This SERVICE AGREEMENT (“the Agreement") constitutes a legally binding agreement between LowCost LetterBox ("LCLB" or “the Company”, “We”, “Our”, “us”, “we” or “our”) and the Customer (“You", “you”, “Your", “your” or “customers”). BY CHECKING THE BOX STATING THAT YOU HAVE READ AND AGREE TO THE FOLLOWING TERMS AND CONDITIONS AS PART OF YOUR REGISTRATION WITH LCLB, YOU CONSENT TO THIS AGREEMENT INCLUDING ANY FUTURE CHANGES OR ADDITIONAL POLICIES.
LowCost LetterBox, a trading style of Arjant Limited registered in England and Wales (Company No.: 06023630) agrees to provide mailbox, mail forwarding, virtual office, serviced office, telecom and other associated services to individuals and businesses ("the Customer") for a period of time ("the Term") at the premises ("the Centre ") specified in the Service Agreement (“the Agreement”), subject to the Customer accepting and agreeing to the Terms and Conditions set out below;
Mailbox, Virtual Office and Registered Office Services
Meeting Room, Serviced Office and Hot Desk Services
1) Mailbox, Virtual Office and Registered Office Services
1.1) We will provide you with a mailing address for use as a personal and/or business correspondence address at a fulfilment centre of your choice. You will pay a registration fee and a monthly subscription fee to use our services and facilities.
1.2) Whereas a physical mailbox is provided at the Centre, we will provide you with a mailbox key for which you will pay a deposit which is refundable upon return of the mailbox key.
1.3) You may use the mailing address as the legal Registered Office of your business on account that you comply with Companies House requirements and provide us with statutory information including full names and residential addresses of all directors.
1.4) We will receive on your behalf all pre-paid mail addressed to you and where a physical mailbox is provided, will deposit the same in your physical mailbox. Where a physical mailbox is not provided, we will keep the mail safe for collection or forward it to a nominated address.
1.5) We will receive on your behalf items of special, registered or recorded delivery. If you refuse to accept any such item, you will pay any costs or fees associated with its refusal or return.
1.6) We will receive on your behalf items requiring cash on delivery, subject to you making advance arrangements and the appropriate payment for their receipt.
1.7) We will forward mail to an address nominated by you at periodic intervals agreed between the parties. You agree to reimburse us for all postage and packaging costs associated with this service in addition to a handling fee.
1.8) Where you consent by way of your choice of service level or written request, we will open, scan and store items of mail on our server for you to download. Digital files are stored for a period of 90 days during which you are requested to download and store on your computer or electronic device. Files will be deleted permanently from our server after this period. If required, you agree to pay a handling fee for this service.
1.9) We may in our absolute discretion refuse to accept delivery of or forward or scan and store any item if there is;
1.9.1) no or insufficient prepaid postage; or
1.9.2) any payment outstanding; or
1.9.3) in our opinion, delivery, forwarding or scanning & storing of the item is in breach of Condition 5; or
1.9.4) you are sent an unreasonably large item or an unreasonable volume of mail; or
1.9.5) any item received is addressed to an individual or business name not listed as a mailing name within the Agreement; or
1.9.6) the Service is being used for the storage or delivery of items of value.
1.10) If you use the Service address for advertising purposes including but not limited to printed or online directories, search engine portals or a website, payment will be required to cover the entire advertising period for which our mailing address is displayed. Basic plan subscribers are not entitled to using our address for advertising.
1.11) You agree to collect the mail regularly, at least once every calendar month. Packages and parcels must be collected within 72 hours of delivery notification. We reserve the right to charge a package holding fee on uncollected items.
1.12) If you fail to remove any item within one month of notification, you authorise us, in our absolute discretion, to destroy such items or to forward them to you at your last known address or to return to the sender without further notice at your own risk and expense.
1.13) If you lose the mailbox key to the physical mailbox or fail to return it to us on termination of the Agreement, you will forfeit the key deposit referred to in 1.2 above.
1.14) You agree to notify us immediately if the mailbox key is lost or stolen. Upon notification, you authorise us to replace the lock to the physical mailbox and agree to pay a key replacement fee.
1.15) Any person having possession of your mailbox key is deemed to be authorised by you and we will not be bound to enquire into the authority of such a person. We will not be liable for any loss or damage arising in the event that the mailbox key is in the possession of an unauthorised person.
1.16) You may, subject to availability, request us to upgrade the mailbox size or the Service at any time. Fees will be adjusted accordingly.
1.17) You may, subject to availability, downgrade the mailbox size or the Service only at the service renewal date.
1.18) Items of mail larger than 15cmx15cmx15cm or 1kg addressed to you will be subject to a handling fee.
1.19) We may, at our sole discretion, amend the acceptable parcel size and weight requirements without prior notice to you.
2) Meeting Room, Serviced Office and Hot Desk Services
2.1) We will provide you with a meeting room, hot desk or serviced office facility at the Centre during the date and time specified in your booking.
2.2) We will not give you legal estate, lease, tenancy or agreement to share the use of the facility on the dates specified. All accommodations remain the property of LCLB.
2.3) We will notify you of the details of the booking and the facility prior to the start date.
2.4) We will notify you in advance of any testing, repair or other works to be carried out unless there is an emergency.
2.5) You agree to take care and respect all equipment, fixtures and fittings and comply with all health and safety and fire regulations.
2.6) You agree to be responsible for any damage caused by you, your employees or persons you have invited into the Centre.
2.7) You agree not to transfer this Agreement or any rights to any person. This Agreement is personal to you and is not capable of being transferred or passed on to anyone else.
2.8) Unless you have a Mailbox or Virtual Office service Agreement in place, you must not use the Centre address for any post deliveries.
2.9) Payment for the service should be made in full at least 7 days prior to the time and date booked.
2.10.1) We will not insure any furniture, equipment or goods that you bring into the Centre.
2.10.2) You should obtain and maintain adequate insurance to cover:
188.8.131.52) liabilities to your employees;
184.108.40.206) liabilities to third parties.
3) Telecom Services
3.1) We will provide you with a virtual landline telephone number for the term specified.
3.2) Where a call forwarding service is required, we will automatically divert calls from your virtual landline number to another telephone number provided by you.
3.3) Where a call answering service is required by you, we will handle the calls on your behalf based on the information you provide. You will be notified of any messages via email.
3.4) You agree to pay for all call forwarding and handling charges determined by us. You agree to maintain sufficient call deposit account balance at all times to cover the charges.
3.5) We will notify you in writing at least 30 days in advance of any price increase.
3.6) We may, in our absolute discretion, refuse to accept calls or forward messages for any reason, including, without limitation, that there is;
3.6.1) Any payment outstanding; or
3.6.2) Abusive or anti-social behaviour by the caller; or
3.6.3) The Service is used for unreasonably high volume of calls.
4) Associated and Other Services
4.1) 4.1) We will provide you with a “Customised Service” tailored to your requirements or refer you to a third party.
4.2) Where a Customised Service is provided, we will provide the Service in the Agreement. You agree to pay for the Service in full in advance or at intervals specified by us.
4.3) Where we refer you to a third party, we will solely act as an introducer and any agreement made between you and the third party is your absolute responsibility. We will not be a party to the agreement. We may receive a fee from the third party for introducing you, agreed between us and the third party.
5) Permitted Use of Service
5.1) You agree not to use the Service for illegal, immoral, dangerous, offensive or anti-social purposes and will not carry out any hazardous act or trade at the Centre. If you do, we may report the same to the relevant authority.
5.2) You agree not to send or deliver or permit to be sent or delivered to the Centre any high value items or illegal, defamatory, obscene, dangerous or bulky object or material.
5.3) You agree not to do anything which causes or threatens to cause any nuisance, annoyance, damage, disturbance, inconvenience or injury to us or any other person in the Centre.
6) The Payment
6.1) Unless specified otherwise, the payment for the Service provided by us is payable in full in advance.
6.2) We will collect all future service renewal payments automatically by charging your card or account on the due date. You may request us to opt you out of automatic service renewal. Whereas you agree to automatic service renewal, you agree that sufficient cleared balance is made available to your payment method for the payment to be processed by the due date.
6.3) If the payment becomes uncollectable or you fail to make the payment by the due date, we may suspend the Service until the payment is made in full. In addition, we may charge a late payment fee. Any mail item received for you after the expiry of the existing Term may, at our absolute discretion, be retained for up to 30 days pending payment or returned to sender.
6.4) If any payment or other sums are outstanding to us, we shall suspend delivery of all uncollected items until such payments are duly made.
6.5) If payment is late by more than 30 days, we will terminate the Service and commence legal proceedings to recover the outstanding balance. We will add the costs incurred for debt recovery to your outstanding balance.
7.1) You agree to us taking and holding a Service Deposit and authorise us to charge all costs and fees associated under your Agreement to the deposit account.
7.2) You agree to maintain adequate balance at all times to cover future costs.
7.3) Upon termination of the service, subject to no outstanding payments from you, we will return any residual money to you.
8) Service Availability
8.1) If Service availability becomes disrupted or terminated at the Centre in your Agreement, we will notify you immediately and offer to transfer the Service to an alternative Centre.
8.2) If you refuse to accept the offer of transferring Services to another Centre, we will terminate the Agreement and refund unused funds covering the period of the Agreement. Upon termination, you agree not to hold us liable for any losses or damages arising from the termination of the contract.
9) Cancellation and Refund
9.1) All service cancellation requests must be given in writing.
9.2) Where you have subscribed to Mailbox, Mail Forwarding or Virtual Office service via our online portal, you may cancel the order and receive a full refund provided that you have not used the Service and requested cancellation within 24 hours of the purchase transaction. Cancellation requests after 24-hours has elapsed and up to 14 days of your initial booking will incur a cancellation fee of £25 to cover administration costs. The remaining funds will be returned by us provided you have not used the Service. No refund is due for cancellations after 14 days.
9.3) Cancelling a meeting room, hot desk and serviced office bookings are non-refundable unless you provide us with at least 48 hours notice whereby a full refund is given.
9.4) No refund is due for cancellation of Customised Service.
10) Term and Termination
10.1) Where you subscribe to Mailbox, Mail Forwarding, Virtual Office or Telecom Service, the minimum service period will be 3 months.
10.2) The Service will be considered live and operational once we have confirmed purchase. The Term will commence at this time regardless of completion of your identity verification.
10.3) We may postpone the start date subject to receiving a written request from you within 7 days of the Service purchase date.
10.4) Unless you request termination of the service, the Service Agreement will be renewed automatically at the end of each Term, on a rolling basis, for the same service period. Termination of the Service should be in writing at least 30 days prior to the expiry of the Term.
10.5) Subject to us receiving written notice of termination from you at least 30 days in advance, the Agreement will cease on the last day of the current Term.
10.6) You may terminate the Service at any time. Except for the provision in clause 8.2, there will be no refunds for early termination of the Service by you.
10.7) Upon termination of the Agreement, you are not permitted to use our property address for receiving mail or promoting your business on stationery, websites, Google location services and statutory registries.
10.8) We may terminate the Service immediately if you breach any of these Terms and Conditions. There will be no refund.
10.9) We have the right to refuse delivery of mail on your behalf or, if illegal activity is suspected, handover the mail to the relevant authority. Following termination of your Agreement, you authorise us to retain, destroy, return to the sender or forward to your last known address, any items of mail addressed to you or any items held at the Centre which are your property. Any mail that is forwarded to you is at your own risk and expense.
10.10) If we intend to terminate your booking for a meeting room, serviced office and hot desk services, you will be notified in writing and required to vacate the premises immediately.
11) Liabilities and Indemnities
11.1) You will reimburse us for any expense, liability, loss, claim or proceedings arising from the use of the Service, unless we are negligent.
11.2) Our liability in respect of any damage or loss to mail deliveries is limited to £10 per claim and in aggregate shall not exceed the amount of the payment in any term.
11.3) We shall not be liable for any direct, indirect or consequential loss, including loss of profit, liabilities, costs, claims, demands or expenses arising from any event beyond its control including, but not limited to, any loss, damage, delay or mis-delivery on the part of Royal Mail or any other carrier.
11.4) In the case of meeting room, serviced office or hot desk services, if the Service is disrupted due to our fault, our liability is limited to the fee paid for the Service.
11.5) We will not be liable for any additional costs or expenses as a result of Force Majeure. It is your responsibility to take out insurance against such risks.
11.6) We will not be liable for any loss, damage, expense, failure or claim of any kind relating to other facilities, goods or services which you may at any time agree to purchase or hire directly from us.
11.7) Neither we nor anyone employed by Arjant Limited will be liable for any loss to you or any other person (including consequential economic loss) for any damage to furniture, equipment or goods in the Centre whether or not the loss or damage is due to any act or omission, negligence or willful default by us. Any other representations, conditions, warranties and other terms whether written, oral, statutory or otherwise, may be inconsistent with this condition are expressly excluded.
12) Proof of Identification
12.1) In compliance with The Money Laundering and Terrorist Financing (Amendment) (EU Exit) Regulations 2020 (as updated from time to time) and London Local Authorities Act 2007 (Section 75), we will perform checks to verify your identity and, business name and relationship to the business (if applicable) to the relevant authority. This may include capturing and storing identity documents, photos and checking your personal details against electronic and other databases (public or otherwise). You must provide, prior to using the Service:
12.1.1) the full name, address and telephone number of all persons for whom mail is to be received, held, forwarded or scanned and the reason for the service request;
12.1.2) in the case of a business, details of the business for which mail is to be received, held, forwarded or scanned, full names and addresses of all directors or owners and statutory status documents.
12.1.3) Original forms of identification for all persons and businesses, of a type approved by us, including a “proof of photo identity” and a “proof of address”. We may disclose this information if requested by an appropriate authority for the purpose of fraud and crime prevention or if required for the pursuit of legal action;
12.2) We are obliged to maintain accurate and current details of you as required by the relevant UK authorities. These requirements may change from time to time. You will promptly advise us of any change in details and provide relevant information. Mail and packages may be withheld and/or inspected at our discretion, pending investigation of the information provided.
13) Governing Law
13.1) The rights and obligations of LCLB and our customers under this Agreement shall be governed and construed in accordance with the law of England and Wales and is subject to the exclusive jurisdiction of the courts. These Terms and Conditions shall prevail notwithstanding any conflict in respect of the Service or any other services provided by us.
14) Data Protection Act 2018
14.1) The information you provide may also be used to verify identity. That information will be held securely on our system. It will only be shared with other group companies and their trading partners for use exclusively in connection with the provision of our Services. It will not be passed to any other party without your express permission, unless we are required to do so by law or regulation. We will store the information and our verification thereof in accordance with relevant legislation after which it will be destroyed. The Act confers rights of access to certain information we hold. Details are available on request. In addition, this information may be used for the prevention or detection of offences for fraud prevention purposes. We may share any information we collect with the crime prevention agencies to assist with their investigations and/or enquiries as well as other public or private sector agencies or representative bodies complying with legislation and in accordance with relevant statutory and regulatory obligations.
16.1) The materials provided within this website are intended for informational purposes only. They are not meant to encompass LCLB in its entirety, but rather to provide a snapshot of the company and its services. All content, graphics, design, database programming and functionality contained within are copyright of LCLB. No information on this site may be used or reproduced without express written permission of LCLB. Any violation will be prosecuted to the fullest extent of the law.
16.2) Although we make every effort to ensure the accuracy of this website, we cannot guarantee that all information contained herein is error-free and up-to-date. To the extent permitted by law, we shall not be liable for any damages whatsoever arising from misuse of this site or from outdated information.
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