terms & conditions – virtual office

Rental Period

The minimum mailbox rental period shall be no less than three months and will be renewed automatically to the same terms as the previous subscription package unless otherwise requested. Fixed term rentals are available for 3, 6 and 12 month periods. Fixed term rentals are automatically renewable upon expiration for additional term.

Mailing Address

The Customer must use the exact mailing address for the Mailbox without modification as set forth by the Agent. Mail received by Customer must bear the delivery address that contains the following elements, in this order:

Intended addressee’s individual name or business name and full address.

The Postal Service will return any mail without a proper address to the sender endorsed “Undeliverable”. Furthermore, the name of the addressee must match the names registered on the account. The Agent would not be able to sort mail if the Agent does not have the proper name on record.

Essentially,

The address has to be exactly as shown.

Identification

Upon commencement of service, the Customer shall provide two forms of valid identifications. Acceptable identification for the rental/activation of a Postal Box are Birth Certificate; Driver’s License; Employer identity card with name and photo; Provincial Health Card (where permitted) and Passport. In addition, business applicants must provide applicable proof regarding the organization (e.g. proof of Incorporation, Business/Partnership Registration) and proof of authority to act on behalf of such organization. Only one company name per account, each account can have up to 5 employees of company including authorized account holder. Account holder and employees receiving mail in their name with company name(s) not registered to account, that also include subsidiaries and DBA names, will be returned to sender.

Please note that you have 7 days, from the date of signup, to provide us with the requested information before your account is deactivated and payment refunded.

We reserve the right to refuse any request for services if the identification requirements are not met.

Essentially

We have to verify you are who you say you are.

Intended Use

The Customer hereby agrees that the Customer will not use the Mailbox or any other service of the Agent for any unlawful, illegitimate or fraudulent purposes or for any purpose prohibited by Canadian federal and/or provincial regulations. Customer further agrees that any use of the Mailbox shall be in conformity with all applicable federal, provincial and local laws.

Essentially

Stay legit, we don’t like fraud.

Authorized Person

Only the person or person identified on the original application form shall be authorized to access and remove the contents of the mailbox. The Customer may be required to provide proper identification in order to access the mailbox. To add or change authorized person, the Customer must contact the Agent in writing with full details for the authorized person. Additional authorized person (up to 5 employees of companies, subsidiaries or DBA must register additional accounts) must present government-issued identification in order to pick up mail and parcel. In the event of death or incapacity of the Customer, the Agent will require the appropriate documents from the Probate Court, the executor of the estate, the trustee or other similar person or entity before releasing mail or packages to the requesting party. The Mailbox account is not transferable and cannot be assigned to any other party.

Essentially

We’re pretty strict about making sure we give mail to the authorized person. Bring ID.

Renewal Fee

Upon termination of the fixed rental period, the Customer agrees to pay, a renewal fee of $50. If the renewal occurs prior to the expiry date, the renewal fee will be waived.

Refund

The Customer agrees to pay in advance all applicable rental fees according to the category of the mailbox chosen by the Customer and the duration of the Customer’s rental agreement. Mailbox service fees are all due and payable in advance and the Customer agrees that the Agent may hold mail and packages until the account is paid in full. There will be no proration and no refunds for cancellation of any services. Any funds held as a deposit are refundable; however, the Agent shall have the right to first apply any existing deposits to outstanding fees and charges before issuing a refund. Mailbox service fees and other related fees stated herein are subject to change.

Essentially

You can’t owe money for services provided and expect any refunds.

Mail Forwarding for Basic Mail Customer

[In the event that the Customer, who is subscribed to our Basic Mail service, wishes to have his or her mail forwarded, the Customer agrees to pay the applicable deposit according to the type of service and the frequency chosen by the Customer. This deposit shall be used for paying fees related to mail forwarding.

Each time mail is forwarded; the Customer agrees to pay a minimum handling charge of $10, plus applicable transportation fees according to the type of service chosen by the Customer.

During the rental period, the Customer is permitted to change his or her mail forwarding address. In this event, the Customer must inform the Agent in writing of any change in forwarding address at least fifteen (15) business days in advance.

Essentially

We can forward mail to wherever you are, just let us know.

Mail Forwarding Client Limits

Customer who has Mail Forwarding service will have mail forwarded weekly on Fridays subjected to these weekly limitations:

a) Weight Limits:

Mail Forwarding within Canada, limit of 400g per week
Mail Forwarding within U.S.A, limit of 200g per week
Mail Forwarding Internationally, limit of 50g per week

b) Frequency Limit: Mail Forwarding can only be done once a week.

c) Scanning Daily Limit: Up to 10 pages scanned per letter or package, up to 10 pages scanned per day and a maximum of 5 letters per day. Additional scan may be requested for a cost of $1 per page.

d) Location Limit: Mail Forwarding can only be applied to one address per week

Exceeding weight limit and frequency limit will incur additional costs of handling fee, postage and material costs.

e) Size Limit: Mail Forwarding can only be applied to letters and envelopes

Non-standard letter/envelope-sized items cannot be forwarded out without content declaration with Canada Post.

Essentially

We forward once a week to you but be aware of our weight limit. This includes only letters/envelopes.

Dangerous & Hazardous Goods

The Network Hub cannot accept any mail or parcels containing dangerous or hazardous goods. If any evidence of hazardous material contents is visible on the parcel or mail, we will refuse.

Essentially

We will refuse dangerous and hazardous goods.

Storage

The Customer agrees to pay $2.00 per day as a storage fee for any packages that remains on the Agents premises for more than 14 days. This fee applies to each package larger than 2” x 2” x 2” or if there is more than 1 package. In addition, any uncollected mail that remains in the box of the Customer for more than 6 months shall be subject to a $2.00 per day storage fee.

The Customer accepts that mail and parcels are considered as delivered upon their placement of notice of availability in assigned mailbox and relieve the Agent of any further performance responsibilities.

Essentially

We’re not a storage facility, we can only hold parcels and mails for a limited time.

Cash on Delivery

The Agent shall refuse to accept on behalf of the Customer “postage due” mail and/or COD items unless special financial arrangements are made and in effect beforehand. It is expressly understood by the Customer that the Agent is in no way responsible for any customs services or brokerage charges associated with any package, unless special arrangements are made and in effect beforehand. If the Customer requires the Agent to accept any packages with postage due, COD or customs fees, the Customer must have sufficient funds in the account to cover all applicable costs.

Essentially

Got something coming that you need us to deal with? Give us a heads up.

Termination of Agreement

The Customer agrees that the Agent may terminate or cancel this Agreement for good cause at any time by providing the Customer with fifteen (15) days written, e-mail or other electronic notice. Good cause shall include but is not limited to:

1) Customer abandons the Mailbox;

2) Customer uses the Mailbox for unlawful, illegitimate or fraudulent purposes;

3) Customer fails to pay monies owed to the Agent when due;

4) Customer receives an unreasonably high volume of mail or packages;

5) Customer engages in offensive, abusive or disruptive behavior toward other customers of the Agent or the Agent’s employees;

6) Customer violates any provision of this Agreement;

7) Customer fails to cooperate or provide information in connection with any investigation undertaken by a local, provincial or federal agency. Customer acknowledges that, for the purpose of determining good cause for termination of this Agreement, as provided herein, the actions of any person authorized by Customer to use the Mailbox will be attributed to the Customer

8) Customer disputed a payment.

Essentially

If you’re not a nice person, sorry we don’t want to deal with you.

Fraud Prevention

In order to prevent the Agent from becoming an unwitting party to fraud or other illegal activities, the Agent shall have the right to inspect all packages that may be considered suspicious at the sole discretion of the Agent. Furthermore, if the Agent receives allegations or complaints from any third party that the Customer may be using the Mailbox service in any improper, illegal, or fraudulent manner as determined by the Agent, the Agent may at its sole discretion proceed to immediately terminate this Agreement and discontinue the service. In such case, any items received or remaining in the Customer’s mailbox as of and after termination, are subject to be discarded, destroyed or otherwise disposed of at the Agent’s sole discretion. Click here to learn about our Privacy Policy.

Essentially

We work closely with authorities to prevent fraud & illegal activities.

Notice

Any written notice to the Customer required or permitted under this Agreement shall be deemed delivered twenty-four (24) hours after sending such notice to the Customer’s e-mail address, within twenty-four (24) hours after delivery by fax to the Customers fax number, or at the time personally delivered to the Customer. In the event of a termination notice based upon abandonment of the Mailbox, notice shall be deemed delivered (a) on the next day after placing in the hands of a commercial courier service, or (b) five (5) days after placement in the Canadian Post Service, and addressed to Customer at Customer’s address as set forth in the Application form.

Essentially

Give us ample notice when you terminate contract.

Authorized Agent

As the Customer’s authorized agent for receipt of mail, the Agent shall accept all mail, including registered, insured and certified items. Unless prior arrangements have been made, the Agent shall only be obligated to accept mail, or packages delivered by commercial courier services, which require a signature from the Agent as a condition of deliver. Customer must accept and sign for all mail and packages upon the request of the Agent. Packages not picked up or forwarded within prescribed delay as stipulated in Forwarding Agreement will be subject to a storage fee of $2 per day per package. This fee must be paid before the Customer can receive the package. In the event the Customer refuses to accept any mail or package, the Agent may return the mail or package to the sender and the Customer will be responsible for any postage or other fees associated with such return. C.O.D. items will be accepted ONLY if prior arrangements have been made and payment in advance is provided to the Agent.

The Customer hereby authorizes the Agent to accept on Customer’s behalf, and without personal liability, items received by the Agent and accepted in the Customer’s name and which have been deposited in the Customer’s mailbox. The Customer hereby accepts proof of delivery to their mailbox as the delivery to the Agent by the carrier.

Change of Address

The Agent shall notify the Customer at least 30 days in advance of any changes in the Agent’s address or services. In such case the Customer shall have the right to cancel this agreement effective from the date of change or renew the agreement under the new terms. In case of cancellation the Customer shall be reimbursed for any prepaid (but unused) mailbox rental, less any outstanding charges owed to the Agent. Under no circumstances will the Agent be liable for any costs, damages, losses incurred by the Customer due to the change of the Agent’s address or services.

Essentially

It is your responsibility to keep us up-to-date with your information.

Indemnity

THE CUSTOMER EXPRESSLY AGREES THAT THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS WITHOUT ANY WARRANTIES (WHETHERE EXPRESSED OR IMPLIED). USE OF THE MAIL SERVICE IS AT THE CUSTOMER’S SOLE RISK. THE AGENT MAKES NO WARRANTY THAT THE MAIL SERVICE WILL MEET USER’S REQUIREMENTS, THAT THE MAIL SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR FREE. THE CUSTOMER UNDERSTANDS AND AGREES THAT ANY MATERIAL AND/OR DATA DOWNLOADED OR OTHERWISE OBTAINED THROUGH THE USE OF OR FROM AGENT’S WEBSITE IS DONE AT THE CUSTOMER’S OWN DISCRETION AND RISK AND THAT THE CUSTOMER WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE RESULTING TO CUSTOMER’S COMPUTER SYSTEM OR LOSS OF DATA THAT RESULTS FROM THE DOWNLOAD OF SUCH MATERIAL AND/OR DATA. CUSTOMER HEREIN AGREES THAT THE CUSTOMER IS SOLELY RESPONSIBLE FOR THE EXPORT AND IMPORT OF ITS PACKAGES AND SHIPMENTS. CUSTOMER IS ALSO SOLELY RESPONSIBLE FOR THE PAYMENT OF ANY AND ALL CUSTOMS, DUTIES, TARIFFS, TAXES, AND/OR OTHER CHARGES OR FEES ANY NATURE RELATING TO THE SHIPMENT OF MAIL AND/PR PACKAGES TO THE CUSTOMER. CUSTOMER HEREIN AGREES THAT THE TOTAL AMOUNT OF LIABILITY OF THE AGENT, IF ANY, FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THIS AGREEMENT SHALL NOT EXCEED $100 REGARDLESS OF THE NATURE OF THE CLAIM.

The Customer agrees to protect, indemnify, defend and hold harmless the Agent and it’s respective affiliates, subsidiaries, parent corporations, franchisees, officers, directors, agents and employees from and against any and all losses, damages, expenses, claims, demands, liabilities, judgments, settlement amounts, costs and causes of action of every type and character arising out of or in connection with the use of possession of the Mailbox, including without limitation, any demands, claims and causes of action for personal injury or property damage arising from such use or possession, from failure of the Canadian Postal Service or any commercial courier service to deliver on time or otherwise deliver any items (mail, packages, etc.) from damage to or loss of any package or mail, or the Mailbox contents by any cause whatsoever, and from any violation by Customer of applicable federal, provincial or local laws.

Cooperation

The Customer acknowledges and agrees that the Agent cooperates with all local, provincial and federal agencies and will share any and all information about the Customer and use of Mailbox or any service with such agencies upon request. The Customer further acknowledges and agrees that the Agent may share any and all information about the Customer and use of the Mailbox or any service with any third party upon being presented with a civil or criminal subpoena. The Customer specifically indemnifies and holds harmless the Agent from any and all liability, claims, damages, losses or causes of actions arising from the release of information regarding the Customer or the Customer’s use of the Mailbox to any representative of local, provincial or federal agency.

By subscribing and using the Agent’s services the Customer consent to the Agent establishing and maintaining a file of personal information about the Customer and obtaining and exchanging, from time to time, any information about the Customer, including credit information with the Agent’s branches, affiliates and agents and with any credit reporting agency or credit bureau, person or corporation with whom the Customer has or may have financial relations, or supplier of services or benefits relating to the Account. This consent is valid where use of the Customer’s personal information is needed to assist the Agent in: making a decision about the account; monitoring, evaluating, servicing and collecting the account; providing account related and other programs offered by the Agent or a third-party provider approved by the Agent; responding to Customer’s inquiries about the account or Customer’s file; and meeting legal and regulatory requirements.

Essentially

We only use your personal data for daily operation of getting mails & parcels to you and to meet legal & regulatory requirements.

Expiration, Cancellation or Termination

Upon expiration, cancellation or termination of this Agreement, the Agent may:

Forward the Customer’s mail for (1) month, provided the Customer pays the postage, packaging material, and forwarding fees in advance. Additionally, the Customer hereby agrees to pay a monthly storage fee of $75 for the period of time during which the mail is forwarded. It is the Customer’s responsibility to provide the specific instructions to the Agent regarding any final mail forwarding needs prior to the expiration, cancellation or termination of this Agreement. The Customer agrees that his/her failure to prepay and/or provide clear instructions for mail forwarding prior to the end of the Agreement will automatically convey his/her desire not to forward and/or store their mail, and authorizes the Agent to discard and/or destroy ALL mail received after the Agreement expiration date.

One (1) week after the expiration, cancellation or termination of this Agreement, the Agent may:

a) Refuse any mail or package addressed to Customer and delivered to the Agent.

b) Discard or destroy any of the Customer’s mail or package delivered to or remaining at the Agent at such time.

Essentially

At termination or expiration of agreement, we’re not obligated to handle your mail or parcels.

Renewal

The term of this Agreement shall be the initial term paid for by the Customer, plus any renewal term paid for by Customer from time to time. Renewal of this Agreement for additional term shall be at the sole discretion of the Agent.

Renewal of Rental Agreement. Any fixed term agreement shall be automatically renewed for an additional term unless cancelled by the Customer or the Agent thirty (30) days prior to the end of the rental agreement. Any renewal shall be in accordance with the terms of the initial Agreement.

Essentially

Renewal is automatic unless you give us 30 days notice.

Cancellation & Amendment

A fixed term agreement can be cancelled at any time by providing a written notice to the Agent at least thirty days (30) in advance of the cancellation. Please note that there are no refunds for fixed term agreements.

This Agreement and terms of service may be amended or modified by the Agent at any time. The Customer hereby agrees that posting the amended agreement on the official website of the Agent shall serve as sufficient notice of such change. If the Customer continues to use the Agent’s services, that shall serve as an unconditional acceptance of the amended agreement and terms of service.

Jurisdiction

This Agreement shall be interpreted and construed in accordance with the laws of the Province of British Columbia, Canada. Any action to enforce this Agreement or any action arising from this Agreement or the relationship created between the Customer and the Agent by this Agreement shall be brought in the provincial or federal courts of British Columbia, Canada. The Customer consents and stipulates to venue and personal jurisdiction in the provincial and federal courts in and for British Columbia, Canada as to any and all lawsuits or causes action arising from this Agreement or the relationship between Customer and the Agent created by this Agreement.
If any section or any portion of any section of this Agreement shall be construed to be illegal, invalid or unenforceable, such provision or portion thereof shall be deemed stricken and deleted from this Agreement, but all other sections of this Agreement and the remaining portion of any section which is construed to be illegal, invalid or enforceable in part shall continue in full force and effect.

A failure of either party to enforce at any time any term, provision, or condition of this Agreement, or to exercise any right or option herein, shall in no way be interpreted as a waiver thereof.