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Legal Details for Concorde House

CONCORDE HOUSE MAILBOX TERMS, LEGAL REQUIREMENTS AND CONDITIONS

A. MAIL COLLECTION AND FORWARDING SERVICE
Upon a successful application, Concorde House Mailbox (“CHM”) will provide the Client with the following services (“the Service”)
i) providing our Brighton mailing address for the Client’s use
ii) receiving and sorting the Client’s mail
iii) storing the mail for collection or forwarding it to the Client’s specified address.
B. RECORD-KEEPING
We are required and licensed by law to record details of the Client’s home address and keep copies of one piece of photographic identification and one utility bill to verify the Client’s identity.
C. PRICING Our prices are reviewed periodically and the next review will be on 1 February 2021.
D. CANCELLATION POLICY The Service may be cancelled within 14 days of signing these terms and conditions, should the Client not have made use of the Service within that period.
E. ITEMS WHICH MAY NOT BE RECEIVED AND PARCELS
Please refer to Appendix A for a non-exhaustive list of items which we may not receive or handle on behalf of the Client.
Please refer to Appendix B for additional charges for some larger or heavier parcels sizes and
charges for storage of such parcels; these do not apply to small packets or letters.

ADDITIONAL TERMS
1. Any charges imposed on the Client, including, but not limited to, import taxes, are the sole responsibility of the Client.
2. The Client grants permission to CHM to handle the Client’s items of mail, including, but not limited to, receiving, sorting, forwarding and storing.
3. The Client also authorises CHM to use funds contained in the Client’s CHM account or to invoice the client to pay for services the client has requested, including, but not limited to, forwarding parcels.
4. The Client accepts that the prices stated in Appendix B apply to most items of mail received. A Bulk/Heavy surcharge may apply to items of mail that are larger and/or heavier than the stated dimensions in Appendix B.
5. The Client is entitled to contact the office for any reasonable request or to ascertain if any post is waiting for them in their mailbox. All contact with the office should be made by email or post. If the request is urgently associated with danger to the public, to the staff of
Concorde House or because of a legal requirement by a statutory authority the Client may telephone 01273 672262 between the hours of 9.30am and 4pm.
6. The Client agrees to obey all applicable laws and/or regulations both in the member’s home country and in the United Kingdom/European Union. The Client agrees to not knowingly use the service to send and/or receive items of mail that have illegal or controlled
contents, or contents that could be dangerous to members of staff or other items of mail. The Client will be solely responsible for any penalties or fines resulting from a violation of this condition. In addition, the Client accepts that should he/she receive goods that are, or CHM
suspects are illegal, dangerous, controlled or otherwise harmful, the Client accepts that such goods could be immediately disposed of, and the Client accepts all charges associated with the goods’ disposal. CHM also reserves the right to immediately terminate the account of any
Client who receives such goods outlined in Appendix A.
7. If the Client does not pay for the Service rendered following an invoiced request for payment beyond a period of 14 days or more, CHM reserves the right to cancel the Service. Once the Client’s Service is cancelled, CHM reserves the right to return to sender or destroy
any items of mail in the Client’s mailbox. The Client forfeits all claims to items of mail contained in a mailbox that has been cancelled.
8. Illegal activity (as determined by UK and EU law) is not permitted by CHM. Any legal fees incurred by CHM enforcing the laws of the United Kingdom and European Union against a client or potential client will be the financial responsibility of the Client.
9. CHM reserves the right and is under legal obligation to disclose the Client’s personal information when requested with a warrant or court order by the Police, Trading Standards, debt collection agencies, or any other law enforcement agency or official body.
10. CHM reserves the right to intervene in any way it sees fit if there is a suspicion that the Client is using the service for illegal or fraudulent purposes.
11. The Client agrees to take all reasonable steps to ensure that third parties do not contact or attempt to contact CHM by telephone, email or in person relating to the usage of the Service by the Client. Should CHM receive such communication or attempted communication, CHM reserves the right to levy a charge to cover the cost of handling such communication, and/or terminate the Client’s Service.
12. Should a CHM Client choose to discontinue the Client’s use of the Service, he/she agrees to take all reasonable steps to ensure CHM does not receive any further parcels or mail. If an expired account receives items, CHM reserves the right to levy a fee to cover
processing of such unwanted parcels and return to the sender all package mail received after the termination.
13. If the Client’s account expires and is not renewed, CHM reserves the right to dispose of securely and/or return any mail or packages that are held or received after the expiration date.
14. The Client understands that payment for the Service is strictly in advance. If CHM performs the Service prior to receiving payment, the Client agrees to remit any overdue amounts immediately. If an account balance is in debit for a period of seven (7) days or longer, CHM reserves the right to charge a late fee of £5 plus 5% of the overdue balance per month based on the length of the last contract with the Client.
15. CHM will accept all sizes of envelope and any quantity during the subscription period. Parcels will only be accepted by prior agreement. Mail may be collected during Concorde House Office Hours. Any changes in these hours will be notified by Email 7 days prior unless
the office is closed by Force Majeure.
16. While every care will be taken to ensure the accurate and fast dispatch of mail, it is expressly agreed that CHM will accept no liability for any delay, damage or loss of items and/or business arising from this agreement. The Client must ensure that mail is insured from
sender to receipt by the subscriber. Concorde House Business Centre accepts no liability or responsibility in connection with mail lost in transit, damage, fire, flood theft from our premises or Act of God.
17. CHM reserves the right to cancel a subscription with not less than one month’s notice: in this event CHM will reimburse the client commensurately for the remainder of the subscription period.
18. CHM’s service of forwarding mail free of charge within the UK is subject to our understanding of Royal Mail’s terms of service. This free service may be withdrawn at any time should this understanding with Royal Mail or its successor change.
19. CHM has the right via the freeholder to give to the Client the use of the address Concorde House, 18 Margaret Street, Brighton, East Sussex, UK BN2 1TS as the registered address of the client’s business, registered at Companies House in accordance with The Companies (Address of Registered Office) Regulations 2016. However, permissions to use the Concorde House address is withdrawn by CHM after cessation of the contract between the Client and CHM. CHM then applies to Companies House to remove or change the
Client’s address as shown and registered at Companies House.

APPENDIX A
This is a list of some of the items NOT allowed to be delivered through CHM company via the Royal Mail. Prohibitions and restrictions in the UK Royal Mail website will further detail items. If in doubt, please consult the Royal Mail. Items collected, carried, posted and delivered, by organisations other than the Royal mail will have their own forbidden to carry list. Please contact your carrier for advice, if you are not using the Royal Mail. Aerosols for toiletry or medical purposes ARE permitted but all other aerosols are NOT permitted, these include Spray paints, Lacquers, solvents,, air fresheners, oven cleaners, etc. Alcoholic liquids over 70%ABV Ammunition (including lead pellets and other airgun and air-soft projectiles) Asbestos if NOT fixed within an inert material such as glue or resin and wrapped in bubble wrap. Also, include
sender’s name on the outside of the package. Batteries that are classified as dangerous goods by the latest edition of the Technical Instructions for Safe Transport of Dangerous Goods by Air published by the International Civil Aviation Organisation (ICAO) Batteries that are new or used lithium ion and lithium polymer unless contained in equipment. Batteries new and used Lithium metal/alloy batteries when not sent with or contained in equipment.
Butane lighters and refills.
Clinical and medical waste.
Controlled Drugs and narcotics.
Corrosives
Flammable, non-flammable, toxic compressed gases
Counterfeit money or counterfeit postage stamps
Electronic items containing any batteries exceeding 100Wh
Dry ice
Environmental waste
Explosives
Flammable liquids or solids
Frozen Water
Lottery Tickets (Foreign)
Gases
Guns, or other offensive weapons. unless for sporting use.
Goods made in foreign prisons
Human remains (including ashes)
Infectious Substances and pathogens as specified an published in (ICAO)
Living creatures
Lighters containing gas or flammable liquid.
Indecent, obscene or offensive material
UN2814 or UN290 Infectious substances as classified at 6.2 of the 2005-2006 edition Technical Instructions for
the Safe Transport of Dangerous Goods by Air, published by ICAO (International Civil Aviation Organisation).
Magnetised material with a magnetic field strength of 0.159A/m or more at a distance of 2.1m from the outside
of the package
Matches (including safety matches)
Oxidising materials or organic peroxides Pesticides.
Tickets and related advertisements for illegal lotteries.
Poisons, Toxic liquids, solids or gases.
Solvent-based paints, varnishes and enamels.
Waste, dirt, filth or refuse. Soil samples are permitted but only packaged well.
Weapons

Please note that this list is not comprehensive. Anything considered to be illegal or dangerous will not be accepted. If in doubt, please feel free to contact us in advance by email or post if you are unsure about a specific item or go to the Royal Mail website.

APPENDIX B
PARCEL CHARGES

CHM fully understands that the delivery of parcels and packages has become an increasingly convenient part of your requirements to our service. CHM clients are more frequently using online services to order a number of goods which has increased demand on CHM’s resources to store
parcels. In line with a number of mailbox type facilities, at its discretion, CHM may adopt a charging policy for parcels based on the sizes of the Royal Mail guidance for weights and dimensions, to encourage clients to collect parcels promptly.

We have no objection to either quantity or sizes of the parcels we receive on our customers behalf within the limitations of our storage facilities. Please ensure you have Concorde House’s agreement prior to arranging its collection of Large or Oversize parcels as stated in our full terms and conditions. Discretionary charges will be made at the time of collection in cash only please.

Privacy Notice
We are Concorde House, 18 Margaret Street, Brighton BN2 1TS. Concorde House is a “data controller”. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the General Data Protection Regulation 2016 (the “GDPR”) to
notify you of the information contained in this Privacy Notice. This Privacy Notice describes how we collect and use personal data about you prior to you being a client of the business, during the business-client relationship and once the relationship has ended. This
notice does not form part of our business-client agreement with you.

1. What kinds of personal data about you do we process?
We will collect, store, and use the following categories of personal data about you:
• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
• Date of birth, gender and/or age, your nationality and/or citizenship status
• Copies of driving licence and passport

2. What is the source of your personal data?
Most of the personal data we collect, store and use about you will be provided by you (or third parties authorised by you) as part of the business-client relationship to enable us to fulfil our contractual obligations to you under our business-client agreement. We may also use and store personal data about you from information generated about you in fulfilling our contractual obligations under the business-client agreement.

3. How will we use your personal data and what are our legal grounds for processing your personal data?
We use your personal data primarily for the purpose of carrying out our business agreement with you. The situations in which we may use your personal data are set out below along with the legal grounds we will rely upon to process your data. Some of the legal grounds for processing will overlap and there may be several grounds which justify our use of your personal data.

a) The processing of your personal data is necessary for the performance of an business-client agreement or to enable us to take steps at your request prior to entering into an business-client agreement:
• To make a decision about whether we take you on as a client
• Determining the terms of our business-client agreement with you
• Keeping you up to date and reporting to you

b) The processing of your personal data is necessary for our legitimate interests of running the business
• To monitor and keep records of our communications with you and our staff
We will only use your personal data for those situations listed above, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law.

4. How we use particularly sensitive personal data about you and what are our legal grounds for processing this type of personal data Special categories of particularly sensitive personal data and personal data relating to criminal convictions and offences require higher levels of protection. We need to have a further legal ground for collecting, storing and using this type of personal data. We may process special categories of
personal data in the following circumstances:
a) With your explicit consent
b) Processing is necessary to protect your vital interests or those of another natural person
• To collect, hold and disclose data concerning your health to third parties e.g. where disclosure of your health records is necessary for a medical emergency.
c) The personal data we wish to process has manifestly been made public by you.
d) Processing is necessary for the establishment, exercise or defence of legal claims or whenever Courts are acting in their judicial capacity.
e) Processing is necessary for reasons of substantial public interest.

6. What if you don’t want to share your personal data with us?
If you fail to provide certain information when requested, we may not be able to perform the business-client agreement we have entered into with you or we may be prevented from complying with our legal obligations to you.

7. What should you do if your personal data changes?
You should tell us, so we can update our records. The contact details for this purpose are in this Privacy Notice, otherwise please inform your usual contact at Concorde House.

8. How do we keep your data secure?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you
and any applicable regulator of a suspected breach where we are legally required to do so.

9. For how long do we retain your personal data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of the business-client agreement and satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your
personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances we may anonymise your personal data so that it can no longer be associated
with you, in which case we may use such information without further notice to you. Once you are no longer a client of the business we will retain your personal data for five years after the client relationship has ended at which time we will securely destroy your personal data; this is to comply
with anti-money laundering regulations.

10. Your duty to inform us of any changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your client relationship with us.

11. Rights of Access, Correction, Erasure, and Restriction
Your rights in connection with your personal data Under certain circumstances, by law you have the right to:
• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to
processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are
processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal data to another party. If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact Stephen Holroyd and/or Alan Kite in writing. No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you:
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

12. Your right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Stephen Holroyd and/or Alan Kite. Once we have received notification that you have withdrawn your consent, we will no longer process your personal data for the purpose or purposes you originally agreed to, unless we have another legal ground for doing so in law.

13. Data Protection Officer
If you have any questions about this Privacy Notice or how we handle your personal data, please contact Stephen Holroyd and/or Alan Kite. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

14. Changes to this Privacy Notice
We reserve the right to update this Privacy Notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

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