Virtual Office Services – Terms and Conditions

Business Address

1. A completed application form and valid payment details will be required upon sign up. The first monthly payment will be taken on the same day as sign up. Monthly payments will then be collected on the same day of each month.

2. Users may revise or cancel their package by giving Cotton Court no less than one calendar month’s written notice.

3. Except for designated bank holidays, Cotton Court reception is open 9am to 5pm, Monday to Friday.

4. Cotton Court will provide one mailbox and/or telephone line for a minimum period of one calendar month.

5. Cotton Court allows the user(s) use of the specified address and/or telephone number only. Telephone answering services do not include the use of Cotton Court’s main telephone number. Calls to your business phone number (if applicable) will be answered between 09:00 – 17:00, Monday to Friday, excluding designated bank holidays.

6. The business address service is provided for one company name only. We reserve the right to refuse mail or deliveries that do not clearly show the specified company name.

7. Registered Office Use
   Use of the address as your Registered Office or Director’s Service Address is permitted only if included in your chosen package. Additional charges may apply.

8. KYC and Anti-Money Laundering (AML)
   Cotton Court reserves the right to request identification and other documentation to comply with anti-money laundering and regulatory requirements. Service may be suspended or terminated if satisfactory documentation is not provided or if activities are deemed illegal or high-risk.

9. In the event of non-payment, non-contact, or if bailiffs, HMRC, or other enforcement bodies attend our premises on your behalf, you authorise us to remove the address from public records and to replace it with your home or last known address.

10. Mail is available for collection from reception during opening hours. Identification may be required.

11. Parcels and Deliveries
    Reception will accept small parcels and signed-for deliveries unless otherwise instructed. Due to limited storage space, large or excessive parcels may be refused unless prior notice (at least 24 hours) has been given and storage has been agreed in advance.

12. Storage Limitations
    Cotton Court does not provide long-term or bulk storage. Parcels or items exceeding the capacity of your mailbox or reasonable use of the service may incur a storage fee of £2 per day, or may be returned to sender at our discretion.

13. Parcel Collection
    Any parcels delivered can be held for a maximum of 2 working days before collection. After this time, storage charges may apply, or the parcel may be returned to sender.

14. Mail received will be logged, and an email notification will be sent on the same working day. Cotton Court reserves the right to upgrade your package if the service level is exceeded.

15. We reserve the right to amend packages and charges with 14 days’ written notice.

16. Users must notify us of any changes to their company details within 14 days.

17. Virtual Office payments must be made via Stripe. Failure to maintain a valid Stripe payment method will result in a service suspension and may incur admin charges.

18. Cotton Court will use reasonable care in providing services but accepts no liability for loss, damage, delay, or non-delivery of mail.

19. Users must not use the service in a way that could damage Cotton Court’s reputation or involve unlawful, fraudulent, or misleading activity. Violations may result in immediate termination without refund.

20. We reserve the right to dispose of or return uncollected mail after 30 days. Administrative or storage fees may apply.

21. Authorised Persons
    Only individuals who are listed as authorised contacts for your company may collect mail. Written permission must be provided for any third party to collect mail on your behalf. Identification will be required upon collection.

22. Indemnity
    The user agrees to indemnify Cotton Court against any loss, claim, or legal action arising from misuse of the service or illegal activity.

23. Dispute Resolution
    Complaints should be directed to: info@cottoncourt.co.uk. If not resolved, disputes will be governed by the laws of England and Wales.

24. If your Stripe payment mandate is cancelled, your virtual office service will be immediately suspended.

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Business Phone Number Services

1. Term
   Your Service plan begins upon activation and automatically renews on a monthly basis until terminated on notice by either party, subject to other termination rights specified in this agreement.

2. Charges

   • You agree to pay all charges for your use of the Services at the prices in effect according to your Service plan.

   • Additional fees may apply for exceeding permitted usage, or for call minutes diverted to mobile, international, or non-geographic numbers.

   • International call charges apply from the first minute for forwarded calls outside the UK.

   • You may also incur charges from your internet or service provider to access the Services.

3. Privacy Policy and Data Protection
   Where personal data is processed in provision of the Services and is subject to GDPR regulation, Cotton Court Services Limited acts as the processor and you as the controller.

   Cotton Court will:

   • Process data only in accordance with documented instructions;

   • Ensure confidentiality and security of personal data;

   • Notify you of any subprocessors and allow 30 days for objection;

   • Assist with data subject requests and breach notifications as required;

   • Delete or return data within 180 days after termination unless otherwise required by law;

   • Provide audit or compliance information upon request (once annually).

4. Customer Responsibilities
   You are responsible for:

   • Obtaining necessary equipment and services to use the phone services;

   • Maintaining security of account credentials;

   • All usage charges, including those from unauthorised use prior to notification.

5. Prohibited Conduct
   You agree not to use the Services to:

   • Commit unlawful or fraudulent activity;

   • Violate third-party intellectual property or privacy rights;

   • Spam, telemarket, or send unsolicited communications;

   • Transmit defamatory or offensive content;

   • Attempt unauthorised access to other systems or interfere with network use.

6. Unsolicited Telemarketing
   Use of the Services for unsolicited telemarketing is strictly prohibited. In cases of violation, Cotton Court reserves the right to impose liquidated damages of £10 per unsolicited communication, where applicable law allows.

7. Customer Representations
   You confirm you are over 18, have legal authority to enter into this agreement, and are financially responsible for use of the Services.

8. Modifications to Terms or Services
   Cotton Court may amend these terms at any time with notice via email or website update. Continued use of Services after updates signifies acceptance.