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45

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Terms and Conditions

Icon Offices Terms and Conditions of Business

These Business Terms and Conditions constitute a legally binding agreement between you, whether personally or on behalf of an entity, and Icon Offices under which you can access and use the services offered through our website, https://iconoffices.co.uk. Please note that the legal rights will differ depending on whether you are a business or a consumer. By accessing our services, you agree to have read, understood, and agree to be bound by all these legal terms. YOU ARE PROHIBITED FROM USING THESE SERVICES IF YOU DO NOT AGREE WITH THESE LEGAL TERMS. The terms outline the expectations and responsibilities of both parties involved in the service agreement. These terms also contain Complaint Policy. .

We reserve the right to modify or change these Terms and Conditions at any time at our sole discretion. It is your responsibility to review these Terms periodically for any changes. Continued use of our services following the posting of any changes to these Terms constitutes acceptance of those changes.

1. Information About Us

Icon Offices owns and has all intellectual property rights over our website and material published on it. We offer professionals and businesses a range of business setup, office rental, and business support solutions. Icon Offices is a private limited company registered in the United Kingdom under company number 10343713, and its registered office situated at 321 - 323 High Road Chadwell Heath Essex United Kingdom RM6 6AX.

Our VAT number is 251583310. For more information, you can contact us by email at info@iconoffices.co.uk or by phone +44 (0) 203 432 5444.

2. Definition and Interpretations

In these terms, the following expressions have the following meaning:

Terms and Conditions - These are the terms of the legal contract between Icon Offices and our customers for the supply of our services.

Intellectual property rights - This means that we are the legal owner and have rights of our services, including databases, software, website designs, photographs, graphics, trademarks, and logos.

Users, customers, customer, you, your, account handler, their, they, them – This refers to the business or the company and or persons named as directors of the company / business both in their capacity as Directors and private individuals. Account handlers and resellers are also deemed as our customers if they are paying subscription fees for and / or managing more than 1 company / business which have different directors.

Service provider, us, we, our - Icon Offices Ltd under UK company registration number 10343713.

Website - Refers to Icon Offices site https://iconoffices.co.uk.

Order - The services that you purchase on our website or through links emailed to you.

Services - Refers to the services advertised on our Website and available for purchase, and any additional services where applicable.

Additional services - Refers to complementary services that Icon Offices offer alongside our core services.

KYC documents/requirements - Refers to documents used in the KYC process to verify the identity of Icon Office’s customers.

KYC - Refers to Know Your Customer.

Post - Refers to letters and parcels received, held or forwarded to a client, up to a maximum of 10 kg and no larger than the size of a shoe box.

Post Retrieval Portal - Refers to the section available in Icon Offices customer login area from where the post request needs to be made.

Post releasing - Refers to the post item collection, scanning and emailing the letters received and forwarding of the post items.

Post/mail forwarding - Refers to a service forwarding a customer's post from Icon Offices business centre to customers' addresses.

Post collection - Refers to the process where customers can collect their post item from our business centres.

Courier collection - Refers to the process where a courier service picks up mail and packages from a designated location.

Post Scanning - Refers to the process of converting physical mail such as letters into digital formats.

Post / Mail Handling - Refers to the process of managing incoming and outgoing mail.

Voiper Tec app - Refers to VoIP application provided by Icon Offices only for pre-approved customers.

VoIP services - Refers to a technology referred to as “Voice over Internet Protocol” that Icon Offices offers customers to make and receive voice calls using the internet.

Primary contact - Refers to the person responsible for communication and coordination between the company/business/company directors/company shareholders and Icon Offices.

Token - Refers to a unit/standard to calculate the allowance provided in the call answering service to define the nature of the calls answered by a call answering agent.

Working day - Refers to any day other than Saturday, Sunday, or a public holiday in the UK.

Companies House fees - Refers to the charges imposed by Companies House for various services related to company registration.

GBP - Refers to British Pound Sterling.

Chargeback/dispute - Refers to the action of filing a complaint against the payment made/charged and demanding a refund.

Discretionary fee - Refers to a charge that is set at the discretion of Icon Offices.

3. Intellectual Property Rights

i) We are the legal owner or licensee of all intellectual property rights of our services, as well as the databases, software, website designs, functionality, photographs, audio, video, texts, graphics, logos, and marks. The marks include trademarks, patents, and service marks.

ii) Our content and marks are protected by copyright and trademark laws. The Content and Marks are provided through our Services, AS IS.

iii) When using our website, you must not download, republish, reproduce, distribute, store, modify, create derivative works of, publicly display, or create any of the material, except:


iv) Materials on our website should not be used for commercial purposes without obtaining a written agreement from us.

v) Any alteration or deletion of proprietary rights notices from copies of materials from the website, trademark, or copyright, your right to use the Website will cease immediately, and you will be required, at our option, to return or destroy copies you have made.

vi) If you wish to use any of our website materials with our proprietary rights, please address your request to: info@iconoffices.co.uk.

4. Access and Use of Our Website

These Terms permit you to access and use the Website for your use only free of charge. Note that all information collected on the Website is subject to our Privacy Policy.

a) Information provided on this site is for informational purposes

Information on this is not a substitute for professional advice. The site has been developed for general educational purposes and every user needs to verify each piece of information with other reliable sources before making decisions based on that information.

b) Use the site for lawful purposes

The Website may only be used for lawful purposes as per these Terms of Business. By interacting or purchasing our Services you agree not to:


c) Changes in the website

We reserve the right to withdraw or amend the Content on our site without notice. Material on the Website may be out of date at any given time, we may change or update the content regularly. The content may not necessarily be up-to-date, we may update the information when necessary.

d) Links to external websites

e) Links from our site

Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. We have no control over the content of these sites or resources and accept no responsibility for them or for any loss or damage that may arise.

f) Creating an account with us

g) Your comments

h) Data protection and GDPR

GDPR laws state that personal data should be kept for no longer than is necessary for the purposes for which it was collected. According to the Money Laundering Regulation, CDD documents must be kept for a minimum of 5 years. Once you have registered and paid for our service, no data deletion requests will be processed for up to 10 years. This includes clients who cancel their services with us within the 14 day refund period.

5. Our Liability

The material displayed on our site is provided without any guarantees, conditions, or warranties as to its accuracy. To the extent permitted by law, we, other members of our group of companies and third parties affiliated with us hereby expressly exclude:

a) All conditions, warranties and other conditions that might otherwise arise by law, common law or equity.

b) Any liability for any direct or indirect loss or damage incurred by any user in connection to our site or connection with the use, inability to use, or results of the use of our site, any web pages linked thereto and any material published thereon, including without limitation any liability for:


c) And for any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable, provided that this condition does not prevent claims for loss or damage to your tangible property or other claims for direct financial loss that are not excluded by any of the categories set out above.

d) This does not affect our liability for death or personal injury arising from our negligence, our liability for fraudulent misrepresentation or misrepresentation as to a fundamental matter, nor any other liability that cannot be excluded or limited under applicable law.

6. Our Services

i) These terms apply to all general Services offered by us and any purchases made through the Website, e-mail, or by phone. Our nature of the Services may vary depending upon individual requirements and circumstances.

ii) Information provided when using our Services is not intended for use or distribution by any person or entity in any jurisdiction where such distribution will be contrary to law and regulations. Persons or entities who choose to use or access our Services from other locations do so at their own initiative and are solely responsible for compliance with laws and regulations.

iii) We do not warrant that all Services will be available at all times and cannot confirm the availability until you make an order.

iv) You may be required to select the required package of Services where appropriate.

v) We recommend users to seek independent advice before making an order or purchasing our Services. We will not be liable for any claims or losses arising as a result of your failure to take appropriate advice.

vi) If you purchase any document on behalf of a professional or entity, you must ensure you are not in breach of the Legal Services Act 2007 by preparing it. You are solely responsible for checking and considering whether this is legal for you.

We are currently offering the following services:

i) Office rental services include and not limited to


ii) UK company services include and are not limited to


iii) Virtual office services include and are not limited to


iv) VoIP / Telephony services include and are not limited to


v) Other services include


Please note that this list is not exhaustive and the services we offer may change from time to time.

7. Making An Order

i) All our packages have Additional Services. It is your responsibility to read and understand all the information before placing an order. It is your responsibility to get further information from us regarding the Services you intend to order before the order is placed. Should you have any queries regarding our Services, or any aspect of your order, contact us at info@iconoffices.co.uk.

ii) It is your responsibility to ensure the completeness, accuracy, and compliance of documents you upload to our Website for our Pre-Submission Reviews.

iii) As an authorised person for or on behalf of a company, you authorise us to file any statutory document with Companies House as per your order. You will be liable for any associated costs arising out of your failure to make payment.

iv) We reserve the right to reject or cancel any order placed through the Services, in our sole discretion. Where we refuse, reject, or fail to process an order, we will let you know but shall have no liability regarding the refusal. If you have already paid us fees, we will refund them to you.

v) You accept any liability for delay or cancellation of Services due to inaccuracies. Should we incur any loss as a result of your breach, you shall indemnify us for all and any liabilities, penalties, fines, awards, or costs arising directly or indirectly.

8. Payments and Transactions Concluded Through Our Site

i) We accept the following forms of payment:


ii) You agree to provide current, complete, and accurate Purchase Account information for all purchases made through the Services.

iii) You agree to promptly update account and payment information, including email address, payment method, and card expiration date.

iv) VAT will be added to the price of purchases as deemed required by us.

v) Where stated, if you subscribe to a subscription service, you agree to pay us on your recurring billing date. Details of your recurring billing cycle will be stated on the page detailing the service you wish to subscribe to and your billing dates in your online portal. The payment will be processed automatically and charged to the card/PayPal account we have on file for you. Permission to charge you will not be requested as all of our subscription-based services stay active on a rolling basis until cancelled.

vi) If subscription to one of the Services requires periodic payments, including but not limited to Address, Post, and/or Telephone Handling Services, you agree to pay the subscription fees when due and ensure that you always have sufficient funds in your account to cover the cost of postage for mail forwarding services.

vii) The initial cooling-off period will be stated for any service purchased through our website. After this, we require a minimum of 7 calendar days’ notice before your billing date to cancel your subscription, except for our shared office subscription service where 30 days’ notice is required. If you have a virtual office service with us, you must not use our address at and after the time of your cancellation request, or your cancellation request will be denied.

viii) You can pay us using someone else's bank card as long as they have provided their consent to pay us now and at later dates via recurring subsription payments. We may ask for proof that you have the card in your possession and that the cardholder has provided their consent for it to be used. If we find that the cardholder is managing the Icon Offices account we may add the cardholder as an account handler in which case the account handler and the company / business and its directors and beneficial owners will jointely be responsible for paying us our fees.

9. Price Changes

i) We may, from time to time, make changes to the subscription fee and will communicate any price changes to you as per applicable law.

ii) If you have purchased a renewable service, and Companies House fees increase on or before the date that your application/filing is submitted, we will be entitled to recover the fee increase from you by charging the card we have on record.

iii) If you have purchased a one-off service and Companies House fees increase, we will be entitled to pass on this increased fee to you. We will charge you the difference in Service fee for Companies House between the date of purchase of the Service and the date of your application/submission.

10. Subscriptions

i) We will contact you by email to ask if you would like to renew your subscription for yearly payments. However, we are not liable to send emails before making the payment attempt as customers acknowledge and accept while signing up that the payments for their subscriptions are recurring payments and are made in advance on a rolling basis and that they will be charged automatically on their respective billing dates from the card we have on file for them.

ii) You can cancel your subscription at any time by logging into your account. Your cancellation will take effect at the end of the current paid term. If you have any questions or are unsatisfied with our Services, please email us at info@iconoffices.co.uk.

11. Provision of Services

i) All services advertised on our website are provided in-house by our own team. Our Call Answering service is contracted out to third-party service providers.

ii) We accept no liability for any losses you incur resulting from calls not being answered or for messages not being forwarded to you in an appropriate manner. This also applies to our SMS to email service, which is provided with our virtual number services.

iii) With regards to our Accountancy Services and Company Filing Services, we at Icon Offices are not Accountants and can only offer you general business assistance. We do not provide you with financial advice under any circumstances. We do not compile nor file VAT returns or Annual Accounts. We can, however, refer you to a third-party Accountancy firm who is not associated or affiliated with our company. The company will provide you with a price quote for their work, and you will have a contract with them directly.

iv) Neither party shall under any circumstances whatsoever be liable to the other, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, sales, revenue, or business; inaccurate tax calculations; loss of anticipated savings; loss of or damage to goodwill; loss of agreements or contracts; loss of use or corruption of software, data, or information; any loss arising from the lawful termination of this Agreement or any decision not to renew it; or any loss which is indirect or consequential as a result of any act or omission of that party.

12. Refunds Policy

i) You are entitled to a refund if you purchase an Additional Service and then cancel before we process the service. The notice should be given 14 calendar days before the purchase date. Refund policies for some services like Virtual Mobile Number services defer from the normal refund policy. Please see the relevant section for complete terms & conditions below for the service you are purchasing or have purchased.

ii) You will not be entitled to a refund where we cancel an Additional Service (e.g. Business Telephone Service) due to your failure to supply necessary documents such as proof of ID or proof of address to ensure we fulfil our obligations regarding the current Anti-Money Laundering regulations and KYC requirements.

13. Prohibited Activities

i) You may not use our Services for any purpose other than the reason for which we make the Service available. The Services may not be used in connection with any marketable practices except those specifically championed or approved by us.

ii) As a purchaser of the Services, you agree not to:


14. Disclaimer

i) The Services are handed as is and as available. You agree that use of the Services shall be at your sole threat.

ii) To the fullest extent permitted by law, we disclaim all guarantees, express or inferred, in connection with the services and your use thereof, including, without limitation, the inferred guarantees of merchantability, fitness for a particular purpose, and non-infringement.

We make no guarantees or representations as to the delicacy or absoluteness of the content of the Services or the content of any websites or mobile operations associated with the Services and will assume no responsibility or liability for any:


iii) We don't warrant, plump, guarantee, or assume responsibility for any product or service announced or offered by a third party through the services, any links website, or any website or mobile operation featured in any banner or other announcement and we won't be a party to or in any way responsible for covering any sale between you and any third-party product or service providers.

iv) With the purchase of a product or service through any medium or in any terrain, you should use your stylish judgement and exercise caution where applicable.

15. Miscellaneous

i) These Legal Terms and policies or operating rules posted by us on the Services or concerning the Services constitute the entire agreement and understanding between you and us.

ii) Failure to exercise or apply any provision of these Legal Terms by us shall not operate as a waiver of such right or provision.

iii) These Legal Terms operate to the fullest extent admissible by law. We may assign some or all of our rights and obligations to others at any time. We shall not be responsible or liable for any loss, damage, detention, or failure to act due to any cause beyond our reasonable control.

iv) If any provision or part of a provision of these Legal Terms is determined to be unlawful, void, or unenforceable, that provision or part of the provision is deemed severable from these Legal Terms and does not affect the validity and enforceability of any remaining provisions.

v) There's no partnership created between you and us as a result of these Legal Terms or use of the Services. You agree that these Legal Terms will not be construed against us by having drafted them. You hereby waive any defences you may have grounded on the form of these Legal Terms and the lack of signature by the parties to execute these Legal Terms, and this does not affect the validity and enforceability of any remaining provisions.

Complaints Policy

This document provides guidelines for handling and providing complaint resolution made by our customers. Each staff member is responsible for reviewing the content in the policy below.

Policy Statement

At Icon Offices we aim to offer and provide service tailored to our customers' needs, however, we believe if a client wishes to express a complaint or dissatisfaction, they should do so easily. It's Icon Offices’ policy to receive and review complaints, which we take as a learning curve to offer better services and improve customer support. However, communicate with us using the contact details listed below, if you have any inquiries about our Services generally.

Purpose

The purpose of this policy is to ensure that complaints are handled quickly and taken seriously.

Our complaint management system aims to provide information that we can use to improve the quality of our services, guidelines, and complaint handling.

The policy provides guidelines to our staff and individuals/ customers who wish to file complaints about the way we offer services and guidelines for our management complaint operation system.

You can raise your complaints to info@iconoffices.co.uk if you feel your issue has not been resolved to your satisfaction after speaking with our support team.

When submitting a formal complaint, please include a subject title of ‘Client Complaint' and indicate the following information:


We'll respond to your complaint within 2 working hours of your receipt.

Scope

The policy applies to all staff managing complaints from clients made to or about us regarding our service, staff, and how we handle our complaints.

Complaint Management System

Staff who receive complaints should resolve the issue immediately if possible. After knowing the problem, each staff member or manager handling the complaint should suggest an action plan to resolve the complaint. However, the manager or staff member should as the plaintiff make his or her complaint in writing to Icon Offices and give a procedure on complaint handling if the proposed action isn't respectable to the plaintiff.

In situations where we have no control over third-party services you purchased, the complaint should be submitted to the third party responsible for the service.




Terms of Services

Call Answering Service Terms

1. Customers retain the right to cancel the service and receive a full refund within 24 hours of subscribing provided that they have not used our services. If the customer cancels after using our services, a discretionary fee of no more than £4.99 may be deducted from the customer’s refund. After this, customers can only cancel at their next payment date by giving us a minimum of 7 days’ notice.

2. Payments will be charged each month (approximately 30 days) automatically on a recurring basis from the card/PayPal account that we have on file for you, in accordance with the original start date and agreement. Billing dates can be viewed in the customer login area. Customers agree that if payment is not made, service may be discontinued any time after the monthly anniversary without further notice.

3. Customers will be allocated 6 free call answering tokens per month under the Standard Call Answering Package. Customers acknowledge that they will need to buy additional tokens if they run out of free tokens.

4. 1 token is equivalent to answering a call in the name of a customer's company/business. Take a message and then forward the message to the customer via email together with the caller's details.

5. 2 tokens is equivalent to answering a call in the name of the customer's company. Take the caller's details and a message and then call the customer on their UK landline/mobile and ask if the customer wants to take the call. If yes, then the call answering agent will transfer the call to the customer.

6. Customers will not be entitled to a refund for the payment made for buying additional tokens if their monthly subscription payment fails or they cancel their service and their tokens will expire.

7. Customers acknowledge that any unused free tokens will expire on the monthly billing date.

8. We reserve the right to request identity documents for the customer for KYC purposes.

9. Service interruption or termination due to customers’ failure to pay does not relieve them of the responsibility for all accrued charges. Service will not be reinstated until full payment is received.

10. In using this service, the customer agrees to abide by all applicable rules and regulations of Ofcom or any other lawful authority. The Customer will not use, or allow any other person to use, foul or profane language in connection with the service.

11. Customers acknowledge that any telephone number assigned to their account by us is and will remain the property of Icon Offices. To port the number out to another provider, we will sell it to the customer for a 1-time fee of £50 + VAT.

12. The customers understand and agree that they will not use, or allow any other person to use the service for any unlawful or fraudulent purpose.

13. We reserve the right to amend and/or discontinue our free trial offer at any time without prior notification.

14. We disclaim any liability for the messages not taken or not forwarded to the customers.

15. We disclaim any liability for the errors made by the call answering agents while taking or forwarding the messages on the customer’s behalf.

16. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

17. We disclaim any liability for the losses customers may incur by or while using our services.

18. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

19. If a customer raises a chargeback without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Company Closure Terms

1. Customers retain the right to cancel the service and receive a full refund within 14 days, provided our team has not commenced any work. If you cancel after work has begun on your Company Closure/Dissolution, a discretionary fee may be deducted from your refund.

2. Payment is strictly non-refundable or transferable once your Company Closure application has been submitted to Companies House.

3. A valid ID document for at least one company director is mandatory for the submission of the Company Closure/Dissolution application to Companies House. We will require One Photo ID, One valid Proof of Address, and a Selfie test for verification. For the ID guide see here: https://iconoffices.co.uk/id-page.php. Further examinations or verifications may be required.

4. We will not be liable to deal with objections submitted to your company closure/dissolution by any third parties.

5. We will not be liable for any delay occurred in the company closure/dissolution process resulting from the customer's delayed response, unavailability of necessary information or documents, delayed payments, delayed response from Companies House or HMRC, technical difficulties with the Companies House / HMRC website, or any other delay that is beyond our control.

6. We will not be liable for any mistakes made by you while completing your form. To rectify any mistakes, notify us by email, at info@iconoffices.co.uk, prior to the submission of your statement to Companies House.

7. All received orders will be reviewed and processed exclusively during our office hours.

8. It is the director's responsibility to inform all interested parties by sending the signed copy of the application to close the company to all interested parties within 7 days of it being submitted. We disclaim liability of notifying directors, third parties, or interested parties.

9. By accepting these terms and conditions customers acknowledge that this is an application only service and does not include the payment for submission of other filings including but not limited to a confirmation statement filing, annual accounts submission, VAT deregistration, VAT payments, and VAT return submissions. We disclaim any liability to complete such filings on behalf of the customer.

10. We disclaim any liability for the errors or omissions made while submitting a company closure application on behalf of the customer.

11. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

12. We disclaim any liability for the losses customers may incur by or while using our services.

13. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

14. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Company Formation Terms

1. Customers retain the right to cancel the service and receive a full refund within 14 days of making their order, provided our team has not commenced any work. If you cancel your order after work has begun on your company formation, a discretionary fee may be deducted from your refund.

2. Payment is strictly non-refundable or transferable after we have submitted your company formation application to Companies House regardless of the results of the submission i.e., the application is accepted or rejected.

3. If you opt for our Company Formation Insurance, we will resubmit the application in case it is rejected by Companies House on your behalf at no additional cost.

4. We are not accountable for any mistakes you may have made while completing your company formation application (for example: spelling mistakes, incorrect company name, incorrect date of birth, etc.). You must notify us by email at info@iconoffices.co.uk of any errors prior to the submission of your application to Companies House.

5. We do not guarantee that the application will be processed within 1 working day. The time required to process the application is subject to Companies House processing times.

6. We do not guarantee that the application will be accepted by Companies House.

7. We disclaim liability for any delays in the company formation process caused by your inability to provide the required information, documents, or payments.

8. Company Formation Documents will be shared with you via email if the application is accepted by Companies House. Company formation documents include Certificate of Incorporation, Memorandum & Articles of Association. Documents like Corporation Tax Activation Code, Authentication / Webfiling Code, UTR number are not considered company formation documents. They are sent in the post by Companies House and HMRC approximately 21 days after the company is incorporated. You must ensure that you have the correct mail handling package in place that enables you to access these documents.

9. We will require ID documents for all directors, shareholders, and account handlers of the company to submit the Company Formation Application to Companies House. We will require one Photo ID, one valid Proof of Address, and a Selfie test for verification. For our ID guide, see here: https://iconoffices.co.uk/id-page.php. Your application will not be submitted to Companies House until your ID documents have been verified.

10. Should interactions occur between our team and an individual other than the director, it is essential that we obtain a signed letter of authorisation from the director, granting us permission to engage with the designated Account Handler along with necessary ID documents for the Account Handler.

11. ID Documents in all languages are accepted; however, if we cannot translate the documents ourselves, an independent translator will need to be hired for a one-off fee of £12.00. You will be asked to pay us this fee to translate the documents.

12. Customers opting for the use of their own address to be used as the registered office address and director’s correspondence address for their company acknowledge that their address will be made publicly visible on Companies House website.

13. Customers opting for the use of any address other than ours to be used as the registered office address for their company will need to provide a valid proof of address for the address that is being used along with ID documents for the property owner giving their permission to the director/shareholder of the company and acknowledging the risks associated with it.

14. We reserve the right to change the prices of our company formation service without prior notice or explanation.

15. If you have purchased a one-off company formation package and Companies House fees increase, we will be entitled to pass on this increase to you and will charge you the difference in the Companies House fee. We will do this by charging the card we have on file for you or by asking you to make a separate payment from our website.

16. Customers are responsible for checking the availability of the company name they have chosen for their company before submitting their application to Companies House.

17. Customers are responsible for checking if the company name selected is appropriate, does not contain sensitive words, and is acceptable to Companies House.

18. Our company formation service is only for the incorporation of a private limited company limited by shares in the UK.

19. All companies are incorporated with 100 ordinary shares of nominal value GBP0.01 making the share capital of the company £1. Companies having a different configuration/structure should contact us via email at info@iconoffices.co.uk to proceed with their company incorporation.

20. We disclaim any liability for the errors or omissions made while submitting a company formation application on behalf of the customer.

21. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

22. We disclaim any liability for the losses customers may incur by or while using our services.

23. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

24. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Company Name Change Terms

1. Customers retain the right to cancel the service and receive a full refund within 14 days, provided our team has not commenced any work. If you cancel after work has begun on your application, a discretionary fee may be deducted from your refund.

2. Payment is strictly non-refundable or transferable once your Company Name Change application has been submitted to Companies House.

3. ID documents for at least 1 director of the company will be required for us to submit the Company Name Change application to Companies House on your behalf. We will require one Photo ID, one valid Proof of Address, and a Selfie test for verification. For our ID guide, see here: https://iconoffices.co.uk/id-page.php

4. We do guarantee that the application submitted to Companies House will be processed within 1 working day, and we will not be liable for any delay caused by Companies House in processing the application.

5. The proposed name for your company, which will be submitted to Companies House, will be in accordance with the Special Resolution Document that you will complete and email to us. We will not be liable for any mistakes you have made while filling out your company name, completing your form, or the Special Resolution Document. To rectify mistakes, you need to inform us via email at info@iconoffices.co.uk before your application is submitted to Companies House.

6. Customers are responsible for checking the availability of the new company name before submitting their application.

7. A Special Resolution must be passed and signed by all the Directors of the company before the application is submitted to Companies House. It is the company director’s responsibility to provide the Special Resolution Document to the board of directors.

8. We disclaim any liability for the errors or omissions made while submitting a Company Name Change application on behalf of the customer.

9. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

10. We disclaim any liability for the losses customers may incur by or while using our services.

11. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

12. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see points 1 & 2), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Company Structure Change Terms

1. Customers reserve the right to cancel the service and receive a full refund within 14 days, provided our team has not commenced any work. If you cancel after work has begun on your requirements, a discretionary fee may be deducted from your refund.

2. Payment is non-refundable and non-transferable once the changes have been submitted to Companies House.

3. We will not be accountable for any mistakes you may have made while providing your details to us. You must notify us by email at info@iconoffices.co.uk of any errors before we submit/report changes in your company to Companies House. An additional fee will be required for rectifying any mistakes in the information submitted to Companies House.

4. ID documents for at least one director of the company will be required. We may also request ID documents for the person communicating with us on behalf of the director if applicable. Additional documents will be required based on the changes you wish to report to Companies House.

5. It is the director’s responsibility to retain and store the documents issued by Companies House acknowledging the changes made to the company.

6. A signed appointment letter will be required for a new director appointment.

7. A signed resignation letter will be required for a director termination.

8. Directors are responsible for maintaining the amount of money equivalent to the share capital reported to Companies House in their company’s bank account.

9. In the case of a share transfer for a consideration more than £1000, stamp duty will be applicable. Directors are responsible for paying the stamp duty themselves.

10. Customers are responsible for ensuring that the information provided to us is factually correct and not incorrect before we submit the information to Companies House.

11. The time required for the changes to be processed and reflected on the Companies House register depends on the processing time of Companies House.

12. We disclaim any liability for the errors or omissions made while submitting the details to Companies House on behalf of the customer.

13. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

14. We disclaim any liability for the losses customers may incur by or while using our services.

15. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

16. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see points 1 & 2), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Confirmation Statement Filing Terms

1. Customers retain the right to cancel the service and receive a full refund within 14 days of making their order, provided our team has not commenced any work. If you cancel your order after work has begun on your Confirmation Statement filing, a discretionary fee may be deducted from your refund.

2. Payment is strictly non-refundable or transferable after we have filed your confirmation statement with Companies House.

3. We disclaim liability for any mistakes made by you while completing your form. To rectify any mistakes, you should notify us by email at info@iconoffices.co.uk prior to the submission of your statement to Companies House.

4. An additional charge will be imposed for notifying Companies House of any changes in the share capital and shareholder information through the submission of a confirmation statement.

5. We will not be liable for any delay in the completion of the confirmation statement filing resulting from the customer's delayed response, unavailability of necessary information or documents, delayed payments, delayed response from Companies House or HMRC, technical difficulties with the Companies House website, or any other delay that is beyond our control.

6. All received orders will be reviewed and processed exclusively during our office hours.

7. We shall not be held accountable for any penalties incurred by Companies House or HMRC due to late filings.

8. We disclaim any responsibility should your company be closed, dissolved, or struck off the Companies House register due to non-compliance with the statement filing requirement.

9. In the event of any outstanding payments for other services rendered by us, the filing of the confirmation statement cannot proceed. Customers using our address for their company should ensure the validity of their service contract and keep their account active, including ensuring that the payments for their services are up to date.

10. An additional fee will apply when filing the confirmation statement using a paper form.

11. Valid ID documents for at least one company director are mandatory for the submission of a confirmation statement to Companies House. We will require One Photo ID, One valid Proof of Address, and a Selfie test for verification. For the ID guide, see here: https://iconoffices.co.uk/id-page.php. Additional documentation may be required depending on the nature of your business and your requirements.

12. Once your confirmation statement has been filed and accepted by Companies House, it is your responsibility to verify the information on their website.

13. We disclaim any liability for the errors or omissions made while filing a confirmation statement on behalf of the customer.

14. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

15. We disclaim any liability for the losses customers may incur by or while using our services.

16. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

17. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Dormant Accounts & Corporation Tax filing Terms

1. Customers reserve the right to cancel the service and receive a full refund within 14 days, provided our team has not commenced any work. If you cancel after work has begun on your accounts, a discretionary fee may be deducted from your refund.

2. Payment is non-refundable and non-transferable once the accounts have been submitted to Companies House or the Corporation Tax return has been submitted to HMRC.

3. Customers acknowledge that companies trading are not eligible for submitting Dormant Accounts. It is the customer's responsibility to ensure that their company qualifies to submit dormant accounts in accordance with Companies House and HMRC guidelines.

4. We require ID documents for at least one director of the company for KYC verification. For our ID guide, see here: https://iconoffices.co.uk/id-page.php. Additional documentation may also be required.

5. We will require an Authentication Code for submitting Dormant Accounts with Companies House and a UTR (Unique Taxpayer Reference) for notifying HMRC that your company has been dormant.

6. We will not be liable for any delay in the submission of the Dormant Accounts to Companies House or in notifying dormancy to HMRC resulting from the customer's delayed response, unavailability of necessary information or documents, delayed payments, delayed response from Companies House or HMRC, technical difficulties with the Companies House website, or any other delay beyond our control.

7. All received orders will be reviewed and processed exclusively during our office hours.

8. We shall not be held accountable for any penalties incurred by Companies House or HMRC due to late filings or incorrectly filing dormant accounts when the company was not dormant.

9. We disclaim any responsibility should your company be closed, dissolved, or struck off the Companies House register due to non-compliance with the Annual Accounts filing requirement.

10. In the event of any outstanding payments for other services rendered by us, the submission of the Dormant Accounts cannot proceed. Customers using our address for their company should ensure the validity of their service contract and keep their account active, including ensuring that payments for their services are up to date.

11. We disclaim any liability for the errors or omissions made while submitting the accounts to Companies House or HMRC on behalf of the customer.

12. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

13. We disclaim any liability for the losses customers may incur by or while using our services.

14. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event that we suspect the payment made to us by the customer is fraudulent, we reserve the right to refuse to offer our services and disclaim any liability for any subsequent losses incurred by the customer.

15. If a customer raises a chargeback or dispute without serving us with an acceptable cancellation notice (see points 1 & 2), while or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred, including chargeback fees and fees associated with, but not limited to, courts, solicitors, bailiffs, and debt collection agencies.




EORI Terms

1. Customers retain the right to cancel the service and receive a full refund within 14 days, provided our team has not commenced any work. If you cancel after work has begun on the application of an EORI number, a discretionary fee may be deducted from your refund.

2. Payment is strictly non-refundable or transferable once your EORI number has been obtained.

3. By accepting these terms and conditions, customers acknowledge that this is an application-only service.

4. The customer is solely responsible for doing research regarding their duties as an EORI-registered business before proceeding with their application.

5. The customer is solely responsible for ensuring that all information provided to EORI is accurate and adequate.

6. We disclaim liability for any mistakes made by you while completing your form. To rectify any mistakes, you should notify us by email at info@iconoffices.co.uk prior to the submission of your application.

7. Once payment is made, a valid ID document for at least one company director is mandatory. We will require one photo ID, one valid proof of residential address, and a selfie test for verification. For the ID guide, see here: ID Guide. Further examinations or verifications may be required.

8. The application service is for EORI numbers starting from “GB”. Customers should inform us in advance if they have a different requirement.

9. The time required for your number to be activated depends on HMRC, and we disclaim any liability for delays caused by HMRC.

10. It is the customer's responsibility to provide the correct EORI number issued to them to customs, HMRC, or other relevant authorities.

11. We disclaim any liability for the errors or omissions made while submitting an EORI number application on behalf of the customer.

12. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

13. We disclaim any liability for the losses customers may incur by or while using our services.

14. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event that we suspect the payment made to us by the customer is fraudulent, we reserve the right to refuse to offer our services and disclaim any liability for any subsequent losses incurred by the customer.

15. If a customer raises a chargeback or dispute without serving us with an acceptable cancellation notice (see points 1 & 2), while or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred, including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




Mail Handling Terms

1. We can only accept items of post that weigh up to 10kg maximum and that are no larger than the size of a shoe box. We reserve the right to refuse to accept items of post that are larger than this. We have no liability for losses incurred for such items which are not returned to the sender or cannot be traced by the courier.

2. We will notify clients via email when we receive an item of post for them. Once the customer receives the notification, it is their responsibility to log into the customer admin area and choose their preferred method for obtaining their post item, including scanning, forwarding, or collection. The features of your Virtual Office package will determine the range of choices accessible to you.

3. We have no liability for post notification emails that are not received by a customer nor any losses incurred by the customer for not receiving their post item or receiving it late.

4. We have no liability for post items that are not received or that have been received and missorted or lost.

5. Any post items received cannot be released until all required identity documents have been received and verified by us.

6. Any post items received cannot be released until payments for the virtual office subscription for the respective company are up to date.

7. Post items need to be claimed from the Post Retrieval Portal by logging into the client login area in accordance with the mail retrieval facilities available to the customer with the Virtual Office package that they have subscribed to within 14 calendar days of us notifying the client that a post item has been received. After 14 calendar days from the date on which we notify a client of the arrival of the item, the customer relinquishes all ownership rights over all post items that are not claimed, and the post items will automatically become our property. After such a date, we may destroy, bin, shred, recycle, sell, donate, gift, or hand items to a third party for disposal. We have no liability for losses incurred by the customer as a result of items that we have disposed of which a client later wishes to claim. A customer cannot claim any compensation for losses incurred by us destroying, discarding, or selling post items, nor can they claim a share of any money proceeds by its sale or recycling. Where post items are being used by us, the client cannot ask us to return them or pay them for the items. We may also charge the customer for the disposal of post items at our discretion.

8. If your Virtual Office subscription package encompasses in-person mail collection, such pickups are to be arranged only through prior approved appointments. Mail collection is allowed only during our office hours.

9. If you are unable to collect your mail/parcel in person, you may appoint another individual to do so on your behalf. You must provide their name via email in advance, and they must present valid identification upon collection.

10. For free mail forwarding, we will use the cheapest postage method with no tracking, no insurance, and no delivery guarantee to send your item as long as the weight of your item is within the limit of 100 grams. We accept no liability for non-delivered post items.

11. For Bronze customers, it is your responsibility to arrange the collection of your post items in person (by appointment only) if your letters or parcels weigh more than 100 grams. You can upgrade to a new tariff and arrange for a courier to collect your post items subject to the terms below. Courier collection is not available in the Bronze package.

12. For Silver, Gold, and Platinum customers, it is your responsibility to arrange for your own courier to collect your items from us if they weigh more than 100 grams. You are obligated to contact us to obtain the dimensions, weight, pick-up address, and earliest pick-up date (please note that the pick-up address may vary from your virtual office address). A courier handover fee will be imposed for each shipment to offset the costs associated with time, administrative tasks, packaging, and printing by us. We disclaim any responsibility for lost or damaged items.

13. We are not liable to receive post items for any business entity that is not listed under your account or any individual who is not a director of your company.

14. We will only accept post items addressed to the company we have in our records and its directors and shareholders, as identified on the Companies House website. It is the customer's responsibility to inform us if any of the company details are incorrectly mentioned in their account or if their company has any new director/shareholder appointments and provide appropriate ID documentation for the director/shareholder. We reserve the right not to release the post items received until the ID documentation for the respective company directors/shareholders is received and accepted by us.

15. Mail delivered without an office or suite number may (at our discretion) be automatically sent back to the sender, even if we identify that it belongs to you. Alternatively, we may not release your post item until you amend your address at Companies House (or anywhere else that we identify it is being used). This is to safeguard our master address from future blacklisting and ensure that we are not incorrectly associated with your business or its directors.

16. Post items cannot be released if the customer reaches the monthly mail allowance. If the customer reaches their monthly mail allowance, then they will need to upgrade their service to a new tariff which has a higher monthly allowance or wait for the following calendar month to start when their allowance resets.

17 Mail allowance for all virtual office packages are as follows:


18. We reserve the right to change the mail allowance included in packages at our discretion without prior notice.

19. Post collection is not available at our Holborn location. Customers using the Holborn location can only use the scan and email post or forward post feature. We disclaim any liability for the losses customers may incur due to the no collection policy at our Holborn location.

20. Our Bronze customers are not eligible for on-demand postage or scanning services at an additional cost. In the event that you are unable to collect your mail or delegate this task to another individual, you may upgrade to a mail forwarding service.


21. We disclaim any liability for post items opened in error by our staff or during the post delivery. We disclaim any responsibility for the post items lost on our premises.

22. Our staff may read letters received for the customers (at our discretion) in the course of their duties.

23. We reserve the right to inform the appropriate bodies/organizations/agencies if we view a post item and suspect that a client is engaging in immoral, illegal, fraudulent, or money laundering activities.

24. We will not be liable to provide any compensation to the customers for items not received, damaged whilst in our possession, lost while in our possession, or lost when forwarded.

25. If the misuse of our address or service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

26. We disclaim any liability for the losses customers may incur by or while using our services.

27. Any post that is not addressed correctly to the address that we have allocated to a client or that arrives addressed to a name / entity that has not been registered with us (including trading names), may be destroyed or returned to sender with no liability accepted for any losses or inconvenience caused to customers by such actions.




Self Contained Offices Terms

Terms of service are governed by our general terms and conditions plus the following.

i) Serviced Private Offices

The terms and conditions for the occupancy of our serviced private offices are governed under a separate “Licence Agreement.” This document will be issued to you prior to you taking up occupancy.

ii) Shared Physical Offices / Workspace




UK Virtual Mobile Number Terms

1. Refund & Cancellation Policy: Customers retain the right to cancel and request a refund within 24 hours of subscribing provided that the service has not been used i.e. no calls or SMS was made or received. For any calls or SMS made/received, a discretionary flat rate fee of £10 may be charged. After 24 hours of signing up, customers can only cancel at their next payment date by giving us a minimum of 7 days’ notice. Cancellation requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

2. Customers acknowledge and accept the terms that the payments are recurring and are made in advance on a rolling basis and their Credit Card / Debit Card / PayPal is automatically debited on their respective billing date with the subscription amount. For customers paying us quarterly it is every 90 days (approximately) or and customers paying us annually it is every 365 days.

3. Downgrade Policy: We require a minimum of 7 days’ notice prior to the customer’s next billing date to process package downgrade requests. The requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

4. It is the customers’ responsibility to ensure that the use of VoIP services is not blocked by their internet / mobile data provider.

5. While using this service, the customer agrees to abide by all applicable rules and regulations of Ofcom or any other lawful authority. Customers understand and accept that they will not use, or allow any other person to use, foul or profane language in connection with the service.

6. Outbound calling and divert rates to UK and international destinations are subject to change and we reserve the right to make the changes without notice. It is the customers’ responsibility to check the latest applicable prices.

7. Free minutes for outbound calls are applicable only to customers using our premium package.

8. Customers are responsible for any additional charges incurred for exceeding the allotted free minutes for outbound calls.

9. It is the customer’s responsibility to maintain the security and confidentiality of their account username and password at all times.

10. Customers are solely responsible for any liability or damages resulting from their failure to maintain the security and confidentiality of all activities that occur under their username and password. Customers must notify us immediately if they believe that their online account with Icon Offices has been compromised by unauthorized access so that we may assign them with a new username and/or password. All username and password resets will be sent only via email.

11. The owner of the account is the person named as the "primary" contact in the Icon Offices account database. No other person or entity, named or unnamed, shall maintain ownership or rights to the account nor the service(s) provided therein.

12. You may not transfer ownership of your Icon Offices account, nor the services provided therein, to any party without the expressed consent of Icon Offices.

13. SMS messages will be delivered to customers via email. SMS to email deliveries are subject to delays in the event of technical difficulties, functionality of the email provided, etc. We disclaim any responsibility for the delays caused in the delivery of the SMS via email.

14. We reserve the right to request identity documents for the user for KYC purposes.

15. Customers acknowledge that their number will be disconnected if their payment fails.

16. Customers acknowledge that any mobile number assigned to their account by us is and will remain the property of Icon Offices. We reserve the right to recycle any disconnected number in full and we do not guarantee that the number allocated to them originally at the time of sign up will be available for reconnection upon reinstating their subscription.

17. Any free minutes for making outbound calls that are not used will expire on the refresh date before the customers are allotted a new bundle of minutes.

18. We disclaim any liability in the event of the service not working, calls not being received or dialed, mobile application not working, or SMS messages not being received.

19. We reserve the right to change the prices of our service at our discretion without prior notice.

20. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

21. We disclaim any liability for the losses customers may incur by or while using our services.

22. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

23. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs and debt collection agencies.




US Virtual Number Terms

1. Refund & Cancellation Policy: Customers retain the right to cancel and request a refund within 24 hours of subscribing provided that the service has not been used i.e. no calls or SMS was made or received. For any calls or SMS made/received, a discretionary flat rate fee of £10 may be charged. After 24 hours of signing up, customers can only cancel at their next payment date by giving us a minimum of 7 days’ notice. Cancellation requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

2. Customers acknowledge and accept the terms that the payments are recurring and are made in advance on a rolling basis and their Credit Card / Debit Card / PayPal is automatically debited on their respective billing date with the subscription amount. For customers paying us quarterly it is every 90 days (approximately) or and customers paying us annually it is every 365 days.

3. Downgrade Policy: We require a minimum of 7 days’ notice prior to the customer’s next billing date to process package downgrade requests. The requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

4. It is the customers’ responsibility to ensure that their internet / mobile data provider does not block VoIP services.

5. While using our service, the customer agrees to abide by all applicable rules and regulations of the Federal Communications Commission (FCC) or any other lawful authority. Customers understand and accept that they will not use, or allow any other person to use, foul or profane language in connection with the service.

6. Outbound calling and divert rates to US and international destinations may vary from time to time without notice. It is the customers’ responsibility to check the latest applicable prices.

7. Free minutes for outbound calls are applicable only to customers using our premium package.

8. Customers are responsible for any additional charges incurred for exceeding the allotted free minutes for outbound calls.

9. It is the customer’s responsibility to maintain the security and confidentiality of their account username and password at all times.

10. Customers are solely responsible for any liability or damages resulting from their failure to maintain the security and confidentiality of all activities that occur under their username and password. You must notify us immediately if you believe that your online account with Icon Offices has been compromised by unauthorized access so that we may assign you a new username and/or password. All username and password resets will be sent only via email.

11. The owner of the account is the person named as the "primary" contact in the Icon Offices account database. No other person or entity, named or unnamed, shall maintain ownership or rights to the account nor the service(s) provided therein.

12. You may not transfer ownership of your Icon Offices account, nor the services provided therein, to any party without the expressed consent of Icon Offices.

13. SMS messages will be delivered to customers via email. SMS to email deliveries are subject to delays in the event of technical difficulties, functionality of the email provided, etc. We disclaim any responsibility for the delays caused in the delivery of the SMS via email.

14. We reserve the right to request identity documents for the user for KYC purposes.

15. Customers acknowledge that their number will be disconnected if their subscription payment fails.

16. Customers acknowledge that any mobile number assigned to their account by us is and will remain the property of Icon Offices. We reserve the right to recycle any disconnected number in full and we do not guarantee that the number allocated to them originally at the time of sign up will be available for reconnection upon reinstating their subscription.

17. Any free minutes for making outbound calls that are not used will expire on the refresh date before the customers are allotted a new bundle of minutes.

18. We disclaim any liability in the event of the service not working, calls not being received or dialed, mobile application not working, or SMS messages not being received.

19. We reserve the right to change the prices of our service at our discretion without prior notice.

20. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

21. We disclaim any liability for the losses customers may incur by or while using our services.

22. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer as a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

23. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




UK VAT Registration Service Terms

1. Customers have the right to cancel their order and claim a full refund at any time prior to us submitting their application to HMRC. If we have provided the customer with assistance prior to submitting their application, we may charge a discretionary fee of £20 for our time spent on helping them, before refunding the balance of the payment to the customer.

2. Customers cannot claim a refund once the VAT application is submitted to HMRC, even if they decide not to get a VAT number, if HMRC is taking too long to process the application, or if the application is rejected by HMRC.

3. We disclaim liability for any delays in the submission of the VAT application to HMRC that occurred because of the customer's inability to provide the required information, documents, or payments.

4. We disclaim liability for any delays in the processing of the VAT application by HMRC.

5. The time required for the VAT registration process to complete is subject to HMRC processing times.

6. We do not guarantee that HMRC will approve the application.

7. We do not assume the responsibility to monitor posts for HMRC correspondence concerning the application that has been submitted. We disclaim liability for the rejections or delays that may occur due to missed correspondence.

8. We require ID documents for the applicant to submit their VAT Application to HMRC. We require one Photo ID, two valid Proof of Address documents, and a selfie test for verification. For our ID guide see here: https://iconoffices.co.uk/id-page.php. Your application will not be submitted to HMRC until your ID documents have been verified. Additional documents may be required to submit your VAT application depending on the nature of your business and your requirements.

9. We disclaim any liability for any mistakes you make while completing your form from our website or while providing the information to us. You must notify us by email at info@iconoffices.co.uk of any errors prior to the submission of your application to HMRC for processing.

10. The customer is responsible for clearly outlining any special requirements in the application form.

11. Customers are obliged to provide any additional documents that HMRC may require to complete the VAT registration.

12. We disclaim liability for any penalties imposed by HMRC for late registration, late filing of VAT returns, and late submissions of VAT payments.

13. After a VAT number is obtained, it is the customer's responsibility to charge an appropriate amount of VAT to their customers and to assign someone to file periodic VAT returns and submit VAT payments to HMRC.

14. We disclaim any liability for the errors or omissions made while submitting a VAT registration application on behalf of the customer.

15. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

16. We disclaim any liability for the losses customers may incur by or while using our services.

17. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer is a fraudulent payment, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

18. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1 & 2), whilst or after using our service we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




UK Virtual Office Terms

1.This is agreement is between Icon Offices Ltd and the following parties:


2. Use of any of our addresses is strictly limited to the following use:


3. Our address may be used as a registered office address, director's and company beneficiary owner's correspondence address, and business address for company websites and social media accounts. Customers can use our address for marketing, on their company website, Google My Business listing, contracts, and invoices. You cannot include our address where it may not be legally appropriate such as court summons or subpoenas.

4. As a virtual office customer you only have our consent to use our address for correspondence and registration purposes with third parties where those this parties permit you to register a virtual address to register with them. Use of our address as a trading address / operating address (i,e giving the impression that you physically work from and are located at our premises on a day to day basis) is strictly prohibited.

5. If you operate you business under a trading name then we classify that trading name as an extension of your company (where a company has been registered). Any additional trading names will be considered as separate businesses and will require separate subscriptions. All trading names must be registered with us and approved by us and where necessary we will may request you to provide valid evidence that the trading name belongs to you / your company.

6. We provide unique office numbers to all our customers but do not guarantee that the number allotted is not being used by anybody else. The full address allocated to clients (including the unique office number) must be used at all times. We reserve the right to withhold post / provide a restricted service until such time that a client updates and amends their address to reflect their full address including their unique office number.

7. Use of our address as a residential address or to show to a third party as a residential address is strictly prohibited.

8. Customers are not permitted to use the onsite facilities at any of our addresses unless permission is granted by us prior, in writing. This includes use of our reception, business lounge, meeting rooms, offices, co-working areas, toilets, or any other communal or private area at any of our address locations.

9. By agreeing to the terms and conditions, customers acknowledge their acceptance to use the provided address for the number of companies / businesses / directors specified by the package selected. We consider a "brand name / trading name" as a separate business so if you have multiple brand names / trading names you will need 1 x subscription for each. Bronze and Silver packages permit the use of our address for a maximum of one business / company. The Gold package permits the use of our address for up to two businesses / companies so long as both companies have at least one director who is the same person. The Platinum package allows the use of our address for up to three businesses / companies so long as all three companies have at least one director who is the same person. Unauthorized use of any of our addresses beyond the package terms will result in an additional fee payable for historic use of our address calculated pro rata based on the cheapest subscription price available for that particular address. A subscription will also need to be purchased for future use of the address by the company / individual.

10. If a customer does not comply with our terms & conditions or consistently fails to pay, we reserve the right to report unauthorized use of our address to all relevant parties, request the removal of our address, or take legal action to recover fees due to us.

11. If a customer violates the contract by using the address for illegal activities, fraud, to mislead the public, or to evade payments due to third parties such as fines, we have the right to take legal action or terminate the service by providing no less than 7 days’ notice.

12. A customer should not use our address until they have provided us with the relevant KYC documents as stated here: https://iconoffices.co.uk/id-page.php for the business / director and all beneficial owners of the business. We reserve the right to request additional information where necessary to identify all relevant parties including authorized account handlers and any person(s) paying us on behalf of the customer.

13. Where a customer fails to provide adequate KYC documents, they are not eligible for a refund of their subscription fee after 14 days of initially signing up to the service. Instead, they will need to adhere to our cancellation policy.

14. If a customer fails to comply with our KYC requirements, such as providing accurate information or maintaining necessary documentation or providing false details or misinterpreting their business or directors and beneficial owners or authorized account handlers, we have the right to terminate the service with no refund being given after the initial 14-day period of the customer signing up to the service.

15. Where a nominee director is being used or we suspect a nominee director is being used by the customer, we reserve the right to refuse to provide our services or terminate the service with no refund being given after the initial 14-day period of the customer signing up to the service.

16. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer is a fraudulent payment, we reserve the right to refuse offering our services to the customer and notify all relevant parties that the customer / their company are not permitted to use our address and disclaim any liability for any subsequent losses incurred by the customer.

17. Downgrade Policy: We require a minimum of 7 days’ notice prior to the customer’s next billing date to process package downgrade requests. The requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

18. Package downgrade may involve a change of allocated address. The Bronze package is not available at the Holborn location. Customers using our Holborn address will need to change their address wherever it is being used after downgrading their package to the Bronze package. Failure to do so may result in account suspension or the requirement to pay additional fees based on the cheapest virtual office package available for our Holborn address.

19. Customers can downgrade from the Gold or Platinum subscription to the Bronze or Silver package only if the allocated address is being used by a maximum of one company / business. Any free services allocated with your existing package which are not listed on our website as being available with the new package will be terminated upon downgrading the package. E.g., Free Virtual Mobile Number, Free VoIP Landline Number, Free Call Answering, Free Logo Creation. There will be a separate fee required to keep these services active if any of the above-mentioned services are not included in the package selected to be downgraded to.

20. Refund and Cancellation Policy: A virtual office subscription can be cancelled for a refund only within the first 14 days of signing up for the first time provided that our services have not been used. After the first 14 days of subscribing to our service, no refunds can be issued. To cancel after 14 days, a minimum of 7 days’ notice is required prior to the next billing date. At the time of requesting cancellation, the customer should ensure that our address is not being used as their registered, advertised, or correspondence address; otherwise, their cancellation request will be refused. To cancel a subscription, a request should be submitted via the customer portal here: https://iconoffices.co.uk/customerslogin.php. Cancellation requests made via telephone, SMS, WhatsApp, email, or in writing will not be deemed valid. After 14 days of initially signing up to a virtual office package, upgrading to a new package, downgrading to a new package, reinstating a suspended service, changing a payment method, or changing an address does not constitute a new contract, but a continuation of the existing contract with a new billing date, and such payments are therefore exempt from the 14-day refund policy.

21. We are not obligated to fulfill special requests made by customers that are not included in the services we advertise on our website.

22. We reserve the right to change the prices of our services at any time without notice.

23. The services / features offered in a virtual office subscription are subject to change at our sole discretion without prior notice.

24. We cannot guarantee that the address assigned to customers will be accepted by third parties, such as banks and e-commerce platforms. Customers should do their own research prior to making the purchase.

25. By accepting our terms and conditions, customers acknowledge that payments for virtual office subscriptions are recurring and made in advance on a rolling basis. We will not be obliged to send reminders prior to processing a payment attempt. Payments will be charged automatically on a recurring basis, in accordance with the original start date of the agreement or in accordance with when an account is upgraded, downgraded, reinstated after a period of suspension, or when payment is made using a new payment method. Quarterly payments will be recurring approximately every 90 days and annual payment renewal will be recurring on the registration anniversary. Billing dates can be viewed in the customer login area and are approximate.

26. If payments for virtual office subscriptions fail and customers subsequently restore their subscription, they will be liable to pay for all outstanding periods during which they had access to our virtual office services without making the corresponding payments, irrespective of whether they utilized the facilities or not. We reserve the right to provide a restricted service until all such balances are paid in full.

27. No compensation will be given for not using free services included in the virtual office packages, such as VoIP landline, Virtual Mobile, Call Answering and Logo Creation. The activation of the free services must be requested by the customers as soon as possible after signing up as these services are subjected to change and may not be available at a later date.

The free VoIP Landline is accessed via the Voiper Tec app. The service will remain active after set up as long as the subscriber makes or receives 1 call every calendar month. A call must last a minimum of 30 seconds; calls to access voicemail are not included in this requirement. If you fail to comply with this regulation, your number will be disconnected without prior notice and made available to another user. To reconnect and get a new number there will be a reconnection fee payable of £6.00. If you wish to restart the service. There will also be no guarantee that we can give you your old number. It is your responsibility to ensure that voip is not banned in the country in which you reside. We take no responsibility for calls that cannot be made or received or for the quality of the service and hold no liability for losses incurred for the service being un-operational.

The free Virtual Mobile Number service is accessed via the Voiper Tec app. It is necessary to make or receive 1 call every calendar month to keep the service active. A call must last a minimum of 30 seconds. Calls to access voicemail are not included in this requirement. Alternatively, you should receive at least 1 text message every month. If you do not adhere to this rule your number will be disconnected without notice and allocated to a different user. Once this happens you will not be able to get your number back. If you fail to pay us for your virtual office package or do not adhere to our minimum usage policy your mobile number will be terminated and will be subject to a £10 reconnection fee if you wish to restart the service. There will also be no guarantee that we can give you your old number. We take no responsibility for calls and sms that cannot be made or received or for the quality of the service and hold no liability for losses incurred for the service being un-operational.

The free Call Answering Service requires that you receive a message every thirty days to ensure continued service availability. If you do not adhere to this rule your service will be disconnected without notice. To reinstate the service, a reconnection fee of £20.00 will be required, and we cannot guarantee the restoration of your previous number.

With our Call Answering Service we will answer a maximum of 6 calls per 30-day period. If you receive 6 calls within a 30 day period the number provided to you will stop working. To restart the service, you either need to wait for the next 30-day period to begin, or if you cannot wait until then you can purchase paid call answering tokens by logging into the Customer Portal from here: https://iconoffices.co.uk/customerslogin.php. Your free token refresh date is visible in the customer log in area.

If you fail to pay us for your virtual office package your call answering service will be terminated and will be subject to a £20 reconnection fee if you wish to restart the service.

With respect to our free logo creation service, once we send you initial concepts or revisions, you will need to either accept the design or reject it and provide clear instructions for modification within 48 hours. You are not permitted to delay a design project. If a design is not accepted or if a modification is not requested within 48 hours, then the project will be closed and a £50 fee will be charged to reopen it. If we feel you are delaying a project unnecessarily and abusing the service we will close the project. You cannot completely change the direction of the design halfway through a project. Once a final logo is delivered to you the files that we hold will be permanently deleted. It is your responsibility to get the logo trademarked so that you have full intellectual property rights over it.

28. We disclaim any liability for the quality of free services provided by third parties included in any package, such as website builders, domain registrations, or Google Ads vouchers.

29. We disclaim any liability for the quality of free services provided by us such as VoIP services, virtual mobile services, call answering service.

30. Payment receipt shall serve as the sole proof of address under Virtual Office subscriptions. We are not obligated to furnish any other form of proof of address and do not guarantee that the provided payment receipt will be accepted by third parties including but not limited to banks, e-commerce platforms, and government agencies.

31. We will not be liable for any missed correspondence related to the customer's account or posts due to the use of incorrect or non-functional email addresses by customers. All email correspondence will be sent to the primary email address linked to the customer’s account.

32. At our sole discretion, we reserve the right to close a customer's account and terminate the service without notice if we find the customers to be involved in fraudulent activities, such as identity theft or money laundering, customers with abusive behavior, or any inappropriate activity that goes against our policies.

33. Use of our services is not permitted for business or personal use for the purchase, provision, sale, and distribution of products and services including Alcohol, Tobacco Products, Adult Content, Pharmaceuticals, Cannabis, Chemicals, Gambling, Banking and Money Transfer Services, Investment Funds, Escrow Services, Bitcoin, Weapons, Company formation, and virtual office providers that provide the same service as us.

34. We are not liable for any losses incurred by the customer in connection with the use of our address service.

35. If your payments fail, we will attempt to process it up to five more times using the same payment method. Upon the final unsuccessful attempt to collect overdue fees, we may choose to either suspend or terminate your subscription and notify all relevant parties that you are not permitted to use our address and disclaim any liability for any subsequent losses incurred. Where an address is being used without our consent, we reserve the right to pursue legal channels to recover payments owed to us including the use of courts, solicitors, bailiffs, and debt collection agencies. All such additional expenses incurred will be claimed from the customer.

36. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 17) or whilst still using our address as their registered or trading business / company address, personal or business correspondence address, or is using our address in any other capacity in the public domain or in private, we reserve the right to take legal action and to notify all relevant parties that you are not permitted to use our address and disclaim any liability for any subsequent losses incurred. We reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.

37. Customers are prohibited from submitting slanderous or defamatory reviews on any platforms that would affect our business. We reserve the right to close the account and request a removal of our address allocated to any such customers who we find involved in the submission of slanderous or defamatory reviews. We also reserve the right to pursue legal action to recover any losses caused by the submission of such reviews.

38. If the misuse of our address or service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

39. We disclaim any liability for the losses customers may incur by or while using our services.

40. For all terms and conditions relating to mail handling within your virtual office package please see section Mail Handling Terms.

41. The free company formation feature in the Gold and Platinum packages does not apply to clients who intend to utilise their own address as the registered office address for their company.

42. We do not permit the use of any of our addresses for the regisration of motor vehicles or driving licences. Where post is received relating to a motor vehicle or driving licence it will be returned to the sender without notifiying the client. We reserve the right to write to the sender of such mail to explain to them that we do not provide our consent for a motor vehicle to be registered at our address. We relinquish all responsibity for any losses, inconvenience that this may cause a client.




UK VoIP Landline Service Terms

1. Customers retain the right to cancel for a refund only within the first 7 days of signing up provided that our services have not been used. After the first 7 days of subscribing to our service, no refunds can be issued. To cancel after 7 days, a minimum of 7 days' notice is required prior to the next billing date. Cancellation requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

2. Customers acknowledge and accept the terms that the payments are recurring and are made in advance on a rolling basis and their Credit Card / Debit Card / PayPal is automatically debited on their respective billing date with the subscription amount. For customers paying us quarterly it is every 90 days (approximately) or and customers paying us annually it is every 365 days.

3. Downgrade Policy: We require a minimum of 7 days’ notice prior to the customer’s next billing date to process package downgrade requests. The requests should be made via email and sent to info@iconoffices.co.uk from the primary email address linked to the account. Requests made via any other means will not be considered valid.

4. We reserve the right to request identity documents for the customer for KYC purposes.

5. It is the customers’ responsibility to ensure VoIP services, such as Virtual Landline, and the software we provide, e.g., Virtual Landline apps are legally allowed to be used in their country of residence.

6. Customers acknowledge that to use the service they must acquire a suitable internet connection that will support the services.

7. Customers are solely responsible for any liability or damages resulting from their failure to maintain the security and confidentiality of all activities that occur under their username and password. You must notify us immediately if you believe that your online account with Icon Offices has been compromised by unauthorized access so that we may assign you a new username and/or password. All username and password resets will be sent only via email.

8. Customers are responsible for topping up their accounts if they are making calls to destinations that are not free to call.

9. The owner of the account is the person named as the "primary" contact in the Icon Offices account database. No other person or entity, named or unnamed, shall maintain ownership or rights to the account nor the service(s) provided therein.

10. You may not transfer ownership of your Icon Offices account, nor the services provided therein, to any party without the expressed consent of Icon Offices.

11. Any free minutes for making outbound calls that are not used will expire on the refresh date before the customers are allotted a new bundle of minutes.

12. Customers acknowledge that their number will be disconnected if their subscription payment fails.

13. Customers acknowledge that any landline number assigned to their account by us is and will remain the property of Icon Offices. We reserve the right to recycle any disconnected number in full and we do not guarantee that the number allocated to them originally at the time of sign-up will be available for reconnection upon reinstating their subscription.

14. We disclaim any liability in the event of the service not working, calls not being received or dialed, or mobile applications not working.

15. We reserve the right to change the prices of our service at our discretion without prior notice.

16. If the misuse of our service by the customer results in us incurring a loss, the customer will be required to compensate us for such loss plus any additional expenses incurred in the process of limiting and recovering the loss. Where the exact value of a loss is not known, an estimate will be provided.

17. We disclaim any liability for the losses customers may incur by or while using our services.

18. We reserve the right to request additional information (including image and video files) or documentation to verify customer payments made to us. In the event where we suspect the payment made to us by the customer is fraudulent, we reserve the right to refuse offering our services and disclaim any liability for any subsequent losses incurred by the customer.

19. If a customer raises a chargeback/dispute without serving us with an acceptable cancellation notice (see point 1), whilst or after using our service, we reserve the right to pursue legal channels to recover payments owed to us and will pass on (to the customer) all expenses incurred including chargeback fees and fees associated but not limited to courts, solicitors, bailiffs, and debt collection agencies.




KYC Policy

Definition and Interpretations

Users, customers, customer, you, your, account handler, their, they, them – This refers to the business or the company and or persons named as directors of the company/business both in their capacity as Directors and private individuals. Account handlers and resellers are also deemed as our customers if they are paying subscription fees for and/or managing more than 1 company/business that has different directors.

Service provider, us, we, our - Icon Offices Ltd under UK company registration number 10343713

KYC documents – refers to documents used in the KYC process to verify the identity of Icon Office’s customers.

Website - refers to Icon Offices site https://iconoffices.co.uk.

Purpose

1. This policy outlines the conditions and guidelines under which Icon Offices KYC and Identity verification can be used and the obligations that must be adhered to by the clients. These conditions have been put forth for the protection of the client as well as user data and as a means to specify the circumstances under which Icon Offices reserves the right to refuse services to clients.

2. Identity verification is required for customers who have registered and signed up for any of our services including account handlers, directors/beneficiaries of a company, and any other person who is acting on behalf of the company/business/customer. KYC documents need to be uploaded and submitted from the ID upload section of the customer login area.

3. Icon Offices have the right to take action deemed fit in its sole discretion, including but not limited to the suspension and/or cancellation of the subscription in case the verification documents are tampered with, altered, or are fake.

4. We accept documents in all languages and, in the majority of situations, we are able to provide translation services at no cost. If we are unable to translate the documents internally, we will need to engage an external translator for a one-time fee of £12.00. Prior to hiring the translator, you will be required to submit this payment to us. Icon Offices reserves the right to decide which documents can be or cannot be translated without an additional fee.

5. We reserve the right to conduct periodic re-KYC (Know Your Customer) reviews every 12 months. This may require you to submit updated KYC documents, even if you have previously provided such documents. Failure to comply with this requirement may result in suspension or termination of services.

6. Minimum documentation that is required for KYC verification is as follows:

Photo ID -

Acceptable photo IDs are Passport, National Identity Card, Driver's Licence & Resident Permit.

Scanned copy of the photo ID is not acceptable.

We require actual photos/images/pictures of the photo ID without any filters / editing.

All 4 corners of the photo ID should be visible.

Photo ID passed expiry date is not acceptable.

Proof of Address -

Acceptable proof of address documents are as follows:

Bank statement dated within the last 3 months

Utility bill dated within the last 3 months

Credit Card Statement dated within the last 3 months

Tax documents dated within the last 12 months

National ID Card with residential address printed on it

Passport with residential address printed on it

Driving licence with residential address printed on it

TV licence dated within the last 12 months

Council tax bill dated within the last 12 months

Selfies -

For Account Handler

a) One selfie holding your photo ID so that it is clearly visible.
See here for an example https://i.pinimg.com/474x/2d/e4/e9/2de4e90e0009740bec353a442f68150a.jpg

b) A 2nd selfie holding a sign saying "I am the Authorised Account Handler of (Your company / business name) Limited"
See here for an example https://iconoffices.co.uk/imgs/authorised-account-handler-photo.webp

For Director

a) One selfie holding your photo ID so that it is clearly visible.
See here for an example: https://i.pinimg.com/474x/2d/e4/e9/2de4e90e0009740bec353a442f68150a.jpg

b) A 2nd selfie holding a sign saying "I am the Director of (Your company / business name) Limited"
See here for an example: https://iconoffices.co.uk/imgs/director-photo.webp

All 4 corners of the sign and the ID held in the selfies should be visible. It should be evident that the person in the selfies is taking the selfie himself/herself.

Letter of Authorisation -

If we are going to be speaking to someone other than the Director i.e an Authorised Person, we will also need a letter of authorisation signed by the Director authorising us to deal with the appointed Account Handler. See here for an example template




Retention Policy

Definition and Interpretations

Users, customers, customer, you, your, account handler, their, they, them – This refers to the business or the company and or persons named as directors of the company/business both in their capacity as Directors and private individuals. Account handlers and resellers are also deemed as our customers if they are paying subscription fees for and/or managing more than 1 company/business that has different directors.

Service provider, us, we, our - Icon Offices Ltd under UK company registration number 10343713

Purpose

This Retention Policy outlines Icon Offices’ guidelines for the retention and disposal of customer data to ensure compliance with legal and regulatory requirements and protect the interest of the customer and company. This policy applies to all customers' and clients’ data collected when purchasing our services on our website and stored by Icon Offices, regardless of the format in which it is held. This includes all personal data as defined by the UK Data Protection Act 2018, Information Commissioner's Office (ICO) and the EU General Data Protection Regulation.

1. Unless otherwise specified by law or contract, Icon Offices reserves the right to store customer/client data for a period of a minimum of 10 years. The data is retained to provide services/support if a customer returns after an extended absence, for legal compliance, risk management, operational purposes, to fulfill duties as a company registered with HMRC for Anti-Money Laundering and Financial Crime and as Companies House authorized Company formation agents and secretarial agents, and for future reference.

2. Personal data is securely stored and protected from unauthorized access or disclosure.

3. We regularly review our information and erase or anonymize personal data when we no longer need it. Data that is no longer required is securely disposed of in a manner that prevents unauthorized access or disclosure. Any electronic data will be permanently deleted from all storage devices and backup systems.

4. Customers have the right to request the erasure of their personal data without undue delay after the period of 10 years from the date of first signing up to our services, provided that they do not have any active service with us.

5. We retain the right to deny a request for data erasure under certain circumstances, even though individuals have the right to request the deletion of their personal data due to compliance with legal obligations, legal claims, and public interest.

6. Icon Offices ensures that all data processing operations are carried out in accordance with this retention policy and other applicable data protection laws by implementing various technical and organizational security measures and conducting regular compliance inspections. Our technical systems and documented processes enforce the retention periods and erasure methods indicated in this policy.


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