Terms and Conditions for the Supply of Mailing Services.
“Forwarding Mail” is a trading name of Osoco Ltd is registered in England and Wales, Company Number 07756496, at 49 Station Road, Polegate, East Sussex, BN26 6EA.
Any reference to “us”, “we” or “The Company” means “Forwarding Mail”.
Any reference to “you” or “your” means the person or authorised person for which the service is provided.
Ordering and Pricing
1.1. Orders placed via the website are judged to be an offer of purchase by you for the stated services. All orders are subject to acceptance by ourselves and we reserve the right to refuse orders that do not comply with our terms and conditions.
1.2. You are responsible for checking the mailing address order placed and to ensure that you understand the choice you have made. It may not be possible to alter orders once they have been accepted. Please contact us on +44 (0)1323 484542 if you have any queries concerning the order you are placing.
1.3 In order to activate the service the Customer is required to provide:
The full name, address and telephone number of all persons for whom mail is to be received, held or forwarded and reason for rental.
Two forms of identification for all persons for whom mail is to be received, held or forwarded, of a type approved by the Company, including a ‘proof of identity’ and a ‘proof of address.
1.4 If you are applying on behalf of another individual, we will also require your identification.
1.5 The Company may disclose this information if requested by an appropriate authority or if required for the pursuit of legal action.
1.6. Prices for all services are displayed on the website. We reserve the right to change these prices from time to time.
1.7. All prices displayed exclude VAT. We are not VAT registered.
1.8 By placing an order, you agree to pay the price advertised on the website. Payment for all services ordered on the website shall be made in full in advance of the provision of services. By purchasing you agree that the period paid for is a minimum term. When cancelling your service early you accept that you will not be liable to stake a claim to a refund for any part used service.
1.9 We reserve the right to cancel, change or amend our mail service without notice.
1.10 We reserve the right to change the address used for our mail services at any time if deemed necessary.
2.1. We provide a UK Mailing address for personal use, accepting that you have given us the correct instruction and are authorised by law to make such a request for services from us either for yourself or on behalf of a party.
2.1.1 How to use our address
i. Mail services purchased enable the use of the advertised uk mailing address as a personal address. If you wish to use the address for any other purposes please contact us to discuss. The service fee payable at the time of purchase covers the use of the UK address service for 1 year only.
ii. This address is not to be used for business or commercial activity.
iii. You are responsible to ensure that you provide the correct information with regards to handling mail. We are not liable for delays due to inaccuracies with the information provided to us.
2.2 UK Mailing Address
2.2.1 MAILING ADDRESS
A MAIL COLLECTION IN PERSON
i. If Customers have selected any of our services they can collect mail from the premises counter during opening hours. Contact us first to check if there is any mail to collect.
ii. If you have an arrangement to collect items from our premises it is important that you collect the item(s) promptly. We will endeavour to inform you that there are items for collection as soon as is practicable. We will normally hold post for 30 days before returning these items.
iii. We accept no responsibility for loss or personal injury caused to clients of guests when visiting our premises.
B MAIL TO BE FORWARDED
i. Forwarding of mail is offered as a service and any postage and handling charges are payable in advance in the form of a deposit.
ii. Mail will be processed in accordance with instructions outlined by you as requested on the specified form.
iii. We require a deposit, which will cover postage and administration charges. Once this deposit gets below £5 we will notify you so that you can top up the deposit. No mail will be forwarded if the deposit has run out. After 30 days, all mail will be returned to sender.
iv. We apply a fair use policy for the level of mail received per month.
v. Where average postal charges are greater than this amount, we reserve the right to increase the level of the deposit to a higher amount. International clients who, in our opinion, regularly receive parcels will have to pay the postage deposit by bank transfer, as the costs of forwarding parcels and packages abroad by courier can be quite high.
C MAIL RECEIVED
i. Standard letters are forwarded in an envelope by the postage requested by you, applicable Royal Mail fees are deducted from your deposit. Large Letters will incur a handling fee of £1. You can select to have your mail scanned and forwarded to you electronically, on selection of this service you hereby give us permission to open and scan your mail.
ii. The Customer authorises the Company and any of its representatives to sign at their discretion on the Customer’s behalf for any deliveries addressed to the Customer’s mailbox address.
iii. We will not accept any mail that requires cash or payment on delivery.
iv. We may in our discretion refuse to accept delivery of any item for any reason, for example
• Insufficient deposit to forward mail
• Outstanding payments
• You are breaching our condition’s
• The volumes of mail are unreasonably volume and/or unreasonably large.
• Any item that is addressed to a business or company
• The service is being used for storage or delivery of items of value. (This Service is not to be used for the storage or delivery of items of value. The Company has no knowledge of the value of any item of mail and will not accept notification of value. The liability of the Company in respect of any damage or loss is limited to £5 for each claim and in aggregate shall not exceed the amount of the Payment in any Term.)
v. Your mail must be identifiable with the personal name (s) you have given to us. If no personal name is identifiable, we will attempt to identify the intended individual, but cannot guarantee this. If we cannot identify the intended person, we will return to sender.
vi. All prepaid Mail received will be forwarded as requested.
vii. We will receive on your behalf Special Delivery, Registered or Recorded items provided that if the mail item is later refused by the Customer, they will pay any associated costs.
i. If we receive packages we will contact you to discuss the most appropriate method of forwarding. A parcel is defined as any item weighing up to 2kg. A large parcel is defined as any item weighing over 2kg. Furthermore we will be unable to accept parcels which are deemed by us too large for retention. All parcels we receive (regardless of when they are collected or sent out) will automatically incur our standard handling charge. This handling charge will be deducted from your Postal Charges account.
ii. For parcels we will need prior confirmation of delivery date (no less than 24 hours) with tracking details as appropriate, and the contents of the parcel and the name of the sender of this item. We reserve the right to refuse receipt of the parcel to combat fraudulent use of the address service. A handling fee of £2 per parcel is applicable for all items over 2kg in addition to any costs for reshipping of the item.
iii. Parcels can be stored for up to 30 days free of charge, after 30 days any parcels not collected or sent as per your instructions within 5 days of receipt will incur a storage fee of £1 per week. You are responsible for notifying us that a parcel is due to be delivered in accordance with clause 2.2.3.i
iv. Parcels that have been left in storage unpaid for 6 months will be either returned to the sender or disposed of accordingly.
v. We are unable to accept parcels which are deemed by us to be too large or heavy for retention or forwarding as we do not have the storage facilities to house larger or heavy items. We reserve the right to define what is acceptable or not.
vi. Repackaging of multiple parcels into one larger package and the arrangement of a courier will cost £5 plus the costs of additional packaging materials, in requesting this service you hereby provide us with permission to open your parcel and we can not be held liable for any items that may be damaged/broken. If we identify broken or damaged items we will notify you immediately so you can make arrangements with the supplier/sender
3 RENEWALS AND CANCELLATIONS
i. Where possible, we will request advance payment for mail services to continue at the time of renewal.
ii. Renewal is at our discretion, and reserve the right not to offer a renewal.
iii. For annual renewals we will contact you 1 month before the end date.
iv. Failure to pay by the renewal date will incur a £10 late payment fee.
v. Failure to pay within 4 weeks of the expiry date will result in mail services being suspended and then a further week it will be cancelled. Once cancelled, we are not under any obligation to hold or forward communications to you or to provide notification that communications have been received.
vi. Continued use of service without payment – this includes without limitation, use of the address on websites, email, social networking sites and other electronic methods. Customers who willfully use the service without prior payment will incur a monthly fee of £20 for each month of unauthorised usage. This includes customers who have expired and have continued to use without payment.
vii. If you do not pay for the services and continue to use our address, any overdue invoices will be passed onto a debt collection agency and their costs will be added to your invoice.
viii. It is the customer’s responsibility to ensure their services are up to date and are renewed on time when reaching expiry.
i. Mail service subscribers may cancel their service at any time, giving one months notice in writing (email is acceptable). Unexpired service is non refundable. Any outstanding fees will be paid prior to cancellation.
ii. We reserve the right to cancel the service at any time, we will give 1 month notice and refund all remaining unused days. All remaining deposits will also be refunded.
iii. We have the right to cancel the services with no refund if
– you have breached any of these terms and conditions, this will be immediate.
– We are unable to contact you at your given address, after 10 days.
– We believe that our address is being used for any illegal or anti social activity, we will stop the service and email you with our concerns and set a deadline to contact us to avoid cancellation. If in our considered opinion it may be deemed to be illegal or antisocial then you acknowledge that the Company may report the same to any relevant authority
iv. The Customer following termination hereby authorises the Company at the Company’s absolute discretion either to retain, or destroy any items of mail addressed to the Customer or any items on the Premises which are the property of the Customer, or to return them to the sender, or to return them to the last known address of the Customer at the Customer’s risk.
4 SERVICE LEVELS
i. We do not make any guarantees concerning turnaround times for delivery or receipt of mail. We will endeavour to forward mail in accordance with instructions placed at the time of ordering however we are not liable for delays due to postal services or external factors beyond our control with mail being delivered to or sent from our offices.
ii. Although every effort will be made to ensure a reliable service, in the event of any systems or human failure we will not be held liable for any immediate or consequential loss whatsoever.
iii. The Company shall not be liable for any indirect or consequential loss, including loss of profit, nor for any liabilities, costs, claims, demands or expenses arising from any event beyond its control including, but not limited to, any loss, damage, delay or misdelivery on the part of Royal Mail or any other carrier.
iv. The Customer will indemnify the Company against any expense, liability, loss, claim or proceedings incurred by the Company arising from use by the Customer of the Service, except to the extent that the same is caused by the negligence of the Company.
v. There may however be occasions due to system failure or other circumstances where our service levels may be affected, in such cases reserves the right to alter the service until such time as we are able the resume normal services. It may be necessary to terminate our contract with you and we reserve the right to do so with immediate effect. In such extreme situations we would endeavour to provide reasonable notice.
All staff must be treated with respect and dignity at all times. Any customer found to be acting in an inappropriate manner towards staff including, without limitation, aggressive behaviour, using foul language, intimidation and harassment, shall have their service cancelled with immediate effect.
6 DATA PROTECTION
i. We will treat personal data collected by us in a secure and confidential manner. We will not sell or make your information available to any third party.
ii. We may, from time to time, contact you with information and services offered by us, that we think may be of interest to you. You agree that we can contact you by letter, email, fax or telephone. If you do not wish to receive such correspondence, please notify us in writing.
iii. The Company is obliged to maintain accurate and current details of the Customer. These requirements may change from time to time. The Customer will promptly advise any change in details and provide all information reasonably requested and accepts that mail and packages may be withheld and/or inspected at the Company’s discretion, pending investigation of information provided.
7. FORCE MAJEURE
We shall not be liable to you for any breach in terms and conditions or any failure to provide services resulting from any event beyond our control including, without limitation, breakdown of systems, network access, fire, explosion, and accident, acts of God or extreme weather.
8 MONEY LAUNDERING REGULATIONS 2007
We follow the UK Money Laundering Regulations and as such, in accordance with our money laundering policy we will ask to confirm the identities of all people using our mail services. Acceptable documents include valid passport/identity card or UK driving licence and proof of residence, e.g. recent utility bill showing address. This may include checking against electronic and other databases (public or otherwise).
a) You will be asked to provide details that confirm your identity, address and contact details. We may ask, at any time, for original or copy documents to confirm and verify details. If not received in 7 days, we have the right to terminate the service without notice or refund. Should you wish to reinstate this account, there will be a charge of £25
i.The information collected during your application may also be used to verify identity. That information will be held securely on our systems.
ii. We will store the information and our verification thereof in accordance with relevant legislation.
iii. The Act confers rights of access to certain information we hold. Details are available on request.
iv. In addition this information may be used for the prevention or detection of offences for fraud prevention purposes. We may share any information we collect with the Police to assist with investigations and/or enquiries as well as other public or private sector agencies or representative bodies complying with legislation and in accordance with relevant statutory and regulatory obligations.
b) Any changes to your contact details must be communicated to us in writing (email is acceptable).
Where information is received that an individual is acting unlawfully, we are obliged to pass this information to the relevant authorities.
If we suspect the customer is acting in an unlawful manner we reserve the right to suspend service until such time as seen fit.