Appointed Representative Virtual Office Customer Terms and Conditions


Terms &Conditions


Initial Information

Please read this document carefully, as it contains key information regarding the Services that are being provided. It should be read in conjunction with the registration process.

Your use of The Services will confirm your acceptance of these Terms & Conditions which will apply to your usage of The Services.

All Clients will be introduced to the Services by an Appointed Representative. By registering as a Client of an Appointed Representative, a legally binding agreement is formed between the Client, the Appointed Representative and the provider of The Service systems and licence (FTBS), as detailed below.

If you have any queries regarding the Services being provided, you should in the first instance, contact the Customer Services team of the Appointed Representative as specified below.


Service systems and license provided by:

Forward Thinking Business Services Limited (“FTBS”), registered in England and Wales under the Companies Act 1985 and with its registered offices at 9 North Street, Rugby, Warwickshire CV21 2RA.


Appointed Representative:

Forward Thinking Business Services Limited (“FTBS”), registered in England and Wales under the Companies Act 1985 and with its registered offices at 9 North Street, Rugby, Warwickshire CV21 2RA.

Customer Services contact information: [ ]

Website: [www.Freevo.co.uk ]

The Trading Name: [ ]


Glossary of Definitions

  1. “The Client” means all such persons as complete and sign an application form indicating the Appointed Representative that has introduced them.
  2. “The Location” means any post sorting office or handling centre or other place where FTBS, the Appointed Representative or any third party appointed by either or both of them carries out administrative functions.
  3. “The Services” means telephony, postal and other relevant operations provided by FTBS.
  4. “The Virtual Office Address” means the address provided to the Client.
  5. “The Trading Name” means the name used by the Appointed Representative to brand the services.

General Terms

  1. The Appointed Representative will introduce Clients and will deal with all client enquiries, procedures and complaints in relation to the Services. FTBS has been established to deal with forwarding of telephone calls, faxes, email and post according to instructions received from the Client who is the only person registered with the Appointed Representative to give or to amend instructions.
  2. FTBS has entered into an agreement with the Appointed Representative to provide the required systems, processes and licences to enable the Appointed Representative to provide the Services to the Client.
  3. All individuals who give instructions must be aged 18 and either be the Client or be acting for and on behalf of the Client under a clear power or authority to do so (and evidenced to the Appointed Representative) and must agree to and abide by all the terms and conditions set out herein.
  4. The Service does not impose any initial charge on joining the Service but certain charges may apply at the discretion of the Appointed Representative. All charges are provided on the price list available on the website of the Appointed Representative.
  5. The Appointed Representative reserves the right to vary the above rates at its discretion at any time and any price alterations will be notified to the Client by notice on the website of the Appointed Representative.
  6. There may be occasions when the Appointed Representative will not be able to provide the Services due to system failure or other circumstances. The Appointed Representative reserves the right to change or suspend or, in certain circumstances, terminate the services being provided until such time as it is in a position to resume normal services. In the event of a change in the Service, neither the Appointed Representative nor FTBS will be held liable for any direct or indirect consequential loss or damages whatsoever.
  7. The Appointed Representative, FTBS or any other party appointed by either or both of them, may record or monitor telephone conversations for security and training purposes, and by accepting these Terms & Conditions, the Client gives consent to such recording.
  8. The Appointed Representative and FTBS will use reasonable efforts to ensure that the information available on the website and in relation to the services being provided at any time is accurate and not misleading. However, certain information is provided by third parties and the content cannot therefore be guaranteed to be free of error or omission. Reasonable effort is made to ensure that these details are accurately maintained.

Payment Terms

  1. Clients will be required to make payments on the basis of the Services that they have requested and, in the event that any credit card payment is declined, insufficient funds are provided, a cheque or direct debit instruction are rejected or there is late payment, the Appointed Representative will suspend or terminate the provision of Services.
  2. The Appointed Representative reserves the right to terminate the service if payment has not been received within the agreed time.
  3. The Client will reimburse the Appointed Representative for all sums of money expended and charges made at the then current rate by the Appointed Representative in respect of the provision of the Services pursuant to this Agreement.
  4. If payment is not made within 7 days of the due date, the Appointed Representative shall be entitled to interest on the sum due at 2% above the base rate of Barclays Bank PLC calculated on a daily basis (“Base Rate”).
  5. In the event of the Client failing to discharge his liability to the Appointed Representative for the Services provided by the Appointed Representative within 7 days of such payment becoming due, the Appointed Representative shall be entitled:
    1. to retain any correspondence addressed to the Client and telephone and fax messages intended for the Client until the Client makes the payment owing to the Company;
    2. to exclude the Client from further use of any services facilities and equipment until all outstanding sums are paid; and
    3. forthwith to terminate this Agreement and, at its discretion to retain and/or dispose of all undelivered messages and post.
  6. Any services suspended, may be reinstated at the discretion of the Appointed Representative on payment of a £20 fee and the clearance of any due payments.
  7. A £20 Administration Fee will also be applied for
  8. failed or referred payments.
  9. Any additional charges will be payable when invoiced. The Appointed Representative reserves the right to charge interest at 2% above Base Rate and/or suspend services in respect of invoices outstanding for 7 days or longer.

Liability

  1. The Appointed Representative and FTBS, jointly and severally, have used reasonable care and skill in compiling the content of this website and the associated software. However, neither the Appointed Representative nor its suppliers make any warranty:
    1. that access to the site and/or related services will be uninterrupted; or
    2. as to the accuracy of any information on the Appointed Representative’s website; and neither the Appointed Representative nor any of the suppliers accept liability for any errors or omissions on the site.
    3. The material displayed on the website is provided without any guarantees, conditions or warranties as to its accuracy. To the extent permitted by law, the Appointed Representative and FTBS and third parties connected to them, expressly exclude:
      1. All conditions, warranties and other terms which otherwise would be implied by statute, common law or equity; and
      2. Any liability for any direct, indirect or consequential loss or damage incurred by any user in connection with the website or any websites linked to it and any materials posted on it, including, without limitation any liability for (i) loss of income or revenue; (ii) loss of business or profits; (iii) loss of data or for any other loss or damage of any kind, howsoever arising.
    4. Where the Appointed Representative website links to other sites and resources provided by third parties, these links are provided for the Client’s information only. Neither the Appointed Representative nor FTBS has control over the contents.
    5. The Client will fully indemnify the Appointed Representative and FTBS against any expenses cost claims damages or penalties incurred by the Client or any third party in connection with this Agreement howsoever occasioned.
    6. The Client will not send or deliver or cause to be sent or delivered to the Location any illegal, noxious, harmful, dangerous, live, perishable or bulky objects.
    7. The Client will not carry on any business which could be construed by the Appointed Representative as illegal, defamatory, immoral or obscene and will not use the Location whether directly or indirectly for any such purpose.
    8. The Client may not use any Virtual Office address as its registered office (without prior approval of the Appointed Representative in writing).
    9. The Appointed Representative reserves the right to terminate the Services and impose a charge of £500 in the event of any breach of this provision.
    10. The Appointed Representative in its absolute discretion shall be entitled to (i) destroy any mail or messages not collected or forwarded in accordance with these Terms and Conditions and (ii) refuse to accept any quantity of items which the Company considers unreasonable

Termination

  1. The Appointed Representative may terminate its role at any time and which will take effect immediately. Where practicable, the Appointed Representative will give notice in writing to the Client. The Client must give at least 1month’s notice and shall be without prejudice to the completion of Services provided by the Appointed Representative which will, at its discretion, continue to provide services during the termination period and be entitled to the appropriate remuneration for providing the relevant Services.
  2. After termination, any post received by the Appointed Representative will, for a period of 1 month, be returned to the sender, any telephony or email services will be presented with an appropriate message notifying the enquirer that the service has been discontinued and which shall continue until the relevant number is re-assigned to a new client.
  3. The Client has the responsibility to notify all other relevant parties that the Services have been discontinued.
  4. The Client has the responsibility to cancel any future payments after the termination period and the Appointed Representative is able to retain such funds as it may deem appropriate in the circumstances.

Operational Matters

  1. Provision of Services

the Appointed Representative will provide the following Services:

  1. Receive mail addressed to the Client and (at the Appointed Representative’s discretion) either arrange for the collection of such mail by the Client or post such mail on to the Client at the address as stored within the system or such other single UK address as shall have been notified by the Client to the Appointed Representative. In the event that the Appointed Representative receives more than 50 items of mail per day on behalf of the Client, the Client shall then pay (at the Appointed Representative’s discretion) a handling fee of 20% of the additional postage costs.
  2. Provide the Client with a limited quantity of specific dedicated telephone numbers, either with divert or with a mailbox service.
  3. The Appointed Representative, where required, shall forward calls to the Client at the numbers or address nominated by the Client.

Information regarding the Client

  1. The Client is required to provide certain information to the Appointed Representative in accordance with its Information Policy. By using the site, the Client consents to the processing of such information by the Appointed Representative and warrants that all data provided by the Client is accurate.
  2. For legislation & compliance reasons, in accordance with section 75 of the London Local Authorities Act 2007 and such money laundering regulations as apply to the service, the following documents are required to be provided by the Client and held by the Appointed Representative:
    1. A certified copy of the passport/s of the signatories to this contract
    2. An original utility bill clearly identifying the signatory and their address
  3. Additionally:
    1. If the Client is an existing business, a description of the principal activities of that business should be provided together with a copy of the incorporation certificate and details of the company’s directors;
    2. And/or any other documentation requested.
  4. the Appointed Representative agrees that it will deal with Client information in accordance with the Data Protection Act 1998.

Copyright and Intellectual Property Protection

  1. This site is protected by copyright.
  2. It is published by the Appointed Representative and it is made available to the Client on the following terms which apply to the whole or any part of the Services, the website and reference to the site shall include all or any part of the site:

(a) the site is for the Client’s use only and not to be reproduced for use by any other third party;

(b) the Client may not copy or transmit or otherwise reproduce or make available the site on a network except for downloading on to a single CPU and viewing for private use only;

(c) the Client may not, except with the express prior written permission of the Appointed Representative, distribute or commercially exploit the site;

(d) the Client may not without express prior written permission of the Appointed Representative pass any or all of the underlying software to a third party;

(e) use of the site is at the sole risk of the Client;

(f) all other rights are reserved to the Appointed Representative and/or FTBS as appropriate;

(g) if you require any further information or if this site presents any problems, contact the Appointed Representative

(h) any infringement of the Appointed Representative's rights will result in appropriate legal action.


Jurisdiction and Governing Law

The terms and conditions and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales.

The English courts will have exclusive jurisdiction over any claim arising from, or related to, the Terms & Conditions and to your use of the service.


Customer Terms and Conditions


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