’s Postal and Scanning Deposit accounts.
Set-up and Delivery of Service
- The Company will set-up and deliver all services to the Customer by email on the same-day of application provided the the application was received before 16:00hrs GMT Monday to Friday. All applications received after this time, are processed on the following working day.
Confirmation and Activation
- The Company will a ‘Confirmation Email’ to the Customer to confirm the requested services are set up. Although the services are set-up, the Customer must provide the Identification documents requested in the Confirmation Email. [please refer to clause 3 below].
- Subscriptions to the Company’s services do not automatically renew. The Company will send a Renewal Notice to the Customer at their last known email address at least 14 days before expiry and should the Customer wish to continue with Service, then the Renewal fee must be paid on or before the date of expiry. The Company is not at liberty to provide continuation of service after expiration of a Customer’s Subscription.
3. Identification, Confidentiality and Privacy
- The Company is required by law (Money Laundering Regulations Act 2007 and the London Local Authorities Act 2007 – Section 75) to obtain 2 forms of identification from every individual utilising the Company’s services, together with certain business documents if our Services are being used by the Customer for business purposes.
- The Company will request Identification Documentation in the ‘Confirmation Email’ after services have been set-up (1 x Photographic ID such as a Passport or Driving Licence) and 1x Proof of Residential Address (such as a utility bill or bank statement within the last 3 months). The Company is further required to obtain certain documentation when our address is used for Business purposes. (ID – as above, for every Beneficial Owner of the business, Certificate of Incorporation (if applicable) and proof of where the business is actually operated from.
- The Company will set up the services the Customer has paid for, but any mail collection or forwarding will not take place until such time the requested Identification Documentation has been accepted by the Company. In the event that the Customer fails to provide such documents, the Company reserves the right to suspend and/or terminate the services set-up for the Customer without refund of Subscription.
- The Company may use the details that the Customer has provided on the Application Form by way of an electronic ID check to confirm the customer’s identity, company identity, address and other contact details in order to comply with the Company’s obligations under the said regulations imposed on the Company.
- Confidentiality – The Company undertakes not to disclose any of the customer’s details to any third party whatsoever. However, the customer agrees that the Company may have to supply details of the Customer to legal bodies if so legally obliged to or requested by law.
4. Service Provision
- General Usage – The Company will provide a Street Address or Box Number for utilisation by the Customer, for which the Customer may utilise for any Private or Business purpose. However, the Customer agrees with the Company not to carry on any business which could be construed or interpreted by the Company as illegal, defamatory, immoral or obscene. In addition, the customer agrees not to use the business address, telephone/fax numbers, email address of the Company for any of the aforesaid purposes.
- The company reserves the right, if necessary, to screen, x-ray or open mail and packages addressed to the customer in order to meet its obligations under the Money Laundering Act 2007. Further, the company reserves the same right to screen, x-ray or open mail or packages addressed to the customer to meet it’s security obligations before shipment in relation to prohibited shippable items, if necessary.
- Packages and Parcels – The Customer can use the address to receive both letters and parcels. However, if at any time the Customer is receiving more than 50% of their total mail volume as packets or parcels, the Customer may be required to upgrade their service to a ‘Parcel Service’ which is charged at double the service fees on our Price List.
- Liability, Losses and Damages – The Company will take all reasonable steps to ensure accurate and efficient dealing with all communications received for the customer and that mail is handled in accordance with the Customer’s instructions that they have in place at the time of handling. However, no warranty or liability is accepted by the Company, its staff or agents in relation to services provided, nor for losses or damages to the Customer nor money, valuables or loss of business, however so caused.
- The Customer will fully indemnify the Company against all liabilities, expenses, losses, claims, damages or penalties incurred by the Company is respect of this Agreement and due to the way in which the business services are however occasioned including through defamation, suing or being sued as a result of the breach whatsoever and howsoever committed by the Customer or any third parties. The Company, its staff or agents will have no liability to any third party.
5. Mail Forwarding Service and Charges
- The Company will forward mail on to the customer in accordance with the Customer’s instructions on the Application Form (or confirmed instructions during the duration of the Contract).
- The Customer will provide an initial Postage Account of £30.00 from which the Company will deduct all handling, packing and postage charges at the time mail is forwarded. Upon dispatching the Customer’s mail, the Company shall bundle together all mail received and send the same to the Customer in an unmarked envelope/pack plus the applicable postage/courier/Envelope charge according to the size/weight of the bundle of mail.
- The Company will charge a handling fee of 15p for every mail item included in the dispatch, 65p for every Registered item included in the dispatch and £2.50 for every parcel we dispatch. Postage To-up Invoices are sent from time-to-time according to usage. The Company may, at its discretion, continue to send forward mail even though the Customer has a debit balance.
6. Mail Hold / Collection Service and Charges
- If the Customer does not choose to have their mail forwarded, the Customer may collect their mail from the Address they use with the Company free of charge, except at our WC1 office where we charge 12p per letter collected, 65p per Registered Item collected and from £1 for every parcel item collected.
- Duration – A Customer who has opted for Mail Hold or Mail Collection will have their mail held at the Company’s office pending collection or further instructions. If mail is held, the Company will hold the Customer’s mail for the duration of subscription paid. However, if in the event that, in the Company’s view, a Customer for whom we hold mail / correspondence / parcels etc for accumulates a disproportionate level of the same, the Company shall notify the Customer by Email and request that the Customer makes arrangements for the Company to forward on all mail / correspondence / parcels etc held to the Customer or for the Customer to have the same collected from the premises at which we are providing service. At the Company’s absolute discretion, it reserves the right to levy additional storage and/or handling charges where necessary.
- If the Customer, who having chosen to have their mail held for collection, requires either ad-hoc or regular Mail Forwarding, must send a request for the same in writing to the Company. The Customer will provide an initial Postage Account of £30.00 if not already having done so at the time of application from which the Company will deduct the Franking, Envelope and Label Charges as per ‘Mail Forwarding Service and Charges’ above. Mail will be forwarded to the account address provided on the customer’s initial application unless an alternative address is provided by the customer for each and every ad-hoc dispatch.
7. Accounts, Payments and Renewals
- Renewals – The Company will send a Renewal Notice to the customer at their last known E-Mail address at least 14 days before expiry and should the Customer wish to continue with Service, then the Renewal fee must be paid on or before the date of expiry. The Company is not at liberty to provide continuation of service after expiration of a Customer’s Subscription.
- Changes of Fees and Service – The Company shall notify the customer in writing of any changes in fees or services. Any changes or alterations to services will take effect no earlier than 14 days.
- Postage / Scanning Top-ups – Top-ups for charges incurred by the Company will be sent from time to time according to volume usage. Credit requests are to be paid strictly within the 5-day settlement terms stipulated on the request. If the customer fails to pay a Credit Request, the Company may withhold such services / mail / messages / correspondence or article(s) belonging to the customer until such payment is made. The Company shall have a general lien on all belongings of the Customer that may be on the Company premises and/or for all monies owing by the customer to the Company on any account whatsoever.
- The Company may
(i) terminate the contract of service
(ii) retain all payments already made or
(iii) vary the terms or length of the Contract to cover payments due.
8. Customer Breach of Terms
- In the event of breach by the Customer of any of the above conditions, the Company may terminate this Agreement forthwith without any explanation whatsoever as to reason by sending written notice of such termination to the Customer of which a prepaid letter addressed to the customer at his last known address shall be deemed sufficient notice. Subscription fees are not refunded.
9. Provision of up-to-date contact information
- The Customer hereby confirms that the information provided on the Application Form is accurate at the time of completion and any change(s) of customer’s personal details or business details will be notified to the Company immediately.
- The Company reserves the right to suspend or terminate a Customer’s service if we are unable to contact them appropriately.
10. Termination of Service(s)
- This agreement is subject to written Notice of Termination to be given by either party addressed by the Customer to the Company or by the Company to the customer respectively. Fees and subscriptions are not refundable in the event of an early termination nor are Subscriptions transferable.
11. Changes to Terms and Conditions
- The Company may vary or change these Terms and Conditions as required and notice of such changes will be provided to the Customer by Email no less than 14 days before any such variations or changes take place.