1: Mail Forwarding, Company Formation and Partner Services
a: Registered Office Address & Director’s Service Address covers unlimited forwarding of Companies House and HMRC letters to anywhere in the world (Postage fee will apply). If Scan & Email service is bought, we’ll also scan and email an unlimited number of letters for one fixed sum and also forward the physical letter (Postage fee will apply).
b: UK Company Formation Service: VLOT UK LTD makes use of electronic filing facilities available through the United Kingdom Registrar of Companies. You are presented with a range of choices during the formation submission process. We will not accept liability for any errors occurring during this process. It is your responsibility to ensure that you read and understand the choices offered before you proceed with your submission. Our services do not include any advice on the suitability or adequacy of any company formation you may purchase from us, for your intended purposes.
Please allow up to 48 hours, Monday – Friday, GMT, for your company to be formed. Incorporation documents will be emailed to you. Should a company name be rejected, clients must contact Companies House directly on +44 (0) 303 123 4500 to discover the reason, before re-submitting their formation details. One registration fee grants the client three submission attempts in total. It is the client’s responsibility to ensure their name is legally acceptable.
Our online software facilitates the formation of Limited Liability Companies (‘Ltd’ or ‘Limited’) only. We use the standard Articles of Association document provided by Companies House as default. If for any reason the client is not able to customise the company formation to their needs, before submission, then we are happy to provide a full refund for the formation fee. Alternatively, one of our staff members may be able to form the company for the client, upon payment of an additional fee.
If the online company formation process leads to errors which are the fault of the software itself, we will provide a full refund, upon request. We accept no liability for consequent loss of business or reputation.
c: Web hosting, Accountancy Service, Call Answering Service, Design and Print: These services will be provided as described in general on our website and in detail by our partners.
2. Fees
a. Fees are payable annually in advance as indicated on the Registration Options page.
b. Our prices are fixed and are reviewed annually.
c. Renewal prices may vary from the introductory price.
d. New registration fees apply if you change to an overseas address from a UK address. Please notify us of the new address.
e. Customers who register from outside the EU are not required to pay VAT.
f. If a customer registers on an incorrect tariff or selects the wrong option(s) we will invoice them for the difference before activating the service.
g. Customers who are paying by BACS must pay us in GBP, in full, and accept all charges.
h. We charge £10 + VAT to change a forwarding address or account name on our system, as this requires our staff to check and store the proof of the new account holder and the forwarding address.
Please note: We do not allow change of Company name if the company has already used our addresses as their Registered Office Address with Companies House. A new registration is required in such cases.
Extra services we offer for FREE:
> Filtering out obvious junk mail (without opening the letters)
> Returning to Sender of Unwanted Post
> Mail & Parcel holding for up to 15 days
3. How our addresses may be used
If you’ve purchased the Business Address service, you can use the address on websites, business cards, letterheads, contact address, general correspondence, trademarks and patents. E-mail us for questions on other uses.
If you’ve purchased the Registered Office Address service then you can only use the address at Companies House and as your Registered Office in all official communications.
If you’ve purchased the Director’s Service Address option then you may solely use the address as your Director Service Address with Companies House. Note: Only 1 director is allowed per account.
Your mail is identified in the following format:
Your Company Name, Suite No and Name of the Building
It is important that you use the Suite Number and name of the Building, so your mail arrives at the desired destination.
4. How our addresses may not be used
We offer only a business correspondence address for receiving and forwarding mail. You may not imply that you have a physical presence here. If one of our clients’ customers visits our address, we will inform them that it is not their trading address. You may not use our address for immoral or illegal purposes, according to the laws of the United Kingdom. We may disallow categories of business as we see fit.
5. Telephone numbers at our address
You are not permitted to use our telephone numbers as your own.
6. Cancellation of Service by Us
I. Circumstances when no refund will be given
a. We reserve the right to cancel your service immediately without a refund if terms and conditions are not followed.
b. We reserve the right to cancel the service if we do not receive a reply within 14 days.
c. We reserve the right to cancel the service if we receive complaints from law enforcement agencies or the general public.
d. We may inform law enforcement agencies if we suspect our address is being used for any illegal or immoral activity. We will immediately suspend the service, send you an email, and will give a deadline to contact us to avoid cancellation.
II. Circumstances when we will give a refund
We reserve the right to cancel the service at any time. In that unlikely event, we will give at least 28 days notice, when possible, and refund in full any remaining unused days of the annual fee if paid in advance. The method of refund is at our discretion and any bank charges incurred by us will be deducted from the amount being refunded.
7. Discount & Affiliate Codes, Introductory, Bundle Deals & Other Special Offers
Discount codes cannot be used in conjunction with any other offer. Discount codes can only be used once per customer, per transaction. Clients may not open new accounts to replace old ones, for the same companies or trading names, to take advantage of introductory rates.
8. Affiliates
Affiliates may invoice us if their current unpaid commission has reached or exceeded £100 GBP. Payments to affiliates will be made via BACS or PayPal.
9. Meeting Rooms
Meeting Rooms are subject to availability. A minimum of 1 hour may be booked. Rooms may not be used for illegal or immoral activities. Rooms must be left in a tidy state. Clients must be present before their guests arrive. Extra time will be charged on a quarter-hourly basis if there is no meeting booked after the allotted time.
10. Cancellation by you
If you wish to cancel the service, you must contact us by letter or e-mail. Any outstanding fees must be paid prior to cancellation. You must also make alternative arrangements for your mail services. If cancelling a registered office address service, you must first notify Companies House of your new address.
11. Refunds
a. Registered Office Address & Director’s Service Address
The Registered Office Address & Director’s Service Address fee will be refunded if the address has not been used to register a company or service address within 7 days of signing up.
b. Business Address Service + Business Mail Credits, Scan & Email
Business Address Service fee will only be refunded if the address has not been used within 7 days of signing up. Unused mail credits will not be refunded.
Please note: No mail will be forwarded after the cancellation date.
c. UK Company Formation & Paperwork and Printed Hard Copies
These fees are non-refundable unless VLOT UK LTD was not able to provide these services.
d. Partner Services
Refund requests should be addressed to the partner directly.
12. Postage & Parcel Forwarding Service
Postage costs and admin will be deducted from your deposit amount. If you do not have enough credits in your account, we will request you to pay the additional amount.
Any letters we receive will be forwarded to you at a cost of £5 admin fee + postage + VAT per item.
Any parcels we receive will be forwarded to you at a cost of £10 admin fee + postage + VAT per item. If the account is not in credit, we will keep the parcel in storage for a maximum of 14 days before returning it to our local Post Office for processing.
Customers who haven’t bought the parcel forwarding service must let us know in advance if you are expecting any parcel at our Barking Road Address. (Note: Parcels cannot be accepted at any other address). We reserve the right to return to sender any unannounced parcel or any parcel which is, in the opinion of our staff, too large or too heavy. We reserve the right to dispose of any unsolicited promotional items. See Royal Mail guidelines for parcel dimensions (packet).
13. Scan & Email service
All ordinary letters (C5, C4 size) will be scanned and emailed to the client’s email address and the hard copy discarded after 28 days from receipt. Please note: Parcels, magazines, catalogues and brochures cannot be included in this service.
14. Renewal of Services
These services are renewable on an annual basis at our discretion. We reserve the right to deny renewal of service after each 12 month period. When an account expires we will hold customers’ mail for up to 28 days pending renewal before we return mail back to the sender. If the customer has any mail allowance left over and renews his services, the mail allowance credit will carry over to the next year.
15. Money Back Guarantee
If you find our services offered cheaper anywhere else, at the time of buying, we will refund you the difference!
Just email us with the details of the website or company who is providing the same service for less.
16. Identifying yourself to us & other documentary papers
In order to receive our services you will be asked to provide us with a copy of the following forms of identification:
• Copy of Driving license or passport or European identity card
• Copy of any utility bill, or bank statement that has your name and address on it
We require proof of your identity and proof that you have lawful access to the forwarding address, before forwarding any mail. This is a legal requirement in the United Kingdom. Such proofs can be sent to us by email or letter. In the absence of such proofs we may hold and retain your mail, for a limited time period (a maximum of 28 days), at our discretion, until such proofs are supplied and subsequently, if said proofs are not forthcoming, return said mail to sender. We will not be liable for any loss, harm or consequence suffered by you or a third party as a result of this procedure. (See Article 17.)
In certain instances, we may ask for the original documents to confirm and verify details that you have provided us as well as company documents. Failure to provide such documents within 7 days of our request may result in immediate termination of service without notice or refund.
You must inform us immediately in writing or via email of any changes to your contact details and business scope.
17. Returns of Misdirected Post
Should clients receive, by accident, any mail or letters not specifically addressed to them by the sender, they shall be obliged to return said mail to VLOT UK LTD at their own expense and we will give 5 mail credits in compensation or 1 month extension (if only Registered Office service is purchased) to the account expiry date.
18. Indemnity
Due to the type of service we provide, any compensation claim shall be limited to one month’s service (one twelfth of the annual fee). We do not accept any liability for lost, stolen, damaged, late or otherwise misdirected or mishandled items of mail. We cannot accept any compensation claim that is the result of consequential loss to your business. By accepting these terms, you fully agree to indemnify us from any such claim. You also agree to fully indemnify us from any claim, for whatever reason, from a third party, including partner services, and that any such claim will be handled solely and completely between yourself and the third party.
19. Change of Terms and Conditions
These terms and conditions are subject to change. However, we will notify all customers of any significant change via email. If upon receiving the email no action is taken, then we will accept your silence as acceptance of our terms.
For the most up to date version always visit our website.
20. Zero Tolerance Policy
We have a zero tolerance policy for aggressive and abusive behaviour by customers towards our staff. We have the right to cancel any membership without refund if it is proved that a misconduct has took place by any of our customer over the phone or in the office.
