Virtual Office TERMS AND CONDITIONS – April 2026
1.The Licensor authorises the Licensee to occupy a Virtual Office for the Permitted Use from and including the Licence Start Date until a Licence Termination Notice is given and expires ("the Licence period").
1.1 The minimum term of the Licence Period shall not be less than 3 months and will be automatically rolled until Termination Notice of 1 calendar month to end on the last day of the month in writing is received by the licensee.
1.2 All Agreements will renew automatically equal to the current term of the licence or until terminated by the licensee or by the licensor. The fees on renewal will be at the prevailing market rate or Retail Price Indexation (RPI) and will be implemented on the 1st of April within your second year. Pricing is reviewed annually and any changes you will be notified 1 month prior.
2. As consideration for the occupation and use of the Virtual Office, the Licensee shall pay the Licence Fee to the Licensor for the duration of the Licence Period in accordance with the Schedule and shall comply with all terms of this Agreement. The Licence Fee shall be paid in advance on the Licence Start Date and thereafter monthly in advance by Direct Debit. Payment must be made by Direct Debit only, except during the initial Direct Debit set-up period. A late payment fee of £35 will be charged where payments are not made by the due date stated in the agreement. If a Direct Debit fails, an administration fee of £65 per month will be applied until the Direct Debit is reinstated. The Licensor will permit reinstatement of the Direct Debit on no more than three occasions following failure.
2.1 We may withhold any or all the services and facilities whilst there are any outstanding services fees or if you are in breach of this agreement and shall be entitled to charge a reconnection fee of £50.
3. The Licensee is entitled during the Licence period to:
3.1. use the roads and paths within the Centre for the purpose of access to and egress from the Centre 4. The Licensee agrees during the Licence period: 4.1 to pay the Licensor a non-refundable Administration Setup Fee of £75 to include the electronic ID check in accordance with the Money Laundering, Terrorist Financing Act 2017." 4.2 to use the virtual office agreement for legitimate business only.
4.3 This service is not designed as a mailbox or PO box number type and MUST NOT be used as a front for dishonest or illegal activities, and the Licensor reserves the right to terminate this agreement immediately if they feel the service is being abused.
4.4 to comply with all regulations made by the Licensor for the Centre and with any directions given by the Licensor's officers for the orderly use and management of the Centre
4.5 not to park or leave any motor vehicles on any part of the Centre except as authorised by the licensor
4.6 to remove the virtual licensee address and telephone number from all material immediately upon the licence termination. You must also notify Companies House, your deposit held will not be returned on the said 60 days until you have provided proof this has been requested.
4.7 to indemnify the Licensor against all actions claims costs and liability of any nature and howsoever arising and resulting directly or indirectly from the Licensee's occupation
4.8 not to employ a member of Centre staff previously employed by the Licensor within six months of them leaving the Licensor.
4.9 all mail delivered to you at the Virtual Office address is for collection only unless specified by you during the sign-up process. If requested mail will only be forwarded by first class Royal Mail to the address (United Kingdom only) specified as soon as reasonably possible after receipt at the Virtual Office address. All mail must have your Company Name clearly visible or will be returned to sender via Royal Mail. Large packages must be collected within 48 hours of being notified, failure to do so will result in £10 per day storage charge. If you request your mail to be opened and scanned to you on the day of receipt this will be charged at scan service rates. We will not dispose mail even on your instructions. Mail will be forwarded to you via royal mail if not collected within 2 months on receipt and postal charges will apply.
4.10 no warranties are given for the availability of UBCuk Limited staff being available to sign for, or forward mail delivered to the Virtual Office address during office hours (08:30 - 17:30 Monday to Friday) and outside normal office working hours (08:30 - 17:30 Monday to Friday excluding bank holidays.
4.11 to be charged all fees relating to the forwarding of postage plus a 25% service charge which will be invoiced in arrears. Scanned post will be charged at 75 pence per letter up to two pages. More than two pages will be charge at 50 pence per additional page.
4.12 that all risks in mail delivered to you at the Address shall pass to you without any intervening time upon delivery to the Address and it is your sole responsibility to arrange for appropriate insurance cover from such period.
4.13 unless otherwise agreed in writing, the Virtual Office services may not be used for direct marketing services which is likely to result in more than 100 items of mail being delivered to you at the Address in any calendar month.
4.14 no warranties are given for the availability of the telephone answering service for a Virtual Office Contact. This includes 100 inbound calls/messages per calendar month. Additional calls are chargeable monthly in arrears at £1.00 per call.
4.15 Call forwarding service includes a 1000 call transfer minutes per calendar month to local and national telephone numbers. Transfer to mobiles, premium rate or international numbers will be charged at BT rates and invoiced monthly in arrears.
4.16 to pay exit fees of £50 for mail forwarding service following termination notice.
4.17 to adhere to guidelines and terms and conditions on all meeting room and Coworking bookings.
5. The Deposit equivalent to 1 months' rental will be paid prior to the service commencing and be held by the Licensor, which is entitled to retain and apply it in or towards payment of any Licence fees or any other monies due from the Licensee or to remedy any of the matters referred to in clause 4 above, or any other breach of this licence. The deposit or the remaining balance of it will be repaid to the Licensee within 60 working days after the end of the Licence period.
6. The Licensor will:
6.1. maintain the Centre, arrange for disposal of normal refuse, clean and maintain all common parts and provide central reception facilities
6.2. not accept responsibility for any direct or indirect or consequential loss or damage caused to the Licensee or to the business or assets of the Licensee or any third party caused by unforeseen events including but not limited to losses arising from flooding, power cuts and fire.
6.3 where applicable have mail delivered to you at the address made available for collection, by prior written agreement or telephone call and is subject to modest volumes being received and should not exceed 200 items of mail delivered to you at the Address in any calendar month. Any mail not collected within 3 months will be posted to the address on file and costs will be charged accordingly.
6.4 if mail delivered to you at the Virtual Office address is not addressed in such a way that the Licensor is able to verify from the outside packaging that it is addressed for you, we reserve the right to open such mail to determine for whom it is intended.
6.5 not in any event be liable for any indirect or consequential loss, including loss of profit, however, it may arise, nor for any liabilities, costs, claims, demands or expenses, any loss, damage, delay, or mis-delivery of postal items.
6.6 include 100 inbound calls per calendar month with the Virtual Office Contact and the licensee agrees to pay £1.00 for additional messages incurred which will be invoiced in arrears.
7. The Licence is non-assignable and is personal to the Licensee who shall not allow any other person (other than employees of the Licensee) or company to use the virtual address.
8. The Licence will terminate immediately on the happening of any of the following events:
8.1. on the expiry of a Licence Termination Notice of the length specified in the Schedule which either party may give to end on the last day of any calendar month.
8.2. if the Licensor gives notice to the Licensee that it has committed a breach of the Terms, and the Licensee has failed to remedy the breach within seven days after the Licensor has required the Licensee to do so
8.3. if the Licensee has a Receiver appointed or enters liquidation or bankruptcy.
8.4. Will reject or terminate your virtual office should the mandatory money laundering checks return unsatisfactory or if the licensee fails to provide the relevant documentation to carry out the necessary checks in line with the Money Laundering, Terrorist Financing & Transfer of Funds Regulations 2017.
9. Under General Data Protection Regulation (GDPR) we reserve the right to appoint third-party suppliers, debt collection and tracing agents to assist with the processing of this application and in the event of any future default or any breach of any terms or conditions. The information on this form may also be used to verify identity. That information will be held securely on our systems. It will not be passed to any other party without your express permission, unless we are required to do so by law or regulation. We will store the information and our verification thereof in accordance with relevant legislation for as long as is reasonably necessary after which it will be destroyed. The Act confers rights of access to certain information we hold. Details are available on request. 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 including the Flexible Space Association, complying with legislation and in accordance with relevant statutory and regulatory obligations. Information shared in this way will not be used by third parties for marketing purposes.
10. Money Laundering, Terrorist Financing & Transfer of Funds Regulations 2017 (MLR 2017) We operate our business in accordance with the above regulations and we may be required to verify the identity of those we deal with. This may include checking against electronic and other databases (public or otherwise). if necessary, will make such inquiries as may be deemed appropriate from time to time and may report any unusual transactions to the appropriate authorities. Original identification documentation must be presented in person at a UBC UK Limited business centre for verification.
On signing the Agreement, you authorise UBC to conduct Identity Verification checks and Anti-Money Laundering checks via electronic systems annually or as required. This agreement is made between us, and you and you confirm that you have read and understood the Terms and Conditions overleaf and agree to be bound by them and we agree to provide the services and facilities mentioned overleaf. Note: All pricing is subject to VAT. This agreement is made between us, and you and you confirm that you have read and understood the Terms and Conditions overleaf and agree to be bound by them and we agree to provide the services and facilities mentioned overleaf.
hUBClub Anytime Credits Terms and Conditions - April 2026
Introduction
UBCUK Ltd operates a service that allows users to buy credits that they can redeem to access co-working at participating UBC Workplace Locations. Each credit can be used in exchange for a day or part-day use at your chosen UBC Location.
When you make a booking at a hUBClub Venue, the workspace you use will be paid for by the credit you have purchased in advance.
How long do my credits last?
All credits are available to use in your organisation for 90 days from date of purchase. Unused credits will be lost after 90 days
What if our organisation runs out of credits?
Bookings will not be accepted until you have paid for more credits.
Cancellation Terms
Advance booking
If there are more than 24 hours to go before the booking starts, the booking can be cancelled without using any credits.
If you book less than 24 hours in advance
If a booking is made within 24 hours before the booking starts, the booking may be cancelled without using up any credits within 30 minutes of the booking being made.
Last minute bookings
If a booking starts within 30 minutes of the booking being made, it may be cancelled before the booking starts without using any credits
You will have access to a hUBClub workspace and communal area for the specified day and at the end of working hours that day the Term will end. You will occupy the hUBClub workspace as a licensee only and no part is given to you for your exclusive use.
Payment for workspace must be made in advance either on a day rate or a discounted bundle. Bookings will not be accepted unless payment is made in advance. Any additional services must also be paid for in advance
2.9 Your Obligations
2.1. Reimburse Fees Incurred by the Landlord
You must pay Us on demand all expenses arising from any failure by You to comply with this Agreement and any reasonable action taken by Us because You did not comply.
2.2. No damage
You must not damage the workspace or furniture in it and must not make any alterations to the hot desk, hUBClub workspace or communal areas or any alterations to the pipes, cables, wires and ducts serving the hUBClub.
2.3. Failure to Comply
2.3.1. If We require You to rectify any failure to comply with Your obligations then You must comply with Our requirements immediately in the case of an emergency or otherwise promptly.
2.3.2. If at the end of the day’s use there are any of your possessions in the workspace we will keep those items for 14 days only after which We may sell or dispose of them as your agent without any liability or responsibility to You whatsoever.
2.3.3. If the hUBClub or Furniture have been damaged during this Term then We will charge You the cost of putting this right after the Term ends.
2.4. User
2.4.1. You must only use the Community Hub for office use and may not store or keep any goods or equipment anywhere in hUBClub;
2.4.2. You must not cause a nuisance to Us or to any other occupiers of the Centre.
2.5. Who may Occupy
2.5.1. This Agreement is personal to You.
2.5.2. Each person who you require to have access to the hUBClub must be authorised through Centre security at your hUBClub location
2.6. Management and Membership
You must comply with the Members rules at your hUBClub location.
You and other members. We do not control and are not responsible for the actions of other members or any other third parties. If a dispute arises between members or their invitees, or guests, we shall have no responsibility or obligation to participate, mediate or indemnify any party
3.0Our Obligations
3.1. We must provide the hot desk and services in the hUBClub workspace to You
3.2. We will provide internet services to you but these are used at your own risk and you are responsible for your own internet security. We accept no responsibility for any outage or fall in bandwidth outside our reasonable control.
4.0 General
4.1. Ending this Term
4.1.1. This Term will end at the end of the specified working day.
4.1.2. The fact that this Term ends will not affect the rights of either party in relation to a previous failure to comply with these terms & Conditions.
4.2. Limitations
4.2.1. You have no rights that would restrict our right to build or carry out works to any adjoining premises.
4.2.2. You have no rights to enforce any obligations against other occupiers of the Centre.
4.2.3. We are only liable to You for any loss or damage that You suffer that is caused by Us deliberately or negligently being in breach of these Terms & Conditions.
Under no circumstances are We responsible for any loss of profits or business loss and in any event Our liability is capped at a maximum of 100% of the total Fees that We have received from You.
4.2.4. Notwithstanding clause 4.2.3 We are not excluding Our liability for death or personal injury.
4.3. Service of Notices
Unless specified otherwise any notice must be in writing and
4.3.1 may be delivered by personal delivery to Us at the Business Centre Manager’s Office or may be sent to Us by email to the Business Centre Manager and
4.3 .2 may be delivered to You in person or at any email address that you have notified us in writing as the appropriate email address for communicating formally with you about these Terms & Conditions.
4.4. Contracts (Rights of Third Parties) Act 1999
Nothing in these Terms & Conditions creates any rights benefiting any person under the Contracts (Rights of Third Parties) Act 1999.
4.5. Confidentiality
We and You will both treat the financial terms of this Agreement as confidential and will not disclose them to others apart from Our legal and financial advisors.
4.6. Definitions and General Interpretation
In these Terms & Conditions -
4.6.1. an obligation not to do something includes an obligation not to permit or allow another person to do it;
4.6.3. You will be liable for any breaches of Your obligations in these Terms & Conditions committed by -
4.6.3.1. any authorised occupier of Your Offices their respective employees, licensees or contractors; or
4.6.3.2. any person under Your control or acting under Your express or implied authority.
4.7. Membership of hUBClub
4.7.1. By agreeing to these Terms & Conditions you become a Member of the hUBClub community
4.8. Data Protection
4.8.1. We will only process any personal data we collect in accordance with our privacy policy and all applicable data protection laws and regulations.
4.8.2. You confirm that any personal data supplied to Us has and in future will have the informed consent of the relevant
