T&C Farnham Meeting Room &
Virtual Offices
We are the leading provider of Meeting Rooms and Virtual Offices in Farnhan, Surrey. Please see our T&C below for these services.
Terms and Conditions for Short Term Office and Meeting Room Hire (see here)
Terms and Conditions for Virtual Office Services (see here)
MEETING ROOM & SHORT-TERM OFFICE HIRE TERMS AND CONDITIONS
KENTS PROPERTY LTD
Effective date: 21 October 2026
INTRODUCTION
These Terms and Conditions govern the provision of meeting room hire, short-term office hire and associated facilities by Kents Property Ltd ("Kents Property", "we", "us" or "our").
They apply to customers ("Customer", "you" or "your") making bookings through our website, by telephone, by email or directly with our staff.
Please read these Terms and Conditions carefully before making a booking.
1. DEFINITIONS AND SCOPE
1.1 "Agreement" means these Terms and Conditions together with the relevant booking confirmation and any expressly agreed written variations.
1.2 "Booking" means a confirmed reservation for a meeting room, temporary office or associated facility.
1.3 "Customer" means the individual, company or organisation entering into the Agreement.
1.4 "Premises" means the building or premises at which the booked facilities are provided, as identified in the booking confirmation.
1.5 "Services" means meeting room hire, short-term office hire and any additional facilities expressly included in the Booking.
1.6 "Fees" means the charges agreed for the Services, together with any applicable additional charges.
1.7 These Terms apply to temporary meeting room hire and short-term office bookings. They do not replace or override any separate occupational agreement governing longer-term serviced office accommodation.
2. SERVICED OFFICE LICENCES AND PRECEDENCE
2.1 Where a Customer occupies a serviced office or other premises under a separate written Licence to Occupy, Licence Agreement, Lease or other occupational agreement, the terms and conditions of that individual agreement shall take precedence over these general Terms and Conditions in all matters relating to that occupation.
2.2 In the event of any conflict, inconsistency or ambiguity between these Terms and Conditions and a separately executed Serviced Office Licence Agreement, Lease or other occupational agreement, the provisions of the individual agreement shall prevail.
2.3 This includes, without limitation, provisions relating to licence fees or rent, deposits, payment terms, duration of occupation, notice periods, termination, permitted use, access arrangements, repairs, maintenance and other obligations of the parties.
2.4 These general Terms and Conditions shall apply to Serviced Office customers only in respect of separately booked services, such as meeting room hire or other additional facilities, where those services are not already governed by the Customer's individual Licence Agreement or Lease.
2.5 Nothing in these general Terms and Conditions shall amend, override, supersede or otherwise affect the rights and obligations established under an existing Serviced Office Licence Agreement or Lease, unless expressly agreed in writing by the parties.
2.6 Where a separate agreement expressly provides different conditions for additional services, the provisions of that agreement shall prevail.
3. BOOKINGS AND ACCEPTANCE
3.1 All bookings are subject to availability and confirmation by Kents Property.
3.2 A booking becomes binding when Kents Property issues written confirmation, including by email, specifying the agreed facilities, dates, times and charges.
3.3 We reserve the right to decline a booking where reasonably necessary for operational, safety, legal or security reasons.
3.4 Customers must provide accurate contact information and, where applicable, business details when making a booking.
3.5 Any person making a booking on behalf of a company or organisation confirms that they have authority to enter into the Agreement on its behalf.
3.6 Customers must be aged 18 or over to enter into a booking agreement.
3.7 Bookings may not be transferred, assigned or sublet without our prior written consent.
4. FEES, VAT AND PAYMENT
4.1 Hire charges shall be as quoted at the time of booking or otherwise agreed in writing.
4.2 All prices are exclusive of VAT unless expressly stated otherwise. VAT will be charged at the applicable rate.
4.3 Payment is due in accordance with the terms stated on the booking confirmation or invoice.
4.4 We reserve the right to require full or partial payment in advance to secure a booking.
4.5 Additional charges may apply for services requested beyond those included in the original booking, including additional hire time, equipment, catering or other agreed services.
4.6 Where a Customer exceeds the agreed booking period, additional charges may apply at our prevailing hourly rate, subject to availability.
4.7 We reserve the right to refuse access where required advance payment has not been received.
4.8 For business customers, overdue undisputed payments may attract interest and reasonable recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, where applicable.
4.9 Confirmed booking prices will not be increased retrospectively unless additional services are requested or otherwise agreed.
5. CANCELLATIONS, AMENDMENTS AND REFUNDS
5.1 All cancellations must be notified to Kents Property in writing, including by email.
5.2 Unless alternative cancellation terms have been expressly agreed in writing, the following cancellation policy applies to meeting room and short-term office bookings:
More than 7 days before the booking: No cancellation charge. Any advance hire payment will be refunded.
Between 48 hours and 7 days before the booking: 50% of the agreed hire charge is payable.
Less than 48 hours before the booking: 100% of the agreed hire charge is payable.
Failure to attend without cancellation: 100% of the agreed hire charge is payable.
5.3 Cancellation periods are calculated by reference to the scheduled start time of the booking.
5.4 Where a booking covers multiple consecutive days under a single agreed package, the cancellation period will be calculated from the commencement of the first booked day and the cancellation charge will apply to the agreed package.
5.5 Where multiple separate bookings are made, each booking will be assessed individually unless otherwise agreed.
5.6 Customers requesting a change of date or time should notify us as soon as possible. We will endeavour to accommodate changes subject to availability but are not obliged to accept them.
5.7 Where Kents Property cancels a confirmed booking for reasons within our control, we will offer a suitable alternative or refund the affected hire charges in full.
5.8 Cancellation charges are intended to reflect the potential loss arising from a cancelled reservation, including lost booking opportunities and administration costs. They will be applied subject to applicable law, taking account of costs saved and any successful rebooking where required.
5.9 Nothing in this clause excludes or restricts any statutory cancellation, refund or consumer rights that cannot lawfully be excluded.
6. ACCESS AND USE OF FACILITIES
6.1 Access to meeting rooms and offices is permitted only during the dates and times specified in the booking confirmation.
6.2 Customers must not enter or remain in the Premises outside their authorised booking period without prior agreement.
6.3 Hire periods include any time required for setting up and clearing the room unless otherwise agreed.
6.4 Customers must vacate the booked facilities promptly at the end of the agreed period.
6.5 Additional charges may apply where occupation continues beyond the agreed period.
6.6 Access arrangements, including keys, access cards, electronic entry systems or access codes, will be communicated where applicable.
6.7 Customers must not share access credentials with unauthorised individuals.
6.8 Customers must ensure that doors and access points are secured in accordance with any instructions provided.
6.9 A short-term booking does not, of itself, grant a tenancy, lease or other proprietary interest in the Premises. The legal nature of any occupation will depend upon the actual rights granted and the circumstances.
7. PERMITTED USE AND CUSTOMER RESPONSIBILITIES
7.1 Rooms and offices may only be used for lawful professional or business purposes consistent with the nature of the booked facilities.
7.2 Customers are responsible for the conduct of their employees, visitors, clients, contractors and other persons attending under their booking.
7.3 Customers must not:
- Use the Premises for unlawful, fraudulent or misleading activities.
- Cause unreasonable noise, disturbance or nuisance.
- Exceed the permitted occupancy of the room.
- Obstruct corridors, entrances, exits or fire escape routes.
- Alter, damage or interfere with the Premises or equipment.
- Attach signs, posters or other materials to walls or fixtures without permission.
- Store hazardous materials or prohibited substances.
- Smoke or vape within the Premises.
- Bring animals onto the Premises, except assistance animals or where otherwise agreed.
- Sublet or permit unauthorised third-party use of the facilities.
7.4 Customers must treat other occupiers, visitors and Kents Property staff with courtesy and respect.
7.5 We reserve the right to require any person behaving unlawfully, dangerously or in a seriously disruptive manner to leave the Premises.
8. MEETING ROOM EQUIPMENT AND FACILITIES
8.1 Meeting rooms may include furniture, Wi-Fi, presentation equipment and other facilities as specified in the booking confirmation.
8.2 Customers must use equipment carefully and in accordance with any operating instructions.
8.3 Customers are responsible for ensuring that their own devices and software are compatible with the equipment provided.
8.4 We will take reasonable steps to maintain equipment in working order but cannot guarantee uninterrupted availability of internet connections or electronic equipment.
8.5 Customers should notify us promptly of any equipment malfunction or defect.
8.6 Customers must not install software, alter network settings or interfere with equipment without permission.
8.7 Where an essential facility becomes unavailable, we will endeavour to provide a reasonable alternative or an appropriate refund or price reduction for the affected service.
9. INTERNET AND WI-FI
9.1 Where internet access is provided, it is intended for lawful business use.
9.2 Customers must not use our network for unlawful activities, unauthorised access to third-party systems or activities that compromise network security.
9.3 Customers are responsible for protecting their own devices, information and systems.
9.4 We do not guarantee any particular connection speed or uninterrupted internet availability.
9.5 We may restrict network access where reasonably necessary to maintain security, prevent misuse or protect other users.
10. HEALTH, SAFETY AND FIRE PROCEDURES
10.1 Customers and their visitors must comply with all reasonable health, safety, fire and security instructions applicable to the Premises.
10.2 Customers must familiarise themselves with the relevant fire escape routes and emergency procedures.
10.3 Fire exits, corridors, stairways and other escape routes must remain unobstructed.
10.4 Customers must not interfere with fire alarms, detectors, emergency lighting, extinguishers or other safety equipment.
10.5 Customers must immediately report any accident, injury, hazard or safety concern to Kents Property.
10.6 Customers must not exceed the maximum safe occupancy of the booked room.
10.7 Customers must ensure that their activities are suitable for the Premises and obtain any necessary licences, permissions or insurance relating to their business activities.
10.8 We reserve the right to suspend activities presenting an immediate or serious risk to health, safety or property.
11. DAMAGE, CLEANING AND ADDITIONAL CHARGES
11.1 Customers must leave rooms, offices, furniture and equipment in a clean, tidy and reasonable condition at the end of their booking.
11.2 Customers are responsible for physical damage caused by themselves or their visitors beyond fair wear and tear, to the extent arising from their negligence, misuse or breach of these Terms.
11.3 We may charge the reasonable and evidenced cost of repairing or replacing damaged property.
11.4 Additional cleaning charges may apply where a room is left in a condition requiring cleaning beyond normal use.
11.5 Customers must remove all personal belongings, documents, equipment and waste at the end of their booking unless alternative arrangements have been agreed.
11.6 Customers must report any damage or defects promptly.
11.7 We may request a refundable security deposit for certain bookings, particularly extended bookings, large groups or activities involving increased risk. Any deposit amount and applicable deductions will be explained before the booking is confirmed.
12. SHORT-TERM OFFICE HIRE
12.1 Short-term office hire provides temporary access to a specified furnished office or workspace for the agreed booking period.
12.2 Unless expressly agreed otherwise, the hire does not include:
- Permission to use the Premises as a registered office.
- Permission to use the Premises as a permanent business or correspondence address.
- Mail handling or forwarding.
- Dedicated telephone services.
- Storage outside the booked period.
- Exclusive use of communal facilities.
12.3 Customers must not make alterations to the office or install fixtures without written permission.
12.4 Any keys, access cards or other access devices supplied must be returned at the end of the booking.
12.5 Customers must remove their belongings and vacate the office at the agreed time.
12.6 Any occupation of a serviced office under a separate Licence Agreement or Lease shall be governed by the terms of that individual agreement, which shall take precedence over these Terms and Conditions in accordance with Clause 2.
12.7 Nothing in these Terms is intended to override statutory rights or determine the legal character of an arrangement solely by its description.
13. VISITORS AND THIRD PARTIES
13.1 Customers are responsible for informing their visitors of relevant access arrangements and building rules.
13.2 Visitors must remain within areas authorised for the booking.
13.3 Customers must not represent that Kents Property endorses, guarantees or participates in their business activities.
13.4 Customers must not use the Kents Property name, logo, photographs or other branding for promotional purposes without prior written consent, except for ordinary factual identification of the venue.
13.5 Customers remain responsible for obtaining appropriate permissions and insurance for any activities conducted during their booking.
14. PERSONAL PROPERTY AND INSURANCE
14.1 Customers are responsible for their own belongings, equipment, documents and other personal property brought onto the Premises.
14.2 We recommend that business customers maintain appropriate insurance for their activities, equipment and liabilities.
14.3 Kents Property is not an insurer of Customer property.
14.4 We will exercise reasonable care in providing the facilities but are not responsible for loss or damage to Customer property except to the extent caused by our negligence, breach of contract or other legal liability.
14.5 Customers should not leave valuable or confidential items unattended.
15. LIABILITY
15.1 Kents Property will provide its services with reasonable care and skill.
15.2 Nothing in these Terms excludes or restricts liability for:
- Death or personal injury caused by negligence.
- Fraud or fraudulent misrepresentation.
- Any liability that cannot lawfully be excluded or limited.
15.3 For business customers, and subject to Clause 15.2, we shall not be liable for indirect or consequential losses, including loss of profits, business opportunities or anticipated savings, to the extent permitted by law.
15.4 Subject to Clause 15.2 and any other liability that cannot lawfully be limited, our aggregate liability arising from a booking shall not exceed the greater of £1,000 or the total hire fees paid or payable for that booking.
15.5 The limitation in Clause 15.4 applies only to the extent reasonable and enforceable under applicable law.
15.6 Customers are responsible for losses or damage arising from their negligence, misuse of the Premises or breach of these Terms, subject to applicable law.
15.7 Nothing in these Terms affects the statutory rights of consumers.
16. CONFIDENTIALITY AND DATA PROTECTION
16.1 Kents Property respects the confidentiality of its customers and their business activities.
16.2 We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.
16.3 Personal information may be collected and processed for booking administration, invoicing, access management, security, customer communications and compliance with legal obligations.
16.4 We will take appropriate technical and organisational measures to protect personal information.
16.5 Customers are responsible for ensuring that their own handling of personal information during meetings or office use complies with applicable data protection requirements.
16.6 We may disclose information where required or permitted by law.
16.7 Further information is available in our website Privacy Notice.
17. SERVICE INTERRUPTIONS AND FORCE MAJEURE
17.1 We will take reasonable steps to ensure that booked facilities are available as agreed.
17.2 Occasionally, circumstances beyond our reasonable control may affect availability, including fire, flooding, severe weather, utility failure, emergency building works or government restrictions.
17.3 Where possible, we will offer a suitable alternative room, revised booking time or other reasonable solution.
17.4 If we cannot provide the agreed facilities, the Customer will be entitled to a refund of charges relating to services not provided, subject to applicable law.
17.5 Neither party shall be liable for a failure to perform obligations caused by circumstances genuinely beyond its reasonable control, except for payment obligations already accrued and liabilities that cannot lawfully be excluded.
18. SUSPENSION AND TERMINATION
18.1 We may suspend or terminate a booking where a Customer:
- Materially breaches these Terms.
- Engages in unlawful or seriously disruptive behaviour.
- Creates a significant health or safety risk.
- Damages or misuses the Premises.
- Fails to make a required advance payment.
18.2 Where appropriate and reasonably practicable, we will provide an opportunity to remedy a breach before termination.
18.3 Immediate termination may be necessary where there is a serious safety, security or legal concern.
18.4 Any cancellation charges or refunds following termination will be assessed in accordance with these Terms and applicable law.
19. CHANGES TO THESE TERMS
19.1 We may update these Terms and Conditions from time to time.
19.2 The version applicable to a booking will normally be the version in force when the booking is confirmed, unless a subsequent change is expressly agreed or required by law.
19.3 Updated Terms will be published on our website.
20. GENERAL PROVISIONS
20.1 These Terms, together with the booking confirmation and any agreed written variations, constitute the agreement relating to the booking, subject to the precedence provisions in Clause 2.
20.2 If any provision is held invalid or unenforceable, the remaining provisions shall continue in effect.
20.3 Failure to enforce a provision on one occasion does not prevent its enforcement subsequently.
20.4 Customers may not transfer their booking rights or obligations without our prior written consent.
20.5 We may use appropriate contractors or service providers in delivering the Services but remain responsible for our contractual obligations.
20.6 No person who is not a party to the Agreement shall have a right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999, except where expressly provided.
21. GOVERNING LAW AND JURISDICTION
21.1 These Terms and Conditions are governed by the laws of England and Wales.
21.2 The courts of England and Wales shall have jurisdiction over disputes arising under these Terms, subject to any mandatory consumer protection rules.
22. CONTACT DETAILS
Kents Property Ltd
Clockhouse
Dogflud Way
Farnham
Surrey
GU9 7UD
Telephone: 01252 711755
Email: info@kentsproperty.co.uk
Website: www.kentsproperty.co.uk
ACCEPTANCE OF TERMS
By confirming a meeting room or short-term office booking, the Customer acknowledges that they have read, understood and agreed to these Terms and Conditions, including the cancellation policy.
© Kents Property Ltd – 2026
Virtual Office Services – Terms & Conditions
Kents Property Ltd
Effective from: 21 October 2026
These Terms and Conditions govern the provision of Virtual Office Services by Kents Property Ltd ("Kents Property", "we", "us" or "our") to its customers ("Customer", "you" or "your").
By applying for or using our Virtual Office Services, you agree to be bound by these Terms and Conditions.
1. Our Virtual Office Services
1.1 Kents Property provides Virtual Office Services from Clockhouse, Dogflud Way, Farnham, Surrey, GU9 7UD.
1.2 Depending on the service package selected, services may include:
- Use of our Farnham business address for correspondence.
- Use of the address as a company's registered office, where expressly included and approved.
- Receipt and forwarding of business correspondence.
- Additional mail handling and administrative services by agreement.
1.3 The services provided are limited to those expressly included in the Customer's agreed package.
1.4 Use of our address does not create a tenancy, lease, right of occupation or other interest in the premises.
1.5 All applications are subject to our approval, satisfactory verification and compliance with applicable legal and regulatory requirements. We will not commence a service unless legally permitted to do so.
2. Eligibility and UK-Based Businesses
2.1 Our Virtual Office Services are available exclusively to businesses established and genuinely operating within the United Kingdom.
2.2 We do not accept applications from overseas-registered businesses or businesses without a genuine UK operational presence.
2.3 Applicants must provide details of their actual business activities, trading address and ownership structure.
2.4 We reserve the right to decline any application at our discretion, acting reasonably and in accordance with applicable law.
2.5 Each business or legal entity wishing to use our address must submit a separate application and receive our written approval. Permission cannot be transferred to another business or individual.
3. Identity Verification and Anti-Money Laundering Requirements
3.1 Kents Property maintains customer identification, verification and financial crime prevention procedures designed to comply with applicable UK legislation, including the Money Laundering Regulations 2017, as amended, where applicable.
3.2 Before accepting an application, we require satisfactory identification and supporting documentation.
For individual applicants, directors and relevant beneficial owners, this will normally include:
- A valid passport or photocard driving licence.
- Proof of current residential address, normally dated within the previous three months.
- Full legal name, date of birth and residential address.
- Contact telephone number and email address.
For limited companies and other registered businesses, this will normally include:
- Full registered business name.
- Companies House registration number, where applicable.
- Current registered office address.
- Actual trading or operational address.
- Description of business activities.
- Names and details of directors and persons with significant control.
- Identification of ultimate beneficial owners.
- Confirmation of the applicant's authority to act on behalf of the business.
3.3 We may request further information or documentation where necessary to verify identity, ownership, control or the nature and purpose of the business relationship.
3.4 We may carry out checks using Companies House records, identity verification providers, sanctions screening services and other lawful sources.
3.5 We reserve the right to undertake enhanced due diligence where a business or individual presents an increased compliance risk.
3.6 We will not approve an application until all required verification procedures have been completed to our satisfaction.
3.7 Failure to provide satisfactory identification or supporting information may result in an application being declined or an existing service being suspended or terminated.
4. Ongoing Customer Due Diligence
4.1 Customers must ensure that information provided to Kents Property remains accurate, complete and up to date.
4.2 Customers must notify us promptly of any material changes, including:
- Business name or company registration details.
- Directors, shareholders or beneficial owners.
- Registered office or trading address.
- Nature of business activities.
- Contact details.
- Ownership or control of the business.
4.3 We may request updated photographic identification, proof of address or company information at any time during the business relationship.
4.4 Customers agree to cooperate with reasonable compliance checks and periodic reviews.
4.5 Where a Customer fails to provide requested information, we reserve the right to suspend or terminate the service.
5. Permitted Use of the Business Address
5.1 Subject to approval and the service package purchased, Customers may use the following address:
Clockhouse, Dogflud Way, Farnham, Surrey, GU9 7UD
5.2 The address may be used only by the named Customer and for the purposes expressly authorised by Kents Property.
5.3 Customers must not:
- Use the address for unlawful, fraudulent or misleading activities.
- Allow another company, individual or organisation to use the address without written permission.
- Represent the premises as being physically occupied by their business.
- Use the address as a residential address.
- Arrange deliveries of goods, stock or large parcels without prior agreement.
- Arrange customer visits, meetings or appointments at the premises without prior agreement.
- Use the address in any way that could reasonably damage the reputation of Kents Property or its other occupiers.
5.4 The Customer remains responsible for ensuring that the use of our address is appropriate for its particular business, licences, registrations and regulatory obligations.
5.5 We reserve the right to withdraw permission to use the address where these conditions are breached.
6. Registered Office Services
6.1 Where registered office services are included in the agreed package, the Customer may use our address for Companies House registration purposes only after receiving written approval.
6.2 The Customer remains responsible for complying with the Companies Act 2006 and all applicable Companies House requirements.
6.3 The Customer must ensure that Kents Property has accurate contact details for forwarding statutory and official correspondence.
6.4 We will maintain reasonable arrangements for receiving and communicating statutory correspondence in accordance with the agreed service and applicable legal requirements.
6.5 Kents Property is not responsible for the Customer's statutory filing obligations, confirmation statements, accounts, tax returns or other regulatory submissions.
6.6 Registered office services do not include company secretarial, legal, tax or accounting services unless separately agreed.
6.7 Customers must not use our address as a location for keeping statutory registers or records requiring public inspection unless this has been expressly agreed.
7. Mail Handling and Forwarding
7.1 We will receive correspondence addressed to the approved Customer at our Virtual Office address.
7.2 Mail will be handled in accordance with the Customer's agreed service package and forwarding instructions.
7.3 Unless otherwise agreed, forwarded correspondence will normally be sent using Royal Mail second-class post or another appropriate postal service.
7.4 Customers must maintain accurate and current forwarding details.
7.5 Additional services, including scanning, forwarding, parcel handling and special deliveries, may incur additional charges.
7.6 We reserve the right to refuse delivery of dangerous, prohibited, perishable, oversized or otherwise unsuitable items.
7.7 We may return correspondence addressed to businesses or individuals who are not authorised to use our address.
7.8 We will exercise reasonable care when handling correspondence but cannot guarantee delivery times or the performance of third-party postal and courier services.
7.9 We will not intentionally open correspondence addressed to the Customer except where authorised by the Customer or otherwise permitted by law.
7.10 Customers remain responsible for responding to their correspondence and ensuring that important communications are acted upon promptly.
8. Fees and Payment
8.1 Fees are payable in accordance with the selected service package and the payment terms agreed at the commencement of the service.
8.2 Monthly service fees are normally payable in advance.
8.3 Annual subscriptions or promotional packages may be subject to a minimum contractual period, as specified at the time of purchase.
8.4 Additional charges may apply for services outside the agreed package, including:
- Mail forwarding and postage.
- Parcel handling.
- Document scanning.
- Special deliveries or courier services.
- Additional administrative services.
8.5 Applicable additional charges will be as stated in our published price list or otherwise agreed with the Customer.
8.6 All fees are subject to VAT where applicable.
8.7 We reserve the right to suspend services for overdue payments, following reasonable notice.
8.8 We may revise our fees by providing reasonable advance written notice.
9. Customer Conduct and Prohibited Activities
9.1 Customers must conduct their business lawfully and must not use our services for any activity involving:
- Money laundering or terrorist financing.
- Fraud, deception or misrepresentation.
- Sanctions evasion.
- Illegal financial activities.
- Any other activity prohibited under UK law.
9.2 Customers must not provide false, misleading or incomplete information during the application process or throughout the business relationship.
9.3 We reserve the right to investigate suspected misuse of our services.
9.4 Where required or permitted by law, we may disclose relevant information to HMRC, Companies House, the National Crime Agency, law enforcement bodies or other competent authorities.
9.5 We may suspend or terminate services immediately where we reasonably believe continued provision would breach applicable law or expose us to unacceptable legal or regulatory risk.
10. Duration and Termination
10.1 The agreement commences on the date Kents Property confirms acceptance of the application and commencement of services.
10.2 Unless a different minimum term has been agreed, either party may terminate a monthly agreement by giving at least 30 days' written notice.
10.3 Annual subscriptions are subject to the minimum contractual term agreed at the outset.
10.4 We may suspend or terminate services immediately where:
- Identity or compliance requirements are not satisfied.
- False or misleading information has been supplied.
- The Customer engages in unlawful activities.
- The Customer materially breaches these Terms.
- Continued provision would breach legal or regulatory requirements.
10.5 For other material breaches capable of remedy, we may give the Customer 21 days' written notice to rectify the breach before termination.
10.6 Termination does not remove the Customer's liability for outstanding fees or other obligations accrued before termination.
111. Removal of Our Address Following Termination
11.1 Upon termination, the Customer must immediately cease using the Kents Property address for new business correspondence or representations.
11.2 The Customer must promptly remove our address from all relevant records, including:
- Companies House.
- HMRC.
- Business websites and online directories.
- Bank and financial institution records.
- Business stationery, invoices and marketing materials.
- Supplier and customer records.
11.3 The Customer must make any required statutory address changes without delay.
11.4 We may request written confirmation that the address has been removed from relevant records.
11.5 If a Customer continues using our address without authorisation, we reserve the right to notify Companies House and other relevant organisations that permission has been withdrawn.
11.6 Mail received after termination may be returned to the sender or handled under a separately agreed forwarding arrangement.
11.7 Any additional forwarding or administrative charges will be communicated to the Customer where applicable.
12. Data Protection and Privacy
12.1 Kents Property Ltd processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
12.2 We collect and process personal information for purposes including:
- Assessing Virtual Office applications.
- Verifying identity and business ownership.
- Complying with applicable legal and regulatory obligations.
- Preventing and detecting financial crime.
- Providing and administering our services.
- Maintaining appropriate business and compliance records.
12.3 Personal information collected may include photographic identification, residential address documents, company registration information, beneficial ownership details and contact information.
12.4 We process personal information on appropriate lawful bases, which may include legal obligations, contractual necessity and legitimate interests.
12.5 We take reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, loss or misuse.
12.6 Where the statutory anti-money laundering record-retention requirements apply, relevant customer due diligence records will normally be retained for five years following the end of the business relationship, subject to applicable legal requirements and exceptions.
12.7 Other personal information will be retained only for as long as reasonably necessary for the purposes for which it was collected or as required by law.
12.8 We may share relevant information with competent authorities, professional advisers, identity verification providers and other authorised service providers where lawful and necessary.
12.9 Individuals may exercise their rights under applicable UK data protection legislation, subject to relevant statutory exemptions.
12.10 Further details about how personal information is handled are provided in our Privacy Notice.
13. Liability
13.1 Kents Property will exercise reasonable care and skill in providing its Virtual Office Services.
13.2 Customers are responsible for ensuring that all information supplied to us is accurate and that their contact and forwarding details remain current.
13.3 We shall not be responsible for losses arising from the Customer's failure to respond to correspondence, comply with statutory obligations or maintain accurate contact information, except to the extent caused by our own breach of duty.
13.4 We are not responsible for delays or failures caused by postal operators, courier services or circumstances beyond our reasonable control, except where liability cannot lawfully be excluded.
13.5 To the extent permitted by law, we shall not be liable for indirect or consequential losses, including loss of business, profit or opportunity.
13.6 Our aggregate contractual liability shall not exceed the total service fees paid or payable by the Customer during the preceding six months, except where such limitation is prohibited by law.
13.7 Nothing in these Terms excludes or restricts liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or restricted.
14. Changes to These Terms
14.1 We may amend these Terms and Conditions to reflect changes in legislation, regulatory requirements, operational procedures or the services provided.
14.2 Where changes materially affect existing Customers, we will provide reasonable advance notice unless immediate changes are required by law.
14.3 The latest version of these Terms will be available on our website.
15. Governing Law
15.1 These Terms and Conditions are governed by the laws of England and Wales.
15.2 Any disputes arising from these Terms shall be subject to the jurisdiction of the courts of England and Wales, subject to any mandatory legal provisions.
16. Contact Information
Kents Property Ltd
Clockhouse
Dogflud Way
Farnham
Surrey
GU9 7UD
Website: www.kentsproperty.co.uk
Acceptance of Terms
By submitting an application for Virtual Office Services and once approved by utilising our service, the applicant confirms that:
- They are authorised to apply on behalf of the named business.
- All information supplied is accurate and complete.
- The business is genuinely established and operating within the United Kingdom.
- They agree to provide all required identity and company verification documents.
- They agree to notify Kents Property of material changes to the business or its ownership.
- They have read and agree to these Virtual Office Terms and Conditions.
- They understand that use of the Kents Property address is subject to written approval and satisfactory verification.