Virtual Office Gateway Terms and Conditions
Further to an initial enquiry and prior to the commencement of a Service, you will be provided with a written quotation, together with a Booking Form.
The Booking Form will outline the details of the Service required, deadline date, delivery method (eg hard copy, CD, email), rates, payment terms and any other relevant information. (This form is required in addition to any standard Company form or purchase order).
Acceptance of the Booking Form can be a signature on hard copy and posted or alternatively by returning as an attachment using email and acknowledging acceptance. Acceptance of the Booking Form indicates the client’s acceptance of our Terms and Conditions.
By acceptance of the Booking Form it is on the strict understanding that the client agrees to the payment terms.
Clients are able to make changes to the Service(s) required on the understanding that this may incur additional costs and Virtual Office Gateway therefore reserve the right to issue an amended quotation. Progress of the Service will be halted until agreement of the additional requirements are finalised.
If a client does not proceed with a Service that has been started then any costs incurred by Virtual Office Gateway will have to be paid in full. Deposits will not be refunded.
It is the full responsibility of the client to ensure that all data and materials provided do not breach any Copyright regulations or the Data Protection Act. Virtual Office Gateway reserve the right to refuse any Service request believed to be illegal or offensive.
Computer Virus protection is vital and all incoming files will be scanned using software that is updated on a regular basis. Emails received from Clients must contain text within the Subject line. Businesses or individuals who do not comply with this will either have the email returned, without it being opened, or deleted, due to the high risks of computer viruses.
Accuracy of the completed Service requirement is ultimately the responsibility of the client.
All work is proof read prior to despatch to the client.
Any errors found, arising from Virtual Office Gateway, will be corrected free of charge on condition that these are reported within 48 hours. We will be liable for the cost of the work only - no further liability is acknowledged. Any errors that have occurred due to the client’s oversight will be rectified at an hourly rate.
Virtual Office Gateway will not be held liable for the misuse of any Service provided by Virtual Office Gateway after despatch to the client.
All information held on behalf of the client will be kept in accordance with the Data Protection Act by Virtual Office Gateway for a period of one year.
All data will be held in the strictest confidence. If required, a Confidentiality Agreement, supplied by the client, will be signed by Virtual Office Gateway in acknowledgement of this.
It is advisable that original documents are posted using a traceable method of delivery eg Recorded Delivery by Royal Mail. Virtual Office Gateway cannot be held responsible for non-delivery of documents and clients who post items do so at their own risk.
Virtual Office Gateway Payment Terms
New Clients
A deposit of 40% of the quoted price is required prior to commencement. An invoice for the balance will be submitted on completion and payment has to be received no later than 14 days from the date of that invoice.
Regular Clients (have used Virtual Office Gateway services on a minimum of four occasions)
A deposit of 20% of the quoted price is required prior to commencement. An invoice for the balance will be submitted on the completion and payment has to be received no later than 14 days from the date of the invoice
Non UK
A deposit of 40% of the quoted price is required prior to commencement. An invoice for the balance will be submitted on completion and payment has to be received no later than 7 days from the date of that invoice.
Individual or Business Retainers
Clients who use Virtual Office Gateway services on a retained basis will be invoiced approximately two weeks prior to each calendar month end. Invoices must be settled in full prior to commencement of further work.
Accepted payment methods:
Cheque or PayPal
(Please contact Virtual Office Gateway if you require further information)
Clients will be responsible for reimbursing Virtual Office Gateway for all Bank Charges incurred as a result of a returned cheque.
All prices are currently exclusive of VAT (UK)
All materials will be itemised and charged at cost.