Terms and Conditions
1. Definitions
1.1. In these conditions, ‘you’ and ‘your’ mean the person signing up for the virtual tenancy package indicated on page 1 of this form.
1.2. ‘We’, ‘our’, and ‘us’ refer to The Women’s Organisation, 54 St James Street.
2. Virtual Office Application Process
2.1. All applications will be thoroughly reviewed internally, and an outcome reached within 3–5 business days (unless a delay is communicated for unforeseen reasons).
2.2. We reserve the right to decline applications at any point. Decisions on application outcomes are made at our discretion, and reasoning for any outcome may not be disclosed.
2.3. If an application is unsuccessful for any reason, there will be no option to re-apply for a minimum of twelve (12) months.
2.4. The virtual tenancy service start date will be confirmed by us once all stages of the setup process are completed successfully. The service start date is not regarded as the date the agreement is signed or received.
2.5. We require proof of your photo identification and residency address for you and any other person specified in the application.
2.6. The first payment must be made before the service commencement date to activate your virtual tenancy account. The service cannot commence (i.e. you cannot use our address for your business) until you receive written confirmation from us stating your company name and service start date.
2.7. Once your initial payment has been received, we will send monthly invoices thereafter. You may request an invoice prior to initial payment, though this may delay the registration process.
2.8. PayPal Subscription setup must be confirmed prior to service commencement. Failure to do so may cause delays in service provision and may result in rejection of your application. No applications will be approved without PayPal Subscription.
2.9. One company name is permitted per service. Post will only be accepted for the company name specified on page 1 of this form. Additional trading names or company variations may incur an extra monthly fee per name.
2.10. The virtual office package only provides a trading addressand is not suitable for registering your company with Companies House.
2.11. Use of our address without prior agreement for another business will constitute a ‘strike’ against your virtual tenancy account(s) and may result in services being suspended or terminated.
2.12. Where we provide virtual office or related data management support to clients operating internationally, we will process and store personal and business information in accordance with the UK General Data Protection Regulation (UK GDPR), the EU GDPR (where applicable), and other recognised international data protection standards, including the ICANN domain standards and privacy standards required for both business and individual under ISO 27701, ISO 8000 and with adherence to ITIL 4.
- Any transfer of data beyond the United Kingdom or European Economic Area (EEA) will only occur using approved legal mechanisms that ensure adequate protection, including Standard Contractual Clauses or equivalent safeguards.
- We ensure that all international partners or third-party processors meet equivalent data security and confidentiality standards required under UK law.
3. Post Collection
3.1. The Bronze International package does not include mail handling; therefore, we will not accept or process any mail received for your company.
3.2. When collecting mail, you must provide photographic ID matching the names in this agreement.
3.3. If someone else collects mail on your behalf, you must notify us in writing in advance, providing their full name. They must also present photographic ID.
3.4. This agreement is based on a reasonable volume of post (no large deliveries such as furniture). The maximum parcel size accepted is 50 cm × 50 cm, up to 5 kg. We reserve the right to decline large parcels that cannot be stored.
3.5. We may refuse or return to sender any mail that does not match the business name(s) listed on page 1 of the agreement. This includes any use of ‘The Women’s Organisation’ in the address.
3.6. We cannot open or read letters upon request via telephone.
3.7. All post and correspondence handled on your behalf, whether physical or electronic, will be managed under strict confidentiality procedures. Personal or business information contained in correspondence will not be shared or transferred unless compliant with GDPR and other international data protection frameworks such as ISO.
4. Post Scanning
4.1. A signed Post Scanning Authorisation Form is required to permit us to open and scan post. Scanned mail will only be sent to the email address stated on the form.
4.2. The maximum scan limit is 100 A4 pages per month. Once exceeded, a surcharge will apply.
4.3. Post scanning applies to small or large letters only, collated weekly and emailed securely.
4.4. We will not be liable for any issues arising from scanned letters being intercepted due to malicious online activity.
4.5. We cannot open or scan parcels.
4.6. Advertisements, magazines, or similar materials will not be scanned, at our discretion.
4.7. Scanned letters must be collected within 1 month of first notification; after this, they will be confidentially recycled
4.8. When scanning mail internationally, we will employ appropriate technical and organisational measures to ensure data protection compliance. All scanned documents and digital files are transmitted securely via encrypted channels, primarily using SSL and DKIM. Records of cross-border data processing activities are maintained as required under international data protection laws.
5. Failure to Pay
5.1. If your PayPal subscription is cancelled, your account will be suspended immediately unless you notify us in advance or arrange an alternative payment method.
5.2. Failure to provide payment will result in immediate termination of your agreement without the option to reinstate under the same or different business name.
5.3. Outstanding account balances may result in termination of services.
5.4. If you have multiple business accounts registered with us and one is terminated, we reserve the right to terminate other associated accounts.
5.5. We may downgrade your package to a lower-cost plan should payments not be maintained.
5.6. It is your responsibility to monitor the email address provided for updates and notifications. You must also inform us of any changes to your contact or business details, including company name, address, or authorised persons.
5.7. All client contact information, billing details, and payment records will be processed in compliance with UK data protection legislation. Information may be securely processed by approved payment partners based outside the UK, provided such partners meet recognised international data protection standards.
6. Cancellations and Terminations
6.1. One (1) month’s written notice is required from either party to terminate this agreement.
6.2. Cancellation requests must originate from the same verified email address used in the application or one officially linked to your account.
6.3. We reserve the right to cancel your service immediately if:
a) You fail to make regular payments or cancel your PayPal subscription;
b) Your business, or associated accounts, negatively impacts our organisation through harassment, misuse, or fraudulent activity.
6.4 Upon termination, personal or business data held by us will be retained only as long as necessary to fulfil legal, financial, or regulatory obligations. Thereafter, it will be securely deleted or anonymised in line with GDPR and other applicable international data protection requirements.
7. Governing Law
7.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
7.2. Any disputes arising under or in connection with this agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.