Terms and Conditions

As of Oct 21, 2021

These Terms and Conditions govern your use of the officeclerk.co.uk website, owned and operated by OfficeClerk. Please review these Terms carefully before using Officeclerk.co.uk. By using Officeclerk.co.uk, you accept these Terms.

1. Introduction
In this policy, “we”, “us” and “our” refer to “OfficeClerk”. “You” refers to “Customer”; or to the entity reading this policy in whatever capacity that entity resides in within the scope of this policy. “Services” refer to imaging, storage, handling and forwarding of mail.
1.1 These terms and conditions shall govern your use of our website.
1.2 By using our website, you accept these terms and conditions in full; accordingly, if you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website.
1.3 By agreeing to these terms and conditions; you also accept the use of, and terms and conditions of the website officeclerkfiling.co.uk, owned and operated by OfficeClerk.
1.4 You must be at least 18 years of age to use our website; by using our website or agreeing to these terms and conditions, you warrant and represent to us that you are at least 18 years of age.
1.5 Our website uses cookies; by using our website or agreeing to these terms and conditions, you consent to our use of cookies in accordance with the terms of our privacy and cookies policy.

2. Copyright notice
2.1 Copyright © 2025 – OfficeClerk.
2.2 Subject to the express provisions of these terms and conditions:
(a) we, together with our licensors, own and control all the copyright and other intellectual property rights in our website and the material on our website; and
(b) all the copyright and other intellectual property rights in our website and the material on our website are reserved.

3. Licence to use website
3.1 You may:
(a) view pages from our website in a web browser;
(b) download pages from our website for caching in a web browser;
(c) download files from our website;
(d) stream audio and video files from our website; and
(e) use our website services by means of a web browser,
subject to the other provisions of these terms and conditions.
3.2 Except as expressly permitted or the other provisions of these terms and conditions, you must not download any material from our website or save any such material to your computer.
3.3 You may only use our website for your own personal and business purposes, and you must not use our website for any other purposes.
3.4 Except as expressly permitted by these terms and conditions, you must not edit or otherwise modify any material on our website.
3.5 Unless you own or control the relevant rights in the material, you must not:
(a) republish material from our website (including republication on another website);
(b) sell, rent or sub-license material from our website;
(c) show any material from our website in public;
(d) exploit material from our website for a commercial purpose; or
(e) redistribute material from our website.
3.6 Notwithstanding Section 3.5, you may redistribute our newsletter in print and electronic form to any person.
3.7 We reserve the right to restrict access to areas of our website, or indeed our whole website, at our discretion; you must not circumvent or bypass, or attempt to circumvent or bypass, any access restriction measures on our website.

4. Description of services
4.1 OfficeClerk provides imaging, storage, handling and forwarding services. Any new features that augment or enhance the current Services, including the release of new services, shall be subject to the user agreement.
4.2 You understand and agree that the Services are provided “AS-IS” and that OfficeClerk assumes no responsibility for the timeliness, deletion, mis-delivery or failure to store any user communications, documents, or personal settings.
4.3 In order to use the Services:
(a) you must obtain access to the World Wide Web, either directly or through devices that access web-based content, and pay any service fees associated with such access;
(b) you must provide all equipment necessary to make such connection to the World Wide Web, including a computer and modem or other access device;
(c) you understand that the technical processing and transmission to the Services, including your content, may involve transmissions over various networks and changes to conform and adapt to technical requirements of connecting networks or devices.

5. Received mail
5.1 You authorise us to scan your mail into our system and to create digital copies of those items.
5.2 You authorise us to open your mail – if requested (subject to Section 5.5) – and to scan your mail into our system to create digital copies of those items.
5.3 Those versions will be available to you during the period of your service. At the end of that period, they will be purged from our systems and will no longer be available to you.
5.4 Mail items will be forwarded based on your instructions and you will be responsible for the associated charges.
5.5 We reserve the right to open and inspect any mail received if we deem necessary in such circumstances as, but not limited to:
(a) prohibited postal items:
a.1 Royal Mail prohibited items – personal
a.2 Royal Mail prohibited items – business
a.3 DPD prohibited items
a.4 UPS prohibited items
a.5 DHL prohibited items
a.6 TNT prohibited items
(b) sanctioned counties (More information on UK Government website);
(c) in the interest of crime prevention – i.e. suspicious packages, controlled drugs etc.
5.6 It is your responsibility to check whether the item you instruct us to forward breaks any sanctions or rules. If you break the rules, we reserve the right to dispose of them. You may also face investigation by the relevant authorities.
5.7 It is your responsibility the forwarding address you have instructed us to use has the ability to receive mail.
5.8 You should ensure adequate insurance for mail or goods being forwarded is in place. If cover is required, it is your responsibility to notify us prior to forwarding and we will advise on suitable cover.
5.9 We accept no liability for loss or damage for mail or goods in transit outside this insurance cover.
5.10 No mail or goods are insured whilst on our premises.
5.11 Mail (letters) upon receipt are physically stored for 1 month, thereafter charges will be applied.
5.11 Mail (parcels, goods) upon receipt are physically stored for 1 week, thereafter charges will be applied.
5.12 We reserve the right after the storage period has elapsed, that all mail/goods can be securely shredded and disposed if:
(a) You fail to keep your deposit account in credit;
(b) Your account is suspended, terminated.

6. Company registered office
6.1 You agree any mail other than statutory mail from HMRC and Companies House will be returned to sender unless you have purchased a mail forwarding service, which is current and active.
6.2 You have our permission to use our address for the paid duration of the service. If you use our address without permission, we will inform Companies House and apply for it to be removed.

7. Director’s service address
7.1 You agree any mail other than statutory mail from HMRC and Companies House will be returned to sender unless you have purchased a mail forwarding service, which is current and active.
7.2 You have our permission to use our address for the paid duration of the service. If you use our address without permission, we will inform Companies House and apply for it to be removed.
7.3 You must purchase a director’s service address for each person, per company, listed on Companies House using our address as a correspondence address.

8. Sole trader address
8.1 You have our permission to use our address for the paid duration of the service. If you use our address without permission, we will inform HMRC and Trading standards of possible violation of laws and fraud.
8.2 You have permission to use our address for Business mail only and are prohibited in all other use cases.

9. Pox Box address, Personal correspondence address
9.1 You can only use our address for personal mail only.
9.2 If you maintain a free Po Box with us and you do not use it after a year of activation, we reserve the right to charge an account administration fee of £19.99 per annum.

10. General prohibitions of address usage
10.1 Our address cannot be used for the following use cases:
(a) to apply for a passport;
(b) to apply for a driving license;
(c) to register on an electoral register;
(d) to register a vehicle;
(e) any hire purchase or lease agreements;
(d) any financial securities or documents.
This is not a complete list. You should contact us if unsure.

11. Acceptable use
11.1 You must not use our Services:
(a) be libellous or maliciously false;
(b) be obscene or indecent;
(c) infringe any copyright, moral right, database right, trade mark right, design right, right in passing off, or other intellectual property right;
(d) infringe any right of confidence, right of privacy or right under data protection legislation;
(e) constitute negligent advice or contain any negligent statement;
(f) constitute an incitement to commit a crime, instructions for the commission of a crime or the promotion of criminal activity;
(g) be in contempt of any court, or in breach of any court order;
(h) be in breach of racial or religious hatred or discrimination legislation;
(i) be blasphemous;
(j) be in breach of official secrets legislation;
(k) be in breach of any contractual obligation owed to any person;
(l) depict violence in an explicit, graphic or gratuitous manner;
(m) be pornographic, lewd, suggestive or sexually explicit;
(n) be untrue, false, inaccurate or misleading;
(o) consist of or contain any instructions, advice or other information which may be acted upon and could, if acted upon, cause illness, injury or death, or any other loss or damage;
(p) constitute spam;
(q) be offensive, deceptive, fraudulent, threatening, abusive, harassing, anti-social, menacing, hateful, discriminatory or inflammatory; or
(r) cause annoyance, inconvenience or needless anxiety to any person.
(s) in any way that is unlawful, illegal, fraudulent or harmful; or
(t) in connection with any unlawful, illegal, fraudulent or harmful purpose or activity.

12. Registration and Accounts
12.1 To be eligible for an account on our website you must over 18 years of age.
12.2 You may register for an account with our website by selecting an address package.
12.3 You must not allow any other person to use your account.
12.4 You must notify us immediately if you become aware of any unauthorised use of your account.
12.5 You must fully comply with any account verification protocols we require you to follow.
12.6 You must not open multiple free Po Box accounts without prior permission from us.
12.7 As part of our verification process, we will run a check against Credit Header Data which provides basic information about the person to verify identity. This will leave a soft footprint on your Credit File confirming that an ID check has been run and will not affect your Credit Report.
12.8 If at any time you do not make a payment to us when required (including on termination), we can;
(a) suspend or terminate your use of our service and/or;
(b) require you to pay, on demand, default interest on any amount you owe us per annum calculated on a daily basis, from the date when payment was due until the date when payment is made.
You will also need to pay all expenses and costs (including our full legal costs) in connection with us trying to recover any unpaid amount from you.
12.9 We can at any time change the fees for our services other than those you have already paid for as long as we give you 30 days notice of any such changes. Where we change the fees for our services you cannot withhold payment or claim any set-off without getting our written agreement.

13. User details
13.1 You must keep your password/security question confidential.
13.2 You must notify us immediately if you become aware of any disclosure of your password/security question.
13.3 You are responsible for any activity on our website arising out of any failure to keep your password/security question confidential, and may be held liable for any losses arising out of such a failure.

14. Cancellation and suspension of account
14.1 We may:
(a) suspend your account;
(b) cancel your account; and/or
(c) edit your account details, at any time in our sole discretion without notice.
14.2 You may cancel your account on our website by contacting us with a 30-day notification.
14.3 If you contact us in the middle of the month, your service will continue through the end of the following month plus 30 days.

15. Refunds
15.1 Sales made business-to-business (B2B) are exempt from the consumer contact regulations. All purchases are final and non-refundable. We reserve the right to issue refunds or credits at our sole discretion. If we issue a refund or credit, we are under no obligation to issue the same or similar refund in the future.
15.2 Sales made to individuals, business-to-consumer (B2C). You have a right to cancel within a 14 day cooling-off period from the day you purchase a service. You will be refunded less costs already incurred. On expiration of this time period, refunds will not be available for any services.
15.3 Any balance left on a deposit account, upon account termination, will be refunded less an administration service charge of £20.00
15.4 If you believe that you have been charged in error by us, you must contact us within 60 days of such charge. No refunds will be given for any charges more than 60 days old.
15.5 This refund policy does not affect any statutory rights that may apply.

16. Cancellation of paid subscriptions
16.1 Recurring subscriptions will renew indefinitely, either monthly or annually, based upon your chosen subscription period, unless the subscription is cancelled prior to a renewal date.

17. Limited warranties
17.1 We do not warrant or represent:
(a) the completeness or accuracy of the information published on our website;
(b) that the material on the website is up to date; or
(c) that the website or any service on the website will remain available;
(d) that access to the web site may be subject to scheduled and unscheduled outages which may impact your ability to use the service.
17.2 We reserve the right to discontinue or alter any or all of our website services, and to stop publishing our website, at any time in our sole discretion without notice or explanation; and save to the extent expressly provided otherwise in these terms and conditions, you will not be entitled to any compensation or other payment upon the discontinuance or alteration of any website services, or if we stop publishing the website.
17.3 To the maximum extent permitted by applicable law and subject to Section 18.1, we exclude all representations and warranties relating to the subject matter of these terms and conditions, our website and the use of our website.

18. Limitations and exclusions of liability
18.1 Nothing in these terms and conditions will:
(a) limit or exclude any liability for death or personal injury resulting from negligence;
(b) limit or exclude any liability for fraud or fraudulent misrepresentation;
(c) limit any liabilities in any way that is not permitted under applicable law; or
(d) exclude any liabilities that may not be excluded under applicable law.
18.2 The limitations and exclusions of liability set out in this Section 18 and elsewhere in these terms and conditions:
(a) are subject to Section 18.1; and
(b) govern all liabilities arising under these terms and conditions or relating to the subject matter of these terms and conditions, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty, except to the extent expressly provided otherwise in these terms and conditions.
18.3 To the extent that our website and the information on our website are provided free of charge, we will not be liable for any loss or damage of any nature.
18.4 We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control.
18.5 We will not be liable to you in respect of any business losses, including (without limitation) loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill.
18.6 You must maintain copies of all data stored by you on our services. We do not make any guarantees that there will be no loss of data. We will not be liable to you in respect of any loss or corruption of any data.
18.7 We will not be liable to you in respect of any special, indirect or consequential loss or damage.
18.8 You accept that we have an interest in limiting the personal liability of our officers and employees and, having regard to that interest, you acknowledge that we are a limited liability entity; you agree that you will not bring any claim personally against our officers or employees in respect of any losses you suffer in connection with the website or these terms and conditions (this will not, of course, limit or exclude the liability of the limited liability entity itself for the acts and omissions of our officers and employees).

19. Indemnity
19.1 You hereby indemnify us, and undertake to keep us indemnified, against any and all losses, damages, costs, liabilities and expenses (including without limitation legal expenses and any amounts paid by us to a third party in settlement of a claim or dispute) incurred or suffered by us and arising directly or indirectly out of your use of our website or any breach by you of any provision of these terms and conditions.

20. Breaches of these terms and conditions
20.1 Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, or if we reasonably suspect that you have breached these terms and conditions in any way, we may:
(a) send you one or more formal warnings;
(b) limit or exclude any liability for fraud or fraudulent misrepresentation;
(c) temporarily suspend your access to our website;
(d) block computers using your IP address from accessing our website;
(e) contact any or all of your internet service providers and request that they block your access to our website;
(f) commence legal action against you, whether for breach of contract or otherwise; and/or
(g) suspend or delete your account on our website.
20.2 Where we suspend or prohibit or block your access to our website or a part of our website, you must not take any action to circumvent such suspension or prohibition or blocking (including without limitation creating and/or using a different account).

21. Third party websites
21.1 Our website includes hyperlinks to other websites owned and operated by third parties; such hyperlinks are not recommendations.
21.2 We have no control over third party websites and their contents, and subject to Section 18.1 we accept no responsibility for them or for any loss or damage that may arise from your use of them.

22. Trade marks
22.1 Trade marks, our logos and our other registered and unregistered trade marks are trade marks belonging to us; we give no permission for the use of these trade marks, and such use may constitute an infringement of our rights.
22.2 The third party registered and unregistered trade marks or service marks on our website are the property of their respective owners and, unless stated otherwise in these terms and conditions, we do not endorse and are not affiliated with any of the holders of any such rights and as such we cannot grant any license to exercise such rights.

23. Variation
23.1 We can change these terms at any time by providing you at least 30 days prior notice of the change. Your continued use after that notice means that you agree to the changed terms.
23.2 The revised terms and conditions shall apply to the use of our website from the date of publication of the revised terms and conditions on the website.

24. Assignment
24.1 You hereby agree that we may assign, transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms and conditions.
24.2 You may not without our prior written consent assign, transfer, sub-contract or otherwise deal with any of your rights and/or obligations under these terms and conditions.

25. Severability
25.1 If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect.
25.2 If any unlawful and/or unenforceable provision of these terms and conditions would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.

26. Third party rights
26.1 A contract under these terms and conditions is for our benefit and your benefit, and is not intended to benefit or be enforceable by any third party.
26.2 The exercise of the parties’ rights under a contract under these terms and conditions is not subject to the consent of any third party.

27. Entire agreement
27.1 Subject to Section 18.1, these terms and conditions, together with our privacy and cookies policy, shall constitute the entire user agreement between you and us in relation to your use of our website and shall supersede all previous agreements between you and us in relation to your use of our website.

28. Law and jurisdiction
28.1 These terms and conditions shall be governed by and construed in accordance with English law.
28.2 Any disputes relating to these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England, located within the county of Durham, United Kingdom.

Last update: July 18 2022. Effective: August 18 2022