This agreement (the “Agreement”) is made between West Quay Offices Inc. (“Company,” “we,” “us,” “our”) and the subscribing applicant (“Member,” “you,” “your”). This Agreement is made in the City of North Vancouver, Province of British Columbia, and is governed by the laws of the Province of British Columbia.
BY SUBSCRIBING TO OUR VIRTUAL OFFICE SERVICES, YOU ACCEPT AND AGREE TO BE BOUND AND COMPLY WITH THESE TERMS AND CONDITIONS AND OUR PRIVACY POLICY, INCORPORATED HEREIN BY REFERENCE. IF YOU DO NOT AGREE TO THESE TERMS AND CONDITIONS OR THE PRIVACY POLICY, YOU MUST NOT SUBSCRIBE TO OR USE THE SERVICES.
1. Your Rights Under the Business Practices and Consumer Protection Act (BPCPA) #
As this is a contract for ongoing services entered into online, it is classified as both a “continuing services contract” and a “distance sales contract” under British Columbia’s Business Practices and Consumer Protection Act (BPCPA). This Act provides you with specific rights.
- Right to Cancel (Distance Sales Contract): You may cancel this Agreement by giving us notice of cancellation not later than seven (7) days after you receive a copy of the contract.
- Right to Cancel (Non-Compliant Contract): You may cancel this Agreement by giving us notice of cancellation up to one year after you receive a copy of the contract if the contract does not contain all the required information.
- Refund upon Cancellation: If you cancel this Agreement under these rights, we must refund all payments you have made within 15 days.
To provide notice of cancellation, you may use any method that allows you to produce evidence that you cancelled the contract, including personal delivery, registered mail, email, or fax, sent to the contact information provided in this Agreement.
2. Virtual Office Services #
The Company agrees to provide virtual office services (the “Services”) according to the membership plan selected by the Member. The specific services included vary by plan as outlined below.
2.1 Membership Plans and Included Services
The Company offers three primary virtual office membership plans:
- Address Package: This plan includes the core services required for a professional business presence:
- A professional company business address.
- Mail and delivery collection with email alerts and access to mail history.
- Mail forwarding services (subject to fees outlined in Section 8).
- A 5% discount on additional bookings, resources, and passes.
- Plus Package: This plan includes all services from the Address Package, plus enhanced communication features:
- A local phone number with voicemail-to-email functionality.
- A virtual receptionist to answer calls with your company name and a customized script.
- Complimentary website builder and hosting.
- A 10% discount on additional bookings, resources, and passes.
- Resident Package: This is our most comprehensive plan and includes all services from the Plus Package, in addition to physical access to our workspace:
- Twenty (20) hours of monthly access to the business lounge area and hot desks. Unused hours carry over to the following month until the 12-month mark or contract termination.
- A 15% discount on additional bookings, resources, and passes.
Additional services, such as adding team members, virtual fax numbers, or booking meeting rooms, are available as add-ons and are subject to the fees associated with your chosen plan.
3. Use of Business Address #
The Member may use the mailing address provided by the Company for business registration, business licenses, letterhead, advertising, business cards, and websites. The Member must use the exact mailing address format without modification as specified by the Company. Mail must be addressed to the specific individual or business name registered on the account. Mail addressed to unregistered names may be returned to the sender.
4. Identity Verification (Know Your Customer) #
To prevent fraud and comply with regulations, the Member must provide two forms of valid, government-issued identification upon signing up.
- Acceptable Personal ID: Driver’s License, Passport, BC Services Card, or other valid government-issued photo ID.
- Business Applicants: Must also provide proof of business registration or incorporation and proof of authority to act on behalf of the organization.
Services will not commence until these identification requirements are met. We reserve the right to refuse service if these requirements are not met. Only one company name is permitted per account. Mail received for subsidiary or “doing business as” (DBA) names not registered to the account will be returned to the sender.
5. Authorized Persons #
Only individuals identified and verified on the application form are authorized to pick up mail and parcels. Any individual picking up mail may be required to provide proper identification. To add or change an authorized person, the Member must provide a written request with full details for the new individual, who must also present valid identification. This account is non-transferable.
6. Payment, Term, and Renewal #
- Term: The minimum service period is three months, paid in advance. After the initial term, the service will renew automatically on a month-to-month basis.
- Continuing Services Contract Duration: In accordance with the BPCPA, this Agreement shall not exceed a total duration of two years, including all renewals. Any continuation of service beyond two years will require your express written consent.
- Payment: All service fees are due and payable in advance. You authorize us to charge the recurring monthly fees to the valid credit card you keep on file. Services may be suspended if your account is not paid in full.
- Fee Changes and Amendments: We will provide you with at least thirty (30) days’ notice of any fee changes for an upcoming renewal term. We will not make any other unilateral amendments to this Agreement without your consent.
7. Mail and Package Handling #
- Restrictions: We will not accept any items exceeding 4.5 kg (10 lbs.) in weight, 46 cm (18″) in any dimension, or 0.03 cubic meters (1 cubic foot) in volume, nor will we accept items containing dangerous, live, or perishable goods, without prior arrangement.
- Storage Fees: A storage fee of $2.00 per day will be charged for any package remaining on the premises for more than 14 days. Uncollected letters remaining for more than 6 months shall be subject to a $2.00 per day storage fee.
- Postage Due and COD: We will refuse any “postage due” or Cash on Delivery (COD) items unless you have made prior financial arrangements and have sufficient funds on deposit to cover the costs.
8. Mail Forwarding and Scanning Services #
If you subscribe to mail forwarding services, the following terms apply:
- Deposit: You agree to pay an applicable deposit to cover forwarding fees.
- Handling Fee: Each time mail is forwarded, you agree to pay a minimum handling charge of $10, plus the actual cost of postage or courier services.
- Frequency and Limits: Mail is forwarded weekly. Service is subject to a 400g per week weight limit. Scanning is limited to 10 pages per letter and a maximum of 5 letters per day. Additional scans may be requested for a fee of $1 per page.
- Address Changes: You must inform us in writing of any change to your forwarding address at least fifteen (15) business days in advance.
9. Termination and Cancellation #
- Cancellation by Member: You may cancel this Agreement at any time by providing thirty (30) days’ written notice. Please note your statutory cancellation rights in Section 1.
- Termination by Company: We may terminate this Agreement for good cause by providing you with fifteen (15) days’ written notice. Good cause includes, but is not limited to:
- Failure to pay monies owed when due.
- Use of the Services for any unlawful, illegitimate, or fraudulent purpose.
- Receipt of an unreasonably high volume of mail or packages.
- Engaging in offensive, abusive, or disruptive behaviour.
- Violation of any provision of this Agreement.
- Termination for Fraud: If we receive credible allegations that the service is being used for fraudulent or illegal activities, we may terminate this Agreement immediately and dispose of any mail remaining on the premises.
10. Post-Termination Mail Handling #
Upon expiration or termination of this Agreement, you are responsible for providing clear final mail forwarding instructions. You may opt to have your mail forwarded for one month, provided you prepay all applicable postage and handling fees, plus a monthly service fee of $75. If no instructions or payment are provided, you authorize the Company to discard or destroy all mail received after the termination date. We will notify the City of North Vancouver and BC Registries that you are no longer conducting business from our address upon termination.
11. Refunds #
Except as otherwise required by law (including your cancellation rights under the BPCPA), service fees are non-refundable, and there will be no proration for cancellation of any services. Any security deposit held on your account is refundable, less any outstanding fees and charges.
12. Prohibited Use and Fraud Prevention #
You agree not to use the Services for any unlawful purpose. To prevent our Company from being used for illegal activities, we reserve the right to inspect any suspicious packages. You acknowledge that we cooperate with all local, provincial, and federal law enforcement agencies and will share information about you and your use of the Services as required by law or subpoena.
13. Disclaimer and Limitation of Liability #
THE SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. USE OF THE SERVICES IS AT YOUR SOLE RISK. WE ARE NOT LIABLE FOR ANY FAILURE OF THE POSTAL SERVICE OR ANY COURIER TO DELIVER ITEMS ON TIME, OR FOR DAMAGE TO OR LOSS OF ANY MAIL OR PACKAGES.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE TOTAL LIABILITY OF THE COMPANY FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY THE MEMBER IN THE PRECEDING THREE MONTHS.
14. Indemnification #
You agree to indemnify and hold harmless the Company, its directors, officers, and employees from any and all losses, claims, demands, or liabilities arising out of or in connection with your use of the Virtual Office service, including any violation of applicable laws.
15. General Provisions #
- Entire Agreement: This Agreement, along with our Privacy Policy, constitutes the entire agreement between you and the Company regarding the Virtual Office Services.
- Governing Law: This Agreement shall be governed by the laws of the Province of British Columbia.
- Severability: If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
- Contact Information: West Quay Offices Inc., #201 – 252 Esplanade West, North Vancouver, British Columbia, V7M 3G7 [email protected]
