Terms of Service

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1. Acceptance of Terms

These Terms govern your use of the BetaOffice platform provided by Generation Beta Digital Ltd, a company registered in England and Wales under company number 16274319 (“BetaOffice”, “we”, “us” or “our”). By creating an account, completing checkout, selecting the acceptance box or using the services, you confirm that you have authority to act for the customer and agree to these Terms. If you do not agree, do not purchase or use the services.

BetaOffice® is a registered trade mark in the United Kingdom (Registration No. UK00004285653) and is owned by Generation Beta Digital Limited.

2. Services

BetaOffice provides virtual-office services which may include a London business and registered-office address, director service address use, mail receipt and scanning, digital mail access, smart summaries, customer support and optional forwarding.

Each subscription covers one legal entity. Director service address use is included for the verified directors and persons with significant control connected with that entity; we do not charge a separate per-director subscription fee. Every relevant person must complete any verification we or our compliance partners require.

Features are subject to the selected plan, fair-use limits, verification and operational availability. The service does not provide a physical desk, staffed office, meeting space or evidence that your business physically trades from the address.

3. Billing, Verification & Activation

The subscription price and billing interval shown at checkout apply to your order. Prices displayed as a total are the amount payable before any clearly disclosed optional or usage-based charge. At the date of these Terms, Generation Beta Digital Ltd is not VAT registered, so no VAT is added to BetaOffice charges. If our VAT status changes, VAT may be applied prospectively where required by law, with the updated amount shown or notified before it takes effect.

Your BetaOffice service period begins when you complete checkout, subject to verification and activation. During the initial verification window no subscription payment is taken. Once KYC and identity verification are approved, Stripe will attempt to collect the first subscription payment. The recurring Stripe billing date may therefore differ from the original service start date.

Your dashboard may display separate Service Period, Cancel By and Next Payment dates. The Service Period shows when address service is committed and provided. Cancel By is the deadline for avoiding the next service-period commitment. Next Payment is the date Stripe is expected to collect payment and may occur after the service period has been committed.

By providing a payment method, you authorise Stripe and BetaOffice to store and use it for your subscription payments. Separately incurred charges, including mail forwarding and monthly mail-scanning overage, may be invoiced separately after we notify you of the applicable amount and payment arrangements.

You must keep your payment method and billing details current. Payment attempts may be retried after a failure. A failed separately issued usage invoice does not automatically cancel the underlying subscription, but all valid outstanding amounts remain payable.

4. Plan Changes

Existing subscriptions cannot be converted between plans, for example Monthly to Annual. To change plan, cancel effective at the end of your current paid term and open a new subscription on the desired plan. A fresh KYC check may be required.

Optional services or add-ons, where available, may have a separate billing interval and cancellation date. Any future subscription price change will apply prospectively and will be communicated as required by law or these Terms. Usage charges already incurred are not removed by a plan change.

5. User Responsibilities

  • Provide accurate, lawful information and keep it current.
  • Maintain the confidentiality of your account credentials.
  • Use the services only for lawful purposes and in compliance with these Terms.
  • Keep your account details, forwarding address, authorised users and billing information accurate and up to date.
  • Notify us promptly of material changes to your company, directors, beneficial owners, persons with significant control, business activities or contact details.
  • Monitor your dashboard, service emails, mail usage and invoices, and promptly raise any suspected counting or billing error.
  • Ensure senders use the verified company or individual name and do not deliberately direct bulk marketing, personal shopping, parcels or unrelated third-party mail to the address.

6. Acceptable Use

You must not use the services for illegal activities, fraud, money laundering, terrorist financing, sanctions evasion, harassment, intellectual-property infringement, deceptive business practices, prohibited items, or any activity that may damage our systems, services, users, service providers or reputation.

You must not use the address to misrepresent the existence of a staffed physical business presence, for vehicle registration, on customs or export documentation, or in any way that is misleading, unlawful or inconsistent with applicable platform or regulatory rules.

You must not artificially generate mail volume, enrol the address in bulk mailing lists, use it as a parcel depot, receive mail for unrelated entities or individuals, or attempt to avoid plan, forwarding or overage charges.

We may refuse, remove or block content and suspend or terminate service where reasonably necessary to protect users, meet compliance obligations, enforce these Terms or comply with law.

7. KYC & Verification

To meet applicable KYC, AML, fraud-prevention and service-provider requirements, we may verify the company, account holder, directors, beneficial owners and persons with significant control. This commonly includes individuals owning or controlling 25% or more, but additional persons or documents may be required depending on the company structure and risk assessment.

Companies House information may be used to pre-fill director details, but you remain responsible for checking and completing them accurately. Every person submitted must know that their information is being provided for verification and address-service purposes. If verification cannot be completed, we may decline, suspend or terminate service and may request further information at any time where reasonably required.

For typical requirements, see KYC Requirements.

8. Mail Handling & Forwarding

  • Addressing requirements: Mail must be addressed to the verified company or individual names registered on your BetaOffice account. Mail that cannot reasonably be matched to your account may be opened only where necessary to identify the intended recipient, returned to sender or securely destroyed.
  • Mail processing: We use reasonable endeavours to process eligible mail within one Business Day of receipt. This is a service target rather than a guaranteed delivery time.
  • Digital scans first: Where your service includes mail scanning, eligible mail will normally be securely opened, scanned and made available electronically before any forwarding request.
  • Mail scanning fair use: Fair use includes up to 40 eligible physical mail items per legal entity per calendar month. The allowance resets at the start of each calendar month and unused items do not roll over.
  • How items are counted: Each separate physical envelope or mail item received counts as one item, regardless of the number of pages inside it. The same physical item should not be counted twice merely because it is reprocessed or rescanned. Parcels and items outside the scanning specification are not part of the 40-item scanning allowance and may be refused or quoted separately.
  • Overage Fees Schedule:
    • Items 1–40: included at no additional charge.
    • Items 41–80: £0.50 per item.
    • Items 81 and above: £0.40 per item.

    These are BetaOffice total charges at the date of these Terms; no VAT is currently added. If our VAT status changes, the applicable tax treatment may change prospectively as described in section 3.

  • Separate overage invoicing: Overage is calculated after the relevant calendar month using BetaOffice and mail-processing records. If you exceed the allowance, we will notify you of the recorded usage and applicable charge before issuing a separate invoice. The overage amount is not included in your normal subscription invoice. Monthly and annual subscription customers are subject to the same calendar-month allowance and overage process.
  • Usage notifications: We may send dashboard or email notices as usage approaches the allowance. These advance notices are a courtesy and are not guaranteed. If additional usage charges are incurred, we will notify you before issuing the separate invoice. A delayed or missed advance warning does not increase the allowance or remove a correctly incurred overage charge.
  • Continued processing: Reaching 40 items does not automatically stop eligible mail scanning. Additional eligible items may continue to be processed and charged under the schedule above. For sustained or exceptional volume, we may contact you about an appropriate high-volume arrangement or impose reasonable operational restrictions after notice where necessary to protect the service.
  • Usage queries: If you believe an overage invoice is incorrect, contact us promptly with the relevant invoice and mail-item details. We will review genuine counting errors and issue an adjustment where appropriate. This does not affect any statutory rights.
  • Scanning limitations: Only standard letters and documents up to A4 size are included within the scanning service. Books, magazines, large posters, oversized documents, thick documents and similar items are not eligible for digital scanning.
  • On-demand forwarding (UK): Original physical mail may be forwarded within the UK on request. Forwarding fees, including postage and any applicable handling fee, apply as displayed at checkout, in-app or when quoted.
  • Mail retention: Original physical mail is stored for up to 30 days from receipt unless collected or forwarded. After this period, items may be permanently and confidentially shredded and cannot be retrieved or forwarded.
  • Collection: Where collection is available, mail will only be released to a named, authorised person who provides acceptable identification.
  • Risk after forwarding: Risk in physical mail passes to the customer once the item is handed to the postal or courier operator. BetaOffice is not responsible for postal or courier delays, loss, theft, damage or misdirection after dispatch, to the fullest extent permitted by law.
  • One subscription: Each BetaOffice subscription covers one legal entity unless expressly agreed otherwise in writing.
  • Prohibited or unsuitable items: We may refuse, return, securely destroy or otherwise dispose of items we reasonably believe are illegal, dangerous, perishable, oversized, prohibited, unsuitable for handling or incompatible with our service providers' operational policies.

For how long we keep digital scans and other data, see our Privacy Policy.

9. Cancellation

  • Cancellation before the renewal cut-off: If you submit a cancellation request before the renewal cut-off shown or calculated for your account, cancellation will normally be scheduled for your current BetaOffice Service End Date. No additional recurring subscription payment will be collected for a later service period.
  • How the renewal cut-off is calculated: The address-service cycle is anchored to the original service start date and repeats according to your monthly or annual plan. The renewal cut-off is normally seven calendar days before the next applicable address-service renewal. Because Stripe billing may begin after identity verification, this cut-off can occur before your Stripe Billing Date. The dates displayed in your cancellation screen before confirmation apply to your specific subscription.
  • Cancellation after the renewal cut-off: Our address and mail-handling service may be committed or renewed with our service provider before Stripe collects your next customer payment. If you cancel after that commitment has been made, one final subscription payment for the newly committed service period will still fall due. Your service will remain available until the end of that final paid service period, after which the subscription will terminate and no further recurring subscription payments will be collected.
  • Notice before confirmation: Where a final payment applies, the cancellation screen will display the expected final payment amount, its expected collection date and the resulting Service End Date before you confirm the request. You must acknowledge this notice to complete the cancellation request.
  • Payment and service dates: The BetaOffice Service Period, Cancel By and Next Payment dates may be different. The Next Payment date is not the cancellation deadline. A cancellation request does not remove charges already incurred or service-provider commitments already made for your account.
  • First payment: Your service period begins when you complete checkout. Following successful identity verification, Stripe attempts to collect the first subscription payment. Your original BetaOffice service start date remains unchanged, although Stripe's recurring billing date may run from the date of the first successful payment.
  • Service access: After cancellation is scheduled, service remains active until the applicable Service End Date tied to your last required payment.
  • Resume: You may request to resume a pending-cancellation subscription before its scheduled Service End Date, subject to payment of any outstanding balance and the service remaining available. Resuming does not reverse or refund a service-provider commitment or charge already incurred.
  • Other amounts: Outstanding balances, mail forwarding fees, overage fees, taxes and other charges incurred before the applicable Service End Date remain payable even after cancellation has been requested. Because mail overage is calculated after a calendar month closes, a final usage invoice may be issued after cancellation for mail processed while the service was active.
  • Mail after cancellation: Physical items received during your active Service Term may be held for up to 30 days from receipt and then securely shredded unless a forwarding request is placed and applicable forwarding fees are settled within that period.
  • Address removal: When service ends, you must stop using the address and promptly update Companies House, HMRC and any other relevant authority or business record.

10. Cooling-Off

BetaOffice is primarily a business service. Where you nevertheless contract as a consumer and statutory distance-selling cancellation rights apply, you may normally have 14 days from entering the contract to cancel. Nothing in these Terms removes a statutory consumer right that cannot lawfully be excluded.

By asking us to begin verification, reserve or supply the address service during any applicable cancellation period, you expressly request early performance. If you validly cancel after performance has begun, we may deduct or charge a proportionate amount for services already supplied where the law permits, including third-party verification, address, mail-handling, forwarding and usage costs actually incurred.

If identity verification is not completed or cannot be approved within the permitted verification period, we may suspend or terminate the service and no first subscription payment will be collected.

Once identity verification is successfully completed, Stripe attempts to collect the first subscription payment. Your original BetaOffice service start date remains linked to the checkout date, although Stripe's recurring billing date may be based on the date of the first successful payment.

Where no statutory cancellation right applies, refund requests are assessed under our published policy and the circumstances of the account. Any discretionary refund may take account of services already supplied and non-recoverable third-party costs, without limiting rights that the law requires us to provide.

11. Third-Party Providers

We rely on trusted providers, including The Hoxton Mix Limited for address and mail-handling services and Stripe for payments. Your use of features delivered through those providers may be subject to their operational requirements and applicable terms.

Operational policies relating to mail handling may reflect the procedures of those providers where applicable. Where required, we will share only the data reasonably necessary to deliver the services, manage billing, meet compliance obligations and protect the service.

Third-party outages, compliance decisions, processing times and payment requirements may affect availability. We remain responsible for our obligations under applicable law, but we do not guarantee that a particular third-party integration or optional feature will remain available indefinitely.

12. Limitation of Liability

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the paragraph above, BetaOffice and Generation Beta Digital Limited will not be liable for indirect, incidental, special, consequential or exemplary damages, or for loss of profits, revenue, sales, business, contracts, anticipated savings, data, software or goodwill arising from your use of the services.

To the fullest extent permitted by law, BetaOffice is not liable for the loss, theft, delay, damage or misdirection of mail once it has been handed to a postal or courier operator, or for loss arising from inaccurate or outdated information provided by the customer.

Smart summaries, classifications and extracted information are provided to assist review and may contain errors. You remain responsible for reading the underlying mail and taking any required legal, tax, filing, payment or compliance action by the applicable deadline.

13. Suspension & Termination

We may suspend or terminate access, with notice where reasonable, if you breach these Terms, we cannot complete KYC, AML or other compliance checks, fees remain unpaid, your payment method fails, you no longer satisfy our compliance requirements, or continuation would be unlawful, unsafe or incompatible with our service providers' policies.

We may also restrict unsuitable items or exceptional mail volume where it threatens safe or reliable operation, particularly where requested information or valid usage charges remain outstanding. Where lawful and practicable, we will give reasonable notice and an opportunity to resolve the issue.

Upon termination, your right to use the services ceases, except for obligations and provisions that survive by their nature, including outstanding payment obligations, mail-handling charges, confidentiality, liability limitations and governing-law provisions.

14. Changes to these Terms

We may update these Terms to reflect legal, regulatory, technical, operational or business changes. We will post updates here and adjust the “Last updated” date. Material changes affecting recurring prices, included allowances or usage charges will apply prospectively and will be communicated where required. Continued use after the effective date constitutes acceptance of the revised Terms where permitted by law. No updated fee schedule will be used to recalculate usage from a period before that schedule took effect.

15. Governing Law

These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction, except where applicable law provides otherwise.

16. Contact

Questions about these Terms? Email legal@betaoffice.uk.

For privacy matters, see our Privacy Policy.