Egerton Business Centre Ltd (EBC) – Virtual Office Terms and Conditions

1. Conditions of Use

1.1 The User shall not use the services provided by Egerton Business Centre Ltd (“EBC”) for any unlawful, unethical, immoral, or defamatory purposes, or for any activity that could damage the reputation or operational integrity of EBC or its clients.

1.2 The User shall provide valid identification documents, including photographic ID (passport or driving licence) and proof of current residential address, for the principal of the company.

1.3 Any breach of clause 1.1 shall entitle EBC to terminate this Agreement with immediate effect and without liability.

1.4 EBC is legally required to submit the names and addresses of all individuals and entities using its services to HM Revenue & Customs (HMRC), in accordance with Anti-Money Laundering regulations.

1.5 Neither EBC nor the User shall, during the term of this Agreement or for six months thereafter, solicit or offer employment to the other’s employees. A breach of this clause shall incur a fee equal to one year’s gross salary of the employee concerned, unless recruitment arises independently through public advertisement.

1.6 The User must not operate any business that competes directly or indirectly with EBC’s business offerings, including but not limited to serviced offices, virtual offices, and telephone answering services.

1.7 As per Google My Business policies, virtual offices must be properly staffed during standard business hours if listed online. The User is responsible for ensuring any such listings comply with these regulations.

1.8 A single virtual office subscription may not be used for multiple business entities or trading names. Each distinct name must hold its own subscription.

2. Anti-Money Laundering Compliance

2.1 Prior to activation of virtual office services, the User must undergo Anti-Money Laundering (AML) checks, including the provision of ID and address verification.

2.2 Subscription fees shall commence from the start of the onboarding process, regardless of whether the AML checks have been completed.

2.3 If the User fails or does not complete AML verification resulting in cancellation, EBC reserves the right to retain one month’s subscription fee to cover administrative and setup costs. This applies equally to monthly and annual subscribers.

3. Force Majeure

3.1 EBC shall not be liable for any failure or delay in fulfilling its obligations under this Agreement caused by events beyond its reasonable control, including but not limited to mechanical failure, industrial action, or loss of access to its premises.

3.2 The User agrees to waive any claims for damages, including direct, indirect, consequential or punitive losses (such as loss of data, profit or business), arising from service interruptions, errors or omissions, postal delays, or third-party courier failures.

4. Termination

4.1 The User may terminate this Agreement by providing formal written notice on company-headed paper or from a company-affiliated email address. The notice must be received no later than one month before the anniversary of the subscription to terminate at the end of the next full calendar month following the expiry of the fixed term.

4.1.a Annual subscriptions must be cancelled at least one full month before the renewal date. Notices received after this period will apply to the following year’s renewal.

4.2 EBC may terminate this Agreement by giving not less than one full month’s written notice, effective at the end of the fixed term.

4.3 This Agreement may be terminated immediately if the User fails to:
– Make prompt payment of any fees due;
– Adhere to any obligations under these terms.

4.4 Upon termination, the User must immediately pay all outstanding sums due under this Agreement, including charges for any additional services rendered.

4.5 If EBC owes any amount to the User upon termination, it will refund such sums less a reasonable administrative fee, where applicable.

Egerton Business Centre Ltd
The Old Mill House
Deakins Business Park
Egerton
Bolton
BL7 9RP
Email: hello@egertonbusinesscentre.co.uk
Company No: 14380288

4.7 The User agrees to remove any reference to the EBC address from all business registrations, directories, websites, and printed or digital media upon termination, including Companies House, if applicable.

4.8 A grace period of two weeks following cancellation will be observed for the processing of in-transit mail. Thereafter, all correspondence will be returned to sender without notice.

4.9 Post-termination, the User will no longer have access to historic data via the EBC client portal. It is the User’s responsibility to download or back up any required information before the end of the grace period.

10. Law

This Agreement shall be subject to and construed in accordance with English law.

11. General Data Protection Regulations

11.1 By entering into this agreement with us you will provide us with various pieces of personal information, which we will need to provide you with the high-quality service you require, and ultimately facilitate the successful virtual office and/or call answering services.

11.2 The information required by us will vary depending on the circumstances. It will include the information within this agreement, but it may not be limited to this information – Names and addresses Contact telephone numbers Email addresses Personal identification information and documentation Bank details Company information.

11.3 In all cases we will hold your personal information securely, either in hard copy or digitally within our software.

11.4 We will provide it to others only where it is required and as outlined below, or in accordance with your stipulated wishes.

11.5 Your information will not be passed to a third party not listed in clause 1.6 without obtaining your consent.

11.6 Specifically, we will hold and use your information in the following manner. Identification Details – We may hold copies of your photographic identity documents and at least one document that confirms your home address. This is required to protect our position and look after your interests. It assists us to ensure we are dealing with the owners of the property and we are not becoming involved in any money laundering situation. This will never be passed to third parties. Company and employee information – We may hold information on your company and employees to supply our services to you. This will never be passed to third parties.

11.7 Your details may be added to our mailing list and we may send you information regarding other relevant services we can provide to you. You will be able to unsubscribe to these emails at any time.

11.8 We will retain the personal information we hold for up to 6 years because the time limit for any party to initiate a civil action against us should they believe they have a claim is 6 years.

11.9 If you would like to contact us regarding any data issue, please contact us on telephone number 01204 951 961 or email hello@egertonbusinesscentre.co.uk.

11.10 You have the following rights relating to the information we hold on you:

– The right to make a Subject Access Request (SAR) to find out more about the data we hold about you;
– The right to be informed;
– The right of access;
– The right to rectification;
– The right to erasure (also known as the ‘right to be forgotten’);
– The right to restrict processing;
– The right to data portability;
– The right to object.

11.11 Time periods – We will retain the personal information we hold for up to 6 years because the time limit for any party to initiate a civil action against us, should they believe they have a claim, is 6 years.