Terms and Conditions

VIRTUAL OFFICE TERMS AND CONDITIONS


Effective Date: [DATE]


These Terms and Conditions (“Terms”) govern the use of the virtual office and related services provided by [BUSINESS NAME], with business address at [BUSINESS ADDRESS] (“Company,” “we,” “us,” or “our”).


By applying for, purchasing, renewing, or using any of our services, the customer (“Client,” “you,” or “your”) agrees to these Terms.


1. Services


Depending on the package selected, we may provide one or more of the following:

  • Use of a designated business address;
  • Receipt of ordinary business mail;
  • Mail or package notification;
  • Mail collection;
  • Mail forwarding;
  • Document scanning, where offered;
  • Reception or administrative support;
  • Meeting room or workspace access;
  • Telephone answering or related communication services; and
  • Other services specifically included in your subscription or service order.

Only services expressly included in the Client's selected plan are included in the applicable fee.


Additional services may be subject to additional charges.


2. Nature of the Virtual Office Service


Unless we expressly enter into a separate written lease agreement with you, the virtual office service does not create a lease, tenancy, ownership interest, permanent physical office, or exclusive right of possession over any portion of our premises.


The Client receives only the contractual right to use the services included in the selected plan, subject to these Terms.


The Client may not represent that it owns, leases, or exclusively occupies our premises unless separately authorized in writing.


3. Eligibility and Authority


The person entering into this agreement must:

  1. Be legally capable of entering into a binding agreement; and
  2. If acting for a company, partnership, sole proprietorship, organization, or other entity, have authority to bind that entity.

We may request reasonable proof of identity, authority, business registration, address, or other supporting documentation before activation or during the service period.


4. Identity and Business Verification


To protect our business address, customers, building occupants, and the public, we may require reasonable verification procedures.


The Client agrees to provide accurate, complete, current, and authentic information and documents requested for account verification.


We may refuse, suspend, or terminate service if:

  • Required verification information is not provided;
  • Documents appear false, altered, misleading, or materially inconsistent;
  • The Client provides false information regarding its identity or business;
  • We reasonably believe the service is being misused; or
  • Continued service would expose us to significant legal, regulatory, security, reputational, or operational risk.

5. Permitted Use of the Business Address


Where included in the selected plan, the Client may use the designated virtual office address for legitimate business purposes, including business correspondence and other purposes expressly approved under the service package.


Use of the address for SEC, DTI, BIR, LGU, banking, licensing, marketplace, payment-provider, or other registration purposes is subject to:

  1. The Client's selected plan;
  2. Our written policies;
  3. Building or property rules;
  4. The requirements of the relevant government agency, financial institution, platform, regulator, or third party; and
  5. Applicable Philippine laws and regulations.

We do not guarantee that any government agency, bank, financial institution, platform, licensing authority, or third party will accept a virtual office address for a particular registration or transaction.


The Client is responsible for independently confirming the requirements applicable to its business.


6. Prohibited Use


The Client must not use the virtual office, business address, mail service, facilities, or Company name:

  • For any unlawful, fraudulent, deceptive, or misleading activity;
  • To impersonate another person or organization;
  • To provide false or misleading information to customers, government agencies, banks, financial institutions, platforms, or third parties;
  • For activities that violate applicable laws, regulations, permits, licenses, sanctions, court orders, or regulatory requirements;
  • To falsely represent that the Client owns or exclusively occupies our premises;
  • To interfere with the operations, safety, reputation, or rights of the Company, building owner, other customers, personnel, or third parties;
  • To receive items that are prohibited by applicable law, building rules, courier restrictions, or our written policies; or
  • For any activity that we reasonably determine creates a significant safety, legal, regulatory, or security risk.

We may immediately suspend the affected service when reasonably necessary to protect persons, property, systems, or legal rights.


7. Client's Legal and Regulatory Responsibilities


The Client remains solely responsible for:

  • Registering its business correctly;
  • Obtaining and maintaining permits, licenses, certificates, and tax registrations;
  • Filing reports and returns;
  • Paying applicable taxes and government charges;
  • Maintaining accurate information with government agencies and third parties;
  • Complying with laws and regulations applicable to its business; and
  • Determining whether use of a virtual office address satisfies applicable registration, licensing, zoning, banking, tax, or regulatory requirements.

Our provision of a virtual office address does not constitute legal, tax, accounting, regulatory, or business-registration advice.


8. Mail and Package Handling


Mail handling is subject to the Client's selected package and our operational policies.


Mail Notification


Where included, we will use reasonable efforts to notify the Client through [EMAIL/SMS/APP] when qualifying mail is received.


Collection


Only the Client or an authorized representative may collect mail, subject to reasonable identity verification.


Forwarding


Mail forwarding is available only where included in the Client's plan or separately requested and paid for.


Courier, postage, handling, packaging, insurance, and related fees may be charged separately.


Scanning


We will scan documents only where the service is included in the plan or specifically requested and authorized.


Packages


We may establish reasonable size, weight, quantity, security, storage, and courier restrictions.


We may refuse delivery of items prohibited under law, building policies, courier requirements, or our operational policies.


Unclaimed Mail


Mail left unclaimed for more than [NUMBER] days may be subject to storage fees.


After [NUMBER] days, and following reasonable notice where practicable, we may return mail to sender, transfer it to an agreed forwarding address, or otherwise handle it in accordance with applicable law and our documented mail policy.


9. Confidentiality of Mail


We will take reasonable steps to protect the confidentiality of Client mail.


We will not intentionally open Client correspondence unless:

  • The Client has requested or authorized scanning or another service requiring access;
  • Opening is reasonably necessary to perform an expressly requested service; or
  • Access is required by applicable law or lawful government order.

The Client is responsible for maintaining accurate contact and forwarding information.


10. Service Limitations


We will use reasonable care in providing our services. However, we are not responsible for delays or failures outside our reasonable control, including those caused by:

  • Postal or courier services;
  • Incorrect or incomplete addressing;
  • Government actions;
  • Building closures or restrictions;
  • Internet or telecommunications outages;
  • Utility interruptions;
  • Natural disasters or emergencies; or
  • Other events beyond our reasonable control.

The Client should not use the virtual office as the sole destination for correspondence requiring guaranteed or time-critical delivery unless suitable arrangements have been agreed in writing.


11. Fees and Payment


The Client agrees to pay:

  • Subscription fee: PHP [AMOUNT] per [MONTH/YEAR];
  • Setup fee, if applicable: PHP [AMOUNT];
  • Security deposit, if applicable: PHP [AMOUNT];
  • Mail forwarding, courier, scanning, meeting room, administrative, or other additional charges according to our current price list.

Fees are due on [PAYMENT DATE/TERMS].


Applicable taxes will be charged as required by law.


12. Late or Failed Payments


If payment is overdue, we may:

  1. Send payment reminders;
  2. Temporarily suspend non-essential services;
  3. Charge a disclosed and lawful late-payment fee of [AMOUNT OR RATE], where applicable; or
  4. Terminate the service in accordance with these Terms.

Suspension or termination does not remove the Client's obligation to pay fees already incurred.


13. Renewal


The service will [AUTO-RENEW / EXPIRE AT THE END OF EACH TERM].


If automatic renewal applies, the Client will be informed of the renewal arrangement and applicable recurring charges.


The Client may cancel renewal by giving at least [NUMBER] days' notice before the next billing date.


14. Cancellation and Refunds


The Client may cancel the service by providing written notice through [EMAIL/PORTAL].


Unless otherwise required by law:

  • Setup or activation fees are [REFUNDABLE/NON-REFUNDABLE] once setup has been completed;
  • Used portions of a subscription are [REFUNDABLE/NON-REFUNDABLE];
  • Prepaid unused periods will be handled according to the Client's selected plan and disclosed refund policy; and
  • Outstanding courier, mail handling, meeting room, or other usage charges remain payable after cancellation.

Nothing in this section limits mandatory rights available under applicable law.


15. Suspension or Termination by the Company


We may suspend or terminate an account where reasonably necessary because of:

  • Non-payment;
  • Material breach of these Terms;
  • False or fraudulent information;
  • Failure to complete reasonable identity verification;
  • Unauthorized use of the business address;
  • Serious or repeated disruption of our operations;
  • Suspected unlawful or fraudulent activity;
  • A lawful request or requirement from a competent authority;
  • A building, landlord, legal, or regulatory restriction preventing continued provision of the service; or
  • A material risk to persons, property, systems, customers, or the Company.

Where circumstances permit, we will provide reasonable notice and an opportunity to address a curable breach before termination.


Immediate suspension may occur where necessary for security, fraud prevention, legal compliance, or protection of third parties.


16. Obligations After Termination


When the service ends, the Client must immediately stop representing itself as an active virtual office customer.


Within [NUMBER] days, the Client must remove or update the virtual office address from websites, advertisements, invoices, directories, registrations, government records, online platforms, and other materials where continued use is no longer authorized.


The Client remains responsible for notifying government agencies, customers, banks, suppliers, couriers, and other relevant third parties of any change of address.


Mail received after termination may be returned to sender or handled according to our post-termination mail policy and applicable law.


17. Meeting Rooms and Physical Facilities


Where meeting rooms or workspaces are offered:

  • Use requires advance booking;
  • Access is subject to availability;
  • The Client must comply with building rules and safety requirements;
  • Guests remain the Client's responsibility;
  • The Client is responsible for damage caused by the Client or its guests beyond normal wear and tear; and
  • Use outside booked hours may incur additional fees.

18. Client Account Security


The Client must keep passwords, access codes, collection authorizations, and account credentials secure.


The Client must notify us promptly if it suspects unauthorized access or unauthorized collection of mail.


We may reasonably rely on instructions received through verified Client contact channels unless we have been notified of compromise.


19. Intellectual Property


Our trade name, trademarks, logos, website, materials, systems, and other intellectual property remain our property or that of their respective owners.


The Client may not use our name, branding, or logo in a manner suggesting sponsorship, partnership, ownership, endorsement, or affiliation beyond the actual virtual office relationship without written authorization.


20. Privacy


Personal data collected in connection with the service will be processed in accordance with our Privacy Policy and applicable Philippine data privacy laws.


The Client agrees to provide personal information only where it has the lawful authority to do so.


21. Limitation of Liability


To the maximum extent permitted by applicable law, we will not be liable for indirect, incidental, special, exemplary, or consequential losses arising from the use or inability to use the services where such limitation is legally permitted.


Where liability cannot legally be excluded, our liability will be limited only to the extent permitted by applicable Philippine law.


Nothing in these Terms excludes liability that cannot lawfully be excluded or limits mandatory consumer or statutory rights.


22. Indemnification


To the extent permitted by law, the Client agrees to indemnify and hold the Company harmless from third-party claims, penalties, losses, or reasonable expenses resulting from:

  • The Client's unlawful use of the service;
  • Material violation of these Terms;
  • False information or representations made by the Client;
  • Unauthorized use of the address; or
  • Violation of applicable laws or third-party rights by the Client.

This provision does not apply to losses caused by the Company's own unlawful conduct to the extent liability cannot legally be excluded.


23. Changes to Services or Terms


We may reasonably modify our services, operational policies, fees, or these Terms due to changes in costs, building requirements, technology, law, security requirements, or business operations.


We will provide reasonable advance notice of material changes affecting existing subscriptions, except where immediate changes are necessary for legal, regulatory, security, or emergency reasons.


24. Notices


Official notices relating to the service may be sent to the email address, mobile number, customer portal, or business address registered in the Client's account.


The Client is responsible for keeping its contact information current.


Notices to the Company may be sent to:


[BUSINESS NAME]
[BUSINESS ADDRESS]
Email: [EMAIL ADDRESS]
Contact Number: [PHONE NUMBER]


25. Severability


If any provision of these Terms is found invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.


26. No Waiver


Failure by either party to immediately enforce a contractual right does not automatically constitute a waiver of that right.


27. Entire Agreement


These Terms, the Client's service order, applicable price list, Privacy Policy, and any written service-specific agreement constitute the agreement between the parties concerning the virtual office service.


If there is a conflict, any individually signed written agreement will prevail to the extent of the conflict.


28. Governing Law and Venue


These Terms are governed by the laws of the Republic of the Philippines.


The parties will first attempt in good faith to resolve disputes through direct communication.


If a dispute cannot be resolved amicably, it will be submitted to the appropriate courts or other competent authorities in [CITY/PROVINCE, PHILIPPINES], subject to applicable laws governing jurisdiction and venue.


29. Acceptance


By signing the service agreement, checking an online acceptance box, paying for, activating, renewing, or continuing to use the service after receiving these Terms, the Client confirms that it has read, understood, and agreed to these Terms and Conditions.


CLIENT


Name / Company: ______________________________
Authorized Representative: ____________________
Signature: ___________________________________
Date: _______________________________________


[BUSINESS NAME]


Authorized Representative: ____________________
Signature: ___________________________________
Date: _______________________________________