- info@hillgatevirtualoffice.co.uk
- Mon - Fri 9:00am - 5:00pm, Sat 9:00am - 12:00pm, Sunday - CLOSED
Terms of Business
Hillgate Virtual Office Terms of Business
These Terms of Business (“Terms”) set out the terms under which Services are sold and provided by Us to business customers through this website, www.hillgatevirtualoffice.co.uk (“Our Site”) and/or outside of Our Site. Please read these Terms carefully and ensure that you understand them before ordering any Services from Us. You will be required to read and accept these Terms when ordering Services. If you do not agree to comply with and be bound by these Terms, you will not be able to order Services from Us, including but not limited to through Our Site. These Terms, as well as any and all Contracts, are in the English language only.
1. Definitions and Interpretation
1.1 In these Terms, unless the context otherwise requires, the following expressions have the following meanings:
- • “Company” means the legal entity whether limited company, LLC, or any other type of legal person being formed and/or administered for you by Us under the Contract;
- • “Contract” means a contract for the purchase and sale of Services, as explained in Clause 6.2;
- • “Data Protection Legislation” means all applicable legislation in force from time to time in the United Kingdom applicable to data protection and privacy including, but not limited to, the UK GDPR (the retained EU law version of the General Data Protection Regulation ((EU) 2016/679), as it forms part of the law of England and Wales, Scotland, and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018); the Data Protection Act 2018 (and regulations made thereunder); and the Privacy and Electronic Communications Regulations 2003 as amended;
- • “Hirer” means you in your capacity as hirer of any Meeting Room(s);
- •“Meeting Room(s)” means meeting room(s) available for hire at Our business premises;
- • “Order” means your order for the Services;
- • “Order Confirmation” means Our acceptance and confirmation of your Order;
- • “Services” means the services which are to be provided by Us to you as specified in your Order (and confirmed in the Order Confirmation);
- •“We/Us/Our” means Hillgate Virtual Office Ltd.
2. Information About Us
2.1 Our Site is owned and operated by Hillgate Virtual Office Ltd., a limited company registered in England and Wales under company number 14824227, whose registered address is Labyrinth Business Centre, 43-47 Middle Hillgate, Stockport, SK1 3DG, United Kingdom.
2.2 Our VAT number is 472962362.
2.3 Our contact details are as follows:
- • Email: info@hillgatevirtualoffice.co.uk
- • Phone: 0800 772 0083
3. Access to and Use of Our Site
3.1 Access to Our Site is free of charge.
3.2 It is your responsibility to make any and all arrangements necessary in order to access Our Site.
3.3 Access to Our Site is provided “as is” and on an “as available” basis. We may alter, suspend or discontinue Our Site (or any part of it) at any time and without notice. We will not be liable to you in any way if Our Site (or any part of it) is unavailable at any time and for any period.
3.4 Use of Our Site is subject to Our Website Terms and Conditions. Please ensure that you have read them carefully and that you understand them.
4. Business Customers and Consumers
4.1 These Terms apply to business customers only. These Terms do not apply to individual consumers as We are not providing the Services for anyone’s personal purposes (that is, not in connection with, or for use in, their trade, business, craft, or profession).
4.2 These Terms, together with any other terms referenced herein that are applicable to the Services ordered, constitute the entire agreement between Us and you with respect to your purchase of Services from Us. You acknowledge that you have not relied upon any statement, representation, warranty, assurance, or promise made by or on behalf of Us that is not set out or otherwise referred to in these Terms and that you shall have no claim for innocent or negligent misrepresentation or negligent misstatement based upon any statement herein.
5. Services, Pricing, and Availability
5.1 We make all reasonable efforts to ensure that all general descriptions of the Services available from Us correspond to the actual Services that will be provided to you. However, please note that the exact nature of the Services may vary depending upon your individual requirements and circumstances.
5.2 Please note that sub-Clause 5.1 does not exclude Our responsibility for mistakes due to negligence on Our part and refers only to variations of the correct Services, not to different Services altogether.
5.3 Where appropriate, you may be required to select the required package of Services.
5.4 We neither represent nor warrant that all Services will be available at all times and cannot necessarily confirm availability until confirming your Order. Availability indications are not provided on Our Site.
5.5 We make all reasonable efforts to ensure that all prices shown on Our Site are correct at the time of going online. We reserve the right to change prices and to add, alter, or remove special offers and/or Services from time to time and as necessary. Subject to sub-Clause 5.8 and 5.9, changes in price will not affect any Order that you have already placed.
5.6 All prices are checked by Us when We process your Order. In the unlikely event that We have shown incorrect pricing information, except for situations regulated by sub-Clause 5.8 and 5.9, We will contact you in writing before proceeding with your Order to inform you of the mistake and to ask you how you wish to proceed. We will give you the option to purchase the Services at the correct price or to cancel your Order (or the affected part thereof). We will not proceed with processing your Order until you respond. If We do not receive a response from you within three days, We will treat your Order as cancelled and notify you of the same in writing.
5.7 In the event that the price of Services you have ordered changes between your Order being placed and Us processing that Order and taking payment, you will be charged the price shown on Our Site at the time of placing your Order.
5.8 Prices on Our Site are shown exclusive of VAT. VAT is added at checkout. If the VAT rate changes between your Order being placed and Us taking payment, the amount of VAT payable will be automatically adjusted when taking payment.
5.9 If there are changes in official fees and/or external costs relating to the Services you have ordered, including but not limited to fees imposed by Companies House or Royal Mail, between your Order being placed and Us having to pay the official fees and/or external costs, the amount payable will be automatically adjusted when We are taking payment and/or it may lead to Us sending you a supplemental invoice for the extra costs.
6. Orders – How Contracts Are Formed
6.1 Our Site will guide you through the ordering process. Before submitting your Order to Us, you will be given the opportunity to review your Order and amend any errors. Please ensure that you have checked your Order carefully before submitting it.
6.2 No part of Our Site constitutes a contractual offer capable of acceptance. Your Order constitutes a contractual offer that We may, in Our sole discretion, accept. Our acknowledgement of receipt of your Order does not mean that We have accepted it. Our acceptance is indicated by Us sending you an Order Confirmation by email. Only once We have sent you an Order Confirmation will there be a legally binding contract between Us and you.
6.3 Order Confirmations shall contain the following information:
6.3.1 Confirmation of the Services ordered, including full details of the main characteristics of those Services; and
6.3.2 Fully itemised pricing for the Services ordered, including, where appropriate, taxes and other additional charges.
6.4 If We, for any reason, do not accept or cannot fulfil your Order, no payment shall be taken under normal circumstances. If We have taken payment, any such sums will be refunded to you as soon as possible and in any event within 8 days.
6.5 If you want to change your Order, We will let you know if it is possible and at which costs, and if possible, will endeavour to assist you with this.
6.6 We may cancel your Order at any time before We begin providing the Services in the following circumstances:
6.6.1 The required personnel and/or required materials necessary for the provision of the Services are not available; or
6.6.2 An event outside of Our control renders the provision of the Services impossible or difficult for Us (please refer to Clause 21 for events outside of Our control).
6.7 If We cancel your Order under sub-Clause 6.6 and We have taken payment, any such sums will be refunded to you as soon as possible and in any event within 8 days.
6.8 Any refunds due under this Clause 6 will be made using the same payment method that you used when ordering the Services..
7. Payment
7.1 Payment for the Services will be due in the form of an advance payment for the Services. Price and payment details will be confirmed in the Order Confirmation. Your chosen payment method will be charged as indicated.
7.2 All sums due must be paid in full without any set-off, counterclaim, deduction, or withholding (except where any deduction or withholding of tax is required by law).
7.3 We accept the following methods of payment on Our Site:
- • 7.3.1 VISA;
- • 7.3.2 American Express;
- • 7.3.3 Mastercard;
- • 7.3.4 Switch/Maestro/Solo.
7.4 If you do not make any payment to Us by the due date, We may charge you interest on the overdue sum at the rate of 8% per annum above the base lending rate of TSB Bank from time to time. Interest will accrue on a daily basis from the due date for payment until the actual date of payment of the overdue sum, whether before or after judgment. You must pay any interest due when paying an overdue sum.
7.5 If you are taking out a subscription to one of the Services that require periodic payments, including but not limited to Address, Post and/or Telephone Handling Services, and in situations regulated by sub-Clause 5.8 and 5.9, your acceptance of these Terms means you accept to pay the subscription fees when due and to ensure that you have always added sufficient funds to your account to cover the cost of postage for mail forwarding services and other fees, if applicable.
7.6 In situations regulated by sub-Clause 5.8 and 5.9, i.e., if there are changes in VAT, official fees and/or external costs relating to the Services you have ordered, including but not limited to fees imposed by Companies House or Royal Mail, the cost will be charged at the applicable rates at the time of payment. This may lead to the collection of additional payment.
8. Provision of the Services
8.1 We will provide the Services with reasonable skill and care consistent with best practices and standards in Our industry. We will begin providing the Services on the date agreed when you make your Order (which We shall confirm in the Order Confirmation).
8.2 We will continue providing the Services until completion or for a period set out in the Order Confirmation.
8.3 We will make every reasonable effort to provide the Services in a timely manner. We cannot, however, be held responsible for any delays if an event outside of Our control occurs. Please refer to Clause 21 for events outside of Our control.
8.4 If We require any information, action and/or acceptance from you in order to provide the Services, We will inform you of this as soon as is reasonably possible. Depending upon the nature of the Services you have ordered, We may require information from or action by you and We cannot provide the Services if this is not forthcoming.
8.5 If the information you provide or the action you take or acceptance you provide under sub-Clause 8.4 is delayed, incomplete, or otherwise incorrect, We will not be responsible for any delay caused as a result. If additional work is required from Us to correct or compensate for a problem arising as a result of delayed, incomplete, or otherwise incorrect information or action that you have provided or taken, We may charge you a reasonable additional sum for that work.
8.6 In certain circumstances, for example where there is a delay in you sending Us information, taking action, or providing acceptance required under sub-Clause 8.4, We may suspend or terminate the Services.
8.7 In certain circumstances, for example where We encounter a technical problem, We may need to suspend or otherwise interrupt the Services to resolve the issue.
8.8 If you do not pay Us for the Services as required by Clause 7, We may suspend the Services until you have paid any and all outstanding sums due. This does not affect Our right to charge you interest on any overdue sums under sub-Clause 7.4.
8.9 We always use reasonable endeavours to ensure that Our Services are trouble-free. If, however, there is a problem with the Services, please contact Us as soon as is reasonably possible as specified in Clause 22.
9. General Conditions for the Provision of the Services
9.1 In order to set up and maintain the Services, you agree to provide us with an acceptable form of identification and proof of residential address of all directors, partners, shareholders, and/or other stakeholders under any current or future public regulations or policies set by Us; and to verify all information provided and pass all PEP (Politically Exposed Persons) and Sanctions screenings performed by third-party providers as required by Us, if applicable. For the transfer and processing of personal data to such third-party providers, please refer to Our Privacy Policy.
9.2 We may at any time require to see the original identity documents of directors, partners, shareholders, and/or other stakeholders; if We are unable to do this, We may require such documents to be certified by a notary public or other approved person in Our discretion. It is at Our sole discretion to determine if such identity checks performed by or for Us shall substitute screenings performed by third-party providers.
9.3 You agree that you shall not use the Services for any illegal or illegitimate purposes, and that such uses will constitute grounds for immediate termination of the Services by Us without provision of any refund.
9.4 We reserve the right to suspend or terminate all or any part of the Services without provision of any refund if We are unable to contact you at the contact address provided by you or if any directors, partners, shareholders, and/or other stakeholders of a company associated with your account do not pass identity, PEP, and/or Sanctions screenings performed by Us or third-party providers as required by Us or if all required identity documentation has not been provided within the specified deadlines.
9.5 When you create a business account on behalf of your company on Our Site or as otherwise directed by Us, you agree to use a business email address as the main contact email when creating and using the account. Your account will be deemed a company account and shall be linked to the companies listed within the portal provided on Our Site or as otherwise directed by Us. We may not permit the use of a personal email address as the main contact email within an account created on Our system.
10. Company Formation Services
10.1 Upon fulfilling all formalities and providing the necessary documentation, company formations are typically completed within 3-5 hours of filing with Companies House during standard London working hours. However, we cannot guarantee this timeframe as it is subject to external factors.
10.2 Relevant documents related to Company Formation Services will be sent without undue delay, though we accept no liability for delivery delays.
10.3 It is your responsibility to ensure that the company or domain name you select is legally available for registration. We do not accept liability for issues related to name selection.
10.4 By agreeing to these Terms, you authorize us to file the statutory documents required for starting or ending the Services with Companies House.
10.5 We are not liable for any administrative or legal action that results in the removal of the company from the Companies House Register or fines incurred for non-compliance.
11. Address and Post Handling Services
11.1 You may use the provided mailing address only during the term of the subscription.
11.2 Postage costs for mail forwarding are charged in addition to service fees.
11.3 You must notify us promptly of any changes to your contact details, including changes to registered office, trading address, or director service address.
11.4 Registered Office Address Services cover only statutory mail from Companies House, HMRC, ICO, IPO, and the Pensions Regulator. Non-statutory mail requires an active London Trading Address subscription. Mail may be scanned or forwarded as specified, and any unidentified mail will be treated as non-statutory.
11.5 London Trading Address Services include general mail but exclude statutory mail forwarding. Subscriptions cover one company or personal name per account.
11.6 Directors Service Address Services cover statutory mail for one officer of the company. Additional subscriptions are required for multiple officers.
11.7 Our address must not be used with the DVLA or for VAT registration. Such mail will be returned to the sender.
11.8 If your subscription is not renewed or paid on time, we may deregister your company or directors from our address and register them at the home address previously provided.
11.9 All postal items received at our address are handled at your risk. We are not liable for any losses or damage.
11.10 If you expect to receive large or bulky items, notify us 24 hours in advance. Storage fees may apply until the items are collected.
11.11 We may securely destroy post upon your request and charge for this service.
11.12 While we strive for accuracy in handling mail, we do not accept liability for important or valuable items or prohibited items as defined by Royal Mail.
11.13 By subscribing to address services, you authorize us to receive and sign for mail on your behalf.
11.14 Unless instructed otherwise, mail will be forwarded untracked and uninsured via Royal Mail.
11.15 You must not use our address until identity verification is complete. We reserve the right to hold mail until approval is granted.
12. Bank and Merchant Account Referral Services
12.1 By using this service, you consent to the transfer of your personal data to the financial institution of your choice.
12.2 The financial institution’s terms and conditions will govern the services provided.
12.3 We cannot guarantee that the financial institution will accept you or your company as a client.
13. Nominee Services
13.1 We may provide nominee directors or stakeholders upon request and our approval in the Order Confirmation.
13.2 Additional terms and conditions apply to nominee services.
14. Meeting Room Services
14.1 Usage and Overtime The Hirer must vacate the Meeting Room(s) at the agreed time. Late arrivals do not extend the booking period. If the Hirer overstays, an additional hourly rate will be charged, payable immediately at reception. Failure to pay will result in an invoice with a £80.00 administration fee added to the balance.
14.2 Care and Damage The Hirer must ensure the Meeting Room(s), including fittings and equipment, are not damaged. The Hirer will be held responsible for any damages caused by themselves, their guests, or anyone they allow into the Meeting Room(s).
14.3 Liability for Injury or Loss We are not liable for injuries, deaths, or any liabilities incurred by the Hirer or attendees while using the Meeting Room(s).
14.4 Loss or Damage of Personal Property We accept no responsibility for loss or damage to personal property brought into or left in the Meeting Room(s). The Hirer indemnifies us against any related liabilities.
14.5 Refreshments
- •Paid bookings over 2 hours include basic refreshments (tea, coffee, water). Additional sachets and hot water can be topped up for £5.00.
- • Free bookings are charged for refreshments: £5.00 for up to 4 people and £9.00 for up to 8 people. Prices are subject to change.
14.6 Food and Beverages Only light snacks (e.g., sandwiches, cookies, tea, coffee, sodas) are permitted. Hot meals and alcoholic beverages are prohibited. Snacks must be provided by the Hirer, as only basic refreshments are available.
15. Telephone, Call Answering, and Voicemail Services
15.1 Telephone Numbers Subscribers to our call answering/voicemail services will be assigned a unique telephone number starting with 0203 or, for an additional fee, 0207.
15.2 Call Diversion Subscribers may only divert calls from their own numbers to the number assigned by us.
15.3 Fair Usage Policy Call answering services are subject to fair usage. If the call volume exceeds standard levels, we may pause, stop, or increase charges for the service.
15.4 Ownership of Telephone Numbers The telephone number provided belongs to us and is available for use only during the subscription period.
15.5 Service Term Subscribers may use the provided telephone number only for the duration of their subscription.
16. Google AdWords Vouchers
16.1 Supplier Terms All vouchers, including Google AdWords vouchers, are subject to the supplier’s terms and conditions.
16.2 New Accounts Only Free Google AdWords vouchers are valid only for new AdWords accounts and must comply with Google’s terms as outlined on their website.
17. Items Not Included in the Services
17.1 Excluded Services The following are not included:
- • 17.1.1 Bookkeeping services
- • 17.1.2 Processing of yearly accounts
- • 17.1.3 Accountancy services
- • 17.1.4 Auditing
- • 17.1.5 Legal and/or tax counseling
17.2 Approval for Additional Services Provision of any services listed in sub-Clause 17.1 requires prior written approval from us.
18. Cancelling the Services / Refunds
18.1 Cancellation Terms The cancellation of the Contract is subject to specific terms related to the Services, including potential minimum contract durations. Relevant details, such as cancellation provisions and minimum notice periods, will be provided in the Order Confirmation or on Our website.
18.2 Cancellation by Us If We begin providing the Services, We may cancel the Contract at any time at Our sole discretion by giving at least 14 calendar days’ written notice. While We are not obligated to disclose the reason for cancellation, you will only be charged for Services already provided. Any fees paid for unused Services will be refunded, deducting any applicable costs incurred. If no refund is due, you will be invoiced for any remaining balances.
18.3 Refunds for Cancellation Refunds will be processed as quickly as possible and, in any case, within 14 calendar days of receiving notice of cancellation.
18.4 Cancellation To cancel your subscription, you must provide written notice via email to info@hillgatevirtualservices.co.uk. Cancellations require 30 days' notice from your subscription renewal date, and a final service invoice will be issued to cover this notice period.
18.5 No Refund Policy Refunds will only be considered within 14 days of the initial payment. A £25 administration fee will apply to all refunds processed within this timeframe. No refunds will be issued after the 14th day from the payment date under any circumstances.
18.6 Refund Payment Method Refunds will be issued using the same payment method you used for the original order.
19. Our Rights to Cancel
19.1 Cancellation Due to External Factors We may cancel the Contract if external events beyond Our control (as outlined in Clause 21) or the unavailability of essential personnel or materials prevent Us from providing the Services. In such cases, you will only be charged for Services provided up to the cancellation date.
19.2 Cancellation at Our Discretion We reserve the right to cancel the Contract at any time after beginning the Services, with at least 14 calendar days’ written notice. No reason for cancellation is required, and you will only be charged for Services provided up to that point.
19.3 Immediate Cancellation We may cancel the Contract immediately in the following situations:
- • 19.3.1 You or relevant parties (e.g., directors, partners, shareholders) fail to provide valid identification or pass PEP (Politically Exposed Persons) and sanctions screenings within a reasonable timeframe.
- • 19.3.2 You fail to make payments by the due date, as outlined in Clause 7.
- • 19.3.3 Sanctions, fines, or public protective measures imposed on you or your company by regulatory authorities are deemed incompatible with Our Services.
- • 19.3.4 You breach the Contract in a material way and fail to remedy the breach within three calendar days of written notice.
19.4 Refunds for Immediate Cancellation Refunds for cancellations under Clause 19.3 are issued at Our sole discretion.
19.5 Refund Timeline Refunds for cancellations under Clauses 19.1 to 19.3 will be issued as soon as possible and no later than 14 calendar days from the date of cancellation.
19.6 Refund Payment Method Refunds will be made using the same payment method you used for the original order.
20. Our Liability
20.1 Limitations of Liability We are not liable for any failure or delay in performing Our obligations due to events beyond Our reasonable control, including (but not limited to) power outages, internet failures, third-party industrial actions, natural disasters, terrorism, or government actions.
20.2 Client Responsibilities We are not responsible for fines, penalties, or costs resulting from late filing of company accounts or confirmation statements. It is your responsibility to ensure timely filings.
20.3 Liability Cap Except as outlined in Clause 20.4, Our total liability is limited to the lesser of £100 or 50% of the total fees paid by you under the Contract.
20.4 Exclusions to Limitations Nothing in these Terms limits Our liability for:
- • Death or personal injury caused by Our negligence;
- • Fraud or fraudulent misrepresentation;
- • Any matter where liability cannot be legally excluded or restricted.
21. Events Outside of Our Control (Force Majeure)
21.1 Definition of Force Majeure We are not liable for delays or failures to perform obligations caused by events beyond Our reasonable control, including (but not limited to): power outages, internet failures, natural disasters, acts of terrorism, or governmental actions.
21.2 Obligations During Force Majeure Events If a Force Majeure event occurs:
- • 21.2.1 We will notify you as soon as reasonably possible.
- • 21.2.2 Our obligations will be suspended, and any timeframes extended accordingly.
- • 21.2.3 We will inform you when the event ends and update you on revised dates or availability.
- • 21.2.4 If the event lasts more than 14 calendar days, We may cancel the Contract and issue refunds (if applicable) within 14 calendar days of cancellation.
22. Communication and Contact Details
22.1 How to Contact Us For general inquiries, complaints, or matters relating to your Order or Services, you can reach Us at:
- • Phone: 0800 772 0083
- • Email: info@hillgatevirtualoffice.co.uk
- • Post: Labyrinth Business Centre, 43-47 Middle Hillgate, Stockport, SK1 3DG, United Kingdom.
23. Complaints and Feedback
23.1 Customer Feedback We value feedback from our customers and strive to ensure a positive experience. However, if you have any concerns or complaints, we encourage you to contact us so that we can address them promptly.
24. How We Use Your Personal Information (Data Protection)
24.1 Compliance with Data Protection Legislation
We collect, process, and store your personal information in accordance with applicable Data Protection Legislation and your rights under it.
24.2 Privacy Policy
Details about how we handle personal data, including its purpose, legal basis, retention, sharing, and your rights, can be found in Our Privacy Policy located in the footer of Our website. Where We act as data processors, the Privacy Policy serves as the Data Processing Agreement between you (as data controller) and Us (as data processors).
24.3 Policy Acceptance
Our Privacy Policy is incorporated into these Terms by reference. You must accept the Privacy Policy for Us to provide or continue providing Services to you.
25. Other Important Terms
25.1 Transfer of Rights and Obligations
We may transfer (assign) our rights and obligations under these Terms to a third party, for example, in the event of a business sale. You will be informed in writing, and your rights under these Terms will remain unaffected.
25.2 Restrictions on Assignment
You may not transfer (assign) your rights and obligations under these Terms without Our prior written consent.
25.3 Third-Party Rights
The Contract is solely between you and Us. It does not benefit any third party, and no third party has the right to enforce any provision of these Terms.
25.4 Severability
If any provision of these Terms is deemed unlawful, invalid, or unenforceable by a court or authority, that provision will be severed, and the remainder of these Terms will remain valid and enforceable.
25.5 No Waiver of Rights
Our failure to exercise any of Our rights under these Terms does not constitute a waiver of those rights. Similarly, a waiver of any breach of these Terms does not imply a waiver of subsequent breaches.
25.6 Revisions to Terms
We may revise these Terms periodically to reflect changes in laws or regulatory requirements.
26. Law and Jurisdiction
26.1 Governing Law
These Terms and the relationship between you and Us (whether contractual or otherwise) are governed by and construed in accordance with English law.
26.2 Jurisdiction
Any disputes or claims arising from or related to these Terms or the relationship between you and Us (whether contractual or otherwise) are subject to the exclusive jurisdiction of the courts of England and Wales.