Terms and conditions for a virtual office

1. Applicable Law

This agreement is governed by Dutch law. To the maximum extent permitted under applicable law, the Lessor shall not be liable for any loss or damage suffered in connection with the use of services, facilities, or entry into a property managed by the Lessor. 

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2. Scope of Services

Under this agreement, the Lessee rents an office service package within the business centre.

The Lessee is entitled to:
• Use the business centre address as a postal address
• Register the company at the business centre address with the Chamber of Commerce (KVK)
• Use the business centre address on all business correspondence
• List the company on Google at the business centre address
• Use private office space at applicable rates
• Use coworking desks at applicable rates
• Use meeting rooms at applicable rates 

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2.1 Mail Processing

The Lessee selects one of the following mail processing methods:
Scan & Destroy, Scan & Forward, Scan & Archive, Scan & Pick-up, or Pick-up at location.

If mail forwarding is included, the Lessee authorizes the Lessor and affiliated parties to open and handle mail solely for service execution.

The Lessee acknowledges that personal and business data may be processed to deliver the service, as described in the applicable privacy conditions.

The Lessor shall not be liable for:
• Mail not received
• Lost mail
• Damage resulting from missing or undelivered mail 

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3. Duration of the Agreement

The agreement is entered into for a minimum fixed term of:
1 month, 12 months, or 24 months.

Unless terminated in writing at least one calendar month before expiry, the agreement automatically renews for the same duration.

If the Lessee commits to a term longer than one month, that term is binding. 

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3.1 Early Termination by Lessee

If the Lessee terminates early:

A one-time amount becomes due, calculated as:
• The number of elapsed months
• Multiplied by the difference between the discounted rate and the renewal rate
• Plus an administrative fee of €250 excluding VAT

If no renewal rate exists:
• 100 percent of remaining contract payments becomes due

This represents a correction of previously granted discounts. 

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3.2 Termination for Cause

The Lessor may terminate the agreement immediately if the Lessee breaches the agreement, including:
• Non-payment
• Violation of house rules

In such cases:
• All remaining payments become due
• Plus €250 administrative fee excluding VAT 

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3.3 Termination by Lessor

If the Lessee is suspected of fraud or unlawful conduct:

The Lessor may terminate immediately without refund.

In such cases:
• 100 percent of remaining contract payments becomes due
• Plus €500 administrative fee excluding VAT

The Lessor retains the right to claim additional damages. 

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4. Financial Terms

Invoices are issued based on the agreed billing frequency.

• Fixed fees are invoiced at the start of each period
• Variable services are invoiced in the following month or separately
• Payments are collected automatically via the registered payment method 

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4.1 Direct Debit

All payments must be made via direct debit.

The Lessee must:
• Maintain a valid and active payment method

If payment fails:
• One additional attempt will be made
• If it fails again, €150 administrative fee excluding VAT applies

Failed payments are never considered force majeure.
The Lessee remains fully responsible for payment at all times. 

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4.2 Rates

All service rates are published on:
www.onlyoffices.nl

Rates may change at any time.

New rates apply:
• At the next renewal period
• After prior notice in accordance with the one-month notice period 

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4.3 Keys

Keys remain property of the Lessor.

In case of loss or theft:
• €25 per key excluding VAT will be charged 

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4.4 Liability

The Lessee is liable for all damage caused by:
• The Lessee
• Any person granted access by the Lessee

This includes:
• Sharing access codes
• Opening doors for others

Meeting rooms may be used as workspace or reception area at applicable rates. 

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4.5 Payment Enforcement

The Lessor may issue a single consolidated invoice for all due amounts.

This invoice:
• Is immediately collectible
• Requires no further notice

The Lessee authorizes full collection via the registered payment method. 

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5. Privacy

The premises are equipped with video surveillance.

Video recordings may include:
• Entry
• Use of facilities

In case of merger or acquisition:
• Data may be transferred as part of business assets

The Lessor:
• Does not share contact details with third parties
• May disclose information if legally required or necessary for investigations or system protection 

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6. Acceptance

By using the services, the Lessee agrees to all provisions of this agreement and any terms provided at the time of application.