Office Move In Form

Virtual Office Application Form

Please complete this form to confirm the details for your VO Package
The information given within this form will be stored as per UK GDPR for the use of Creative Media Centres Ltd (The Media Centre) only and will not be shared with any other persons or organisations.

When providing Virtual Office services we are also required to abide by UK Anti Money Laundering Regulations.

Our comitment to AMLR and UK GDPR is stated below.

Before continuing to provide your information for provision of a Virtual Office Package please read the below statements and confirm you accept these terms of service to continue.
Anti-Money Laundering Regulations (AMLR) 2007 and 2017

Under the Anti Money Laundering Regulations (AMLR) 2007 and 2017 (as updated from time to time), we are required to verify the identity of those we deal with. This may include checking against electronic and other databases (public or otherwise).

Data Protection Legalisation

We take our responsibilities with regards to data protection seriously. As such, we are committed to protecting your privacy and ensuring that adequate safeguards are in place to ensure compliance with applicable data protection legislation. All information provided to us by you will be held securely on our systems.

For the purposes of UK GDPR law (As per the Data Protection Act 2018), the data controller under this agreement is Creative Media Centres Limited, The Media Centre, 7 Northumberland Street, Huddersfield, HD1 1RL. If you have any questions relating to the use of your personal data, you may contact us at info@themediacentre.org or by writing to us at our registered office and addressing your letter to the Data Controller.

The personal information supplied by you on this form may be recorded and processed by us for the following purposes:

• The provision of serviced and/or virtual offices and related services;

• To verify your identity; and

• To fight against crime, fraud, money laundering and terrorism.

The legal basis for processing your personal information in the ways described above will typically be (i) to fulfil our obligations under this agreement, (ii) for compliance with a legal obligation to which we are subject to or (iii) for our legitimate business interests except where such interests are overridden by your interests and fundamental rights.

In order to carry out the above we will from time to time disclose your data to the following:

• Anyone who you authorise us to disclose information to;

• Other group companies of ours and our trading partners;

• Other organisations instructed by us to make background checks and enquiries about you as part of our due diligence; and

• Any Government entity, regulatory authority or to any other person we reasonably think necessary for the purposes stated above.

We will hold your information for as long as is reasonably necessary for the purposes listed above or as is required under applicable local law after which it will be destroyed.

Under data protection legislation you have certain rights in relation to your personal information. You may:

• Check whether we hold information about you;

• Ask to see a copy of the information we hold about you;

• Under certain circumstances:

•   Ask us to rectify any inaccurate and/or complete any incomplete personal information we hold about you;

•   Ask us to stop processing your personal information; or

•   Ask us to provide certain of your personal information to you in a structured, commonly used and machine-readable format and have it transferred to another provider of the same or similar services.

If you wish to exercise any of the rights set out above, contact us at info@themediacentre.org or by writing to us at our registered office and addressing your letter to the Compliance Officer. We may charge an administration fee up to the legal maximum from time to time in force.

In addition to the rights set out above, you have the right to lodge a complaint with the applicable data protection supervisory authority (being the Information Commissioner’s Office or superseding or replacement body)

Package information
Preferred package start date*

DayMonthYear
Please allow 5 working days set up time from submission of this form. Please note that your documents of identification and completed Direct Debit mandate would be required to be submitted to The Media Centre reception prior to this date.
Would you like to*

Pay monthlyPay annually
Prices and notice periods

Pay Monthly:

Post = £27.50 per month (+VAT)

Notice period: 1 months written notice can be served on your package at any time

Pay Annually:

Post = £300 per annum (+VAT)

Notice period: When paying annually, you are committing to a 12-month agreement with no notice period. The package will auto renew and bill annually in month 12, unless written notice to cease is submitted prior to the end of each 12-month term
Would you like to add the option to use The Media Centre address as the registered address for your business? (£30.00 per annum + VAT)*

YesNo
Registered Office Terms of service:

The Registered Office service can be only utilised for a Limited business in conjunction with a Virtual Office package. Should the Virtual Office package be cancelled the Registered Office package will cease on the same date.

The Registered Office service has an annual fee of £33.00 + VAT. Should the service cease within 12 months of it's start date, no refund will be issued.

The Registered Office service will automatically renew following each 12-month period and the annual charge be included in your monthly invoice. If you wish to cease use of the Registered Office service prior to the automatic renewal or at any other time, 1 months written notice must be given.

Please note that if your business is a new business and you would like to take a registered office service with The Media Centre, you may register your business at The Media Centre for a period no more tna 2 wweeks prior to submitting your Virtual Office package application.
By not choosing this package, The Media Centre address cannot be used as the registered address for your business.

Should you wish to change this and add a Registered Office service to your Virtual Office Package, you can do this by confirming your request to The Media Centre by email.

Where it is noted that a Virtual Office package user has confirmed The Media Centre as a registered address with Companies House but the Registered Office Service is not taken, The Media Centre will contact the User in writing to ask that a Registered Office service is taken in addition to the Virtual Office package or the registered address is changed within one calendar month.

Following the calendar month period, should the registered address of the user still be listed as The Media Centre the Registered Office service will be applied at £30.00 per annum on the following monthly invoice.
Signage

Signage is charged at £15.00 (+VAT) per sign, which will be taken at the time of deposit and is displayed in the reception of The Media Centre.
When taking the Registered Office service it is a requirement that your business name is clearly displayed at its registered address
Would you like to order Signage showing your business name to be displayed in The Media Centre Reception?

YesNo
Requirement for reception signage*
Please use the exact lettering & case you wish your signage to appear in
Invoice information

Your invoice will be emailed to you each month.
Please enter the email address you would like your monthly invoice to be sent to*
example@example.com
YOUR DIRECT DEBIT

Your monthly invoice will be emailed to you within the first 10 days of each month and is due for payment by Direct Debit on the 24th (or next working day) of each month.

If are paying annually in advance for your package, we still require a completed Direct Debit mandate on file. This is then in place should you have any mail forwarding services, meeting room services, kiosk services etc.

To set up a Direct Debit we ask that you print the blank direct debit form as below, complete this in pen and return the original signed copy to us at The Media Centre in person or by post.

This must be the original copy with a wet ink signature as banks will reject any printed / photocopied submissions.

If you are not able to print a copy of this form, you can collect a blank copy from our reception at any time prior top your package begining.

Please note that your package cannot begin until we have received a completed original Direct Debit manate
I will submit my original direct debit mandate by:*

Print and bring the completed original document to receptionPrint and post the completed original document to The Media CentreCome into The Media centre to collect and complete a copy.

Business information
Business name*
Business status*
Current trading address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Company registration number*
Charity registration number*
Registered address*

Street Address

Street Address Line 2

Town / CityState / Province

Postal / Zip Code
Description of business activity*
Business telephone number*
Business email address*
Website address*
If your business does not have a website, please type 'No@website.com'

Directors information

Please complete this section with the details of a director who will authorise this package. Please note that this person must be listed as an active Director on the Companies House website and must provide the documents of identification as specified below along with their signature on this form.
Trustees information

Please complete this section with the details of a director or Trustee who will authorise this package. Please note that this person must be listed as an active Director on the Companies House website or Trustee on the Charities Register and must provide the documents of identification as specified below along with their signature on this form.
Owners information

Please complete this section with the details of the owner of the business. Please note that this person must provide the documents of identification as specified below along with their signature on this form.
First NameLast Name
Home address*

Street Address

Street Address Line 2

Town / CityCounty

Postal / Zip Code
Mobile telephone number*
Email address*
example@example.com
Alternative contact

Unless otherwise instructed; the named package holder will receive all communications from The Media Centre with regard to received packages, service updates, events and other package relevant information. We will also take instruction only from the package holder in regard to any issues which would relate to or impact data protection, service level changes or requests that would or additional paid services.
If as the package holder you would like to name a preferred contact to receive and act on this information or give instructions in relation to your service, please complete this section.
Would you like to name a preferred contact*

YesNo
Preferred contact name*

First NameLast Name
Preferred contact email address*
example@example.com
Preferred contact mobile telephone number*
Preferred contacts position within the business*

Your service details
I would like my received post to be:*

Held for collectionMailed out to me dailyMailed out to me weekly
Please list all persons authorised to collect your mail*
Address you would like your mail to be forwarded to

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Please note that any above named persons (other than the owner or director) will be asked to provide ID when they collect the mail the first time.

A copy of this ID will be taken and held on file for identification purposes only.
Any received mail will be forwarded to you daily to the address as provided below.

All forwarded mail is packaged in one bundle for cost efficiency and sent via Royal Mail. Packaging costs & Royal Mail franking charges (with a 15% administration fee) apply.
Any received mail will be forwarded to you on a Friday to the address as provided below.

All forwarded mail is packaged in one bundle for cost efficiency and sent via Royal Mail. Packaging costs & Royal Mail franking charges (with a 15% administration fee) apply.

Daily Post email notification - Opt In
The Media Centres’ Daily Post email announces when the days mail has been sorted and is ready for collection.

The Daily Post contains content from our website and promotes events being held at The Media Centre, some of which may be organised by external partners. Local business and network events, may also be featured where relevant to our community.

The newsletters may also display information and online advertisements about other products and services available at The Media Centre alongside as details of events and offers from carefully chosen stakeholders.
Would you like to receive the daily post email?*

YesNo
Please Opt In by completing the questions below:
Name*

First NameLast Name
Email*
example@example.com
By completing this field and providing your email address, you acknowledge that Creative Media Centres Ltd will use the information provided to be in touch with you via email to provide frequent updates and marketing via the Daily Post email.
Would you like to add the email addresses of other employees which you would like to receive the daily Post email?*

YesNo
By completing this section, you are acknowledging that you are authorised to add the email addresses of other employees of your business, for the receipt of the Daily Post email.
Name*

First NameLast Name
Email*
example@example.com
Name*

First NameLast Name
Email*
example@example.com
You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at info@themediacentre.org.

WHAT WILL I NEED TO DO AFTER SUBMITTING THIS APPLICATION?
Documents of identification

To comply with UK Money Laundering Regulations, we are required to verify the identification of the business and persons utilising The Media Centre address as a trading, correspondence or registered business address before your package can begin.

To complete this verification, we are required to see and take copies of documentation confirming the identity of the owner / director of the business who is named in the form to authorise this service.

Documents must be in the original format and must be submitted by the person to whom it relates.

Certified documents can be accepted in the format as detailed below if it is not possible for these to be provided in person

The Documents of Identification required for your package are:
- Photo ID for the named Director / Trustee / Owner
- Home address ID for the named Director /Trustee / Owner
Please note that whilst we can accept a current drivers licence as a form of photo identification, we cannot accept this as address identification
The named person(s) will submit their documents;*
Deposit information

Prior to the start of your package, a deposit of 2 months service charge + VAT is required. If you are taking a Registered Office service, the annual RO fee of £33+ VAT will be payable in advance. If you have ordered signage, the cost of the signage will be included in your pre service invoice
Deposit Information

Prior to the start of your package, a deposit of 2 months service charge + VAT is required. If you are taking a Registered Office service, the annual RO fee of £33+ VAT will be payable in advance. If you have ordered signage, the cost of the signage will be included in your pre service invoice

Your deposit will be held for the duration of your package and be refunded following the end of the service when all accounts have been finalised. Please note that part of or the total deposit may be held and applied to any outstanding balance at the end of the service.
Please select how you would like to pay your deposit:*

By Credit or Debit card over the phoneBy Credit or Debit card in personBy bank transfer
Upon completion of processing your application, we will issue an invoice by email detailing the deposit and any pre-payment due prior to service start.

This can be paid by credit or debit card over the phone by calling 01484 483000 prior to the Due Date.
Upon completion of processing your application, we will issue an invoice by email detailing the deposit and any pre-payment due prior to service start.

This can be paid by in person at The Media Centre reception by credit or debit card any time prior to the Due Date.
Upon completion of processing your application, we will issue an invoice by email detailing the deposit and any pre-payment due prior to service start.

This invoice will contain The media Centre bank account details for your payment to be made prior to the Due Date.

Thank you for completing this form.

Please sign the declaration below and click the submit button below to confirm your application
I confirm that I am a director/a trustee/the owner of the business applying for a Virtual Office Package and that all information detailed in this form was correct at the time of submission.
Signature*

Clear
Please note:

Your application cannot be processed until the following is in place:
- The required 2 forms of identification for the Director /Trustee / Owner (as detailed in this application)
- A completed original wet signature Direct Debit mandate
- The deposit payment and any due pre-payment for annual in advance services / Registered Office package / signage
Please note:
1. Submission of the Virtual Office Application Form, does not guarantee acceptance at The Media Centre.
2. Information received is treated with the strictest confidence and is not disclosed outside of The Media Centre
3. If you wish this information to be returned to you in the event of an unsuccessful application, please confirm this with our Customer Service Team
4. Acceptance of application is subject to satisfactory checks (including financial).
All information submitted in this form is given as an application for service and is not a guarentee of acceptance.
We will treat your information with respect. For more information about our privacy practices please visit our website. By clicking submit, you agree that we may process your information in accordance with these terms.

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Should be Empty:

Virtual Office Application Form

Package information

Signage

Invoice information

Business information

Directors information

Trustees information

Owners information

Alternative contact

Your service details

Daily Post email notification - Opt In

WHAT WILL I NEED TO DO AFTER SUBMITTING THIS APPLICATION?

Deposit information

Thank you for completing this form.