It is understood and agreed that the Signing Authority is the only representative of the Client authorized to make changes to this Agreement. The Facility reserves the right to update and/or modify this document from time to time.
This Agreement begins upon completion of this form and the subsequent payment form (the “Start Date”). The Facility will send a confirmation email to the Signing Authority within two (2) business days following receipt of this completed Agreement to notify the Client that the first and last payments have been received and they may begin using their new suite number (the “Virtual Office Suite Number”), which will also be assigned in this email.
The Facility will accept and hold all Canada Post letter-sized and 8.5” by 11” envelopes addressed to the Client at the Virtual Office Suite Number (the “Service”).
2.0 USING THE VIRTUAL OFFICE SUITE NUMBER AS THE CLIENT’S REGISTERED ADDRESS
The Client agrees that they will notify the Facility should they wish to use the Virtual Office Suite Number as their legal registered business address.
The Client agrees that in the event a legal document is served to the Client at the Virtual Office Suite Number, the Facility’s responsibility is limited to signing for the legal document and sending one notification of receipt to the Client via the email address provided upon signature of this Agreement. The Client agrees that any documents requiring more than a signature confirming receipt will not be accepted by the Facility.
3.0 PUBLISHING THE VIRTUAL OFFICE ADDRESS
The Client agrees that should they choose to publish the Virtual Office Suite Number (this includes but is not limited to business cards, marketing collateral, online postings, social media profiles, email footers, and online maps), they must clearly indicate that they are available by appointment only and provide a clear method of contact for those persons wishing to set up an appointment to reach them (i.e. a phone number or email address). The Client understands and agrees that the Facility is unable to facilitate these appointments. If the visitor is dropping off a regular letter sized envelope that is sealed and properly addressed to the Client, the Facility will accept this drop off and file it with the Client’s mail.
4.0 MAIL RETRIEVAL
The Client is welcome to visit the Facility to pick up their mail during the Facility’s regular business hours of 9am to 5pm, Monday through Friday. The Facility is closed for all statutory holidays and a two-week Christmas break, during which mail is not delivered. The exact dates of the Facility’s Christmas break are announced in the Holiday Notification Newsletter by December 15 of each year.
The Holiday Notification Newsletter is only sent if there are any changes to the Facility’s regular business hours. The Client authorizes the Facility to add the email address used when completing this Agreement to the aforementioned newsletter mailing list.
The Client understands and agrees that in the event they unsubscribe or remove their email address from this mailing list, it is not the responsibility of the Facility to ensure that they receive the aforementioned updates and notifications.
4.1 AUTHORIZED PERSONS
Authorized persons are those persons who are authorized to receive and retrieve mail on the Client’s behalf.
The Authorized Person retrieving mail on behalf of the Client may be asked to provide government-issue photo ID at the discretion of the Facility. The Client agrees that the Facility is authorized to give all mail on site to any Authorized Person who arrives to retrieve mail at any time during this Agreement. The Client authorizes the Facility to return to sender any mail not addressed to an Authorized Person or the Client that does not indicate the Client’s Virtual Office Suite Number.
4.2 MAIL ARRIVAL NOTIFICATIONS
The Facility will send one email notification to the Signing Authority at the email address used when completing this Agreement on the business days when mail is received.
The Client understands and agrees that the Facility will not open mail on behalf of the Client. The Client agrees that any arrivals requiring payment on delivery will not be accepted by the Facility.
4.3 MAIL FORWARDING
The Facility offers mail forwarding on a per-use basis starting at $10 + HST (the “Mail Forwarding Fee”). The Client agrees that all mail forwarding requests must be made by the Signing Authority via email to firstname.lastname@example.org. Each request must include the appropriate forwarding address. The Client agrees that the Facility is not responsible for the actions of Canada Post and/or any delays or issues of any kind arising from the Client’s use of the mail forwarding option.
Should the Client choose to have their mail forwarded, the Facility will collect all mail addressed to the Client on site within three (3) business days following receipt of the Client’s request and send it to the address indicated by the Client. The Facility will then send an invoice to the Client. Payment of the Mail Forwarding Fee is due immediately upon receipt of the invoice.
Mail will not be forwarded if the Client’s payments are not up to date.
5.0 PRICING & PAYMENT
The Client agrees to pay the Facility $42.50 plus HST per month (the “Virtual Office Fee”) for the Virtual Office Suite Number rental. The first payment to be processed will include both first and last months’ Virtual Office Fees. The Virtual Office Fee is due monthly on the same date each month (the “Fee Due Date”). The Service will not commence and the Client is not authorized to use the Virtual Office Suite Number until after the first Virtual Office Fee payment has been received.
5.1 LATE PAYMENTS
If the Virtual Office Fee has not been paid within the seven (7) days following the Fee Due Date, a late fee of 15% will be applied to the invoice. If the Virtual Office Fee remains unpaid twenty one (21) days following the Fee Due Date, the Facility reserves the right to immediately terminate this Agreement. The Client authorizes the Facility to return all mail addressed to the Client to sender seven (7) days after this Agreement has been terminated. Note that mail will no longer be accepted as of the date of termination.
6.0 TERMINATING THIS AGREEMENT
The Facility reserves the right to terminate this Agreement upon providing thirty (30) days’ written (email) notice of termination to the Client. Notices to the Client shall be sent to the email address used when completing this Agreement.
The Client has the right to terminate this Agreement by providing thirty (30) days’ written (email) notice of termination to the Facility. Refunds will not be provided for payments already processed.
Notices to the Facility shall be sent to email@example.com. The Facility will hold all mail on site for seven (7) days following the last day of this Agreement; after this time, the Client authorizes the Facility to return any mail remaining on site to sender.
The Signing Authority read and, on behalf of the Client, agrees to be bound by this Agreement and hereby warrants and represents that he or she has the capacity and authority to bind the Client by submitting the form.