Our Policies

Virtual Office Service Agreement

(Effective Date: The date your selected plan is activated and billing begins)

This Virtual Office Service Agreement (“Agreement”) is entered into between YYZ Offices (“we,” “us,” or “our”) and the individual or entity accepting these terms (“you” or “Member”).

By accepting this Agreement — whether by clicking “I Accept,” signing electronically, or through any other form of confirmation — you acknowledge and agree that:

• You have read, understood, and agree to be bound by this Agreement.
• You have the legal capacity and authority to enter into this Agreement.
• You accept all referenced policies, including our Terms & Conditions, Privacy Policy, and Cookie Policy.

Services Provided

YYZ Offices provides virtual office services designed to support your professional presence and business operations, which may include:

• • Use of a professional business address for mail and document reception.
  • Mail and parcel handling, collection, and optional forwarding/scanning.
  • Concierge support and service add-ons (e.g., mail scanning, rush forwarding).
  • Assistance with eligibility for digital business tools (e.g., Google Business Profile).

All services are subject to availability and may be updated, modified, or discontinued with at least 30 days’ notice.

Mailing Address Use & Compliance

The address provided is a compliant business mailing address at a physical location and may be used for receiving mail, government correspondence, and tax accounts, subject to the customer’s own due diligence and confirmation of acceptability with the CRA, financial institutions, or other authorities. The address becomes the customer’s official business mailing address on record, and frequent address changes may result in compliance reviews. The service provider assumes no responsibility for audits, reviews, or regulatory actions arising from address usage or changes.

Operating Address Disclaimer

The address is provided for mailing purposes only and does not represent the customer’s principal place of business, operational location, or place of control unless expressly authorized in writing. Customers are solely responsible for ensuring their address disclosures accurately reflect their business operations in accordance with CRA, banking, and Google Business Profile requirements, and for updating all authorities if their address or service status changes or is cancelled.

Identity Verification & Authorized Collectors

You must provide valid government-issued photo identification at signup. You may list up to five (5) authorized collectors, who must present government-issued photo ID at pickup. Additional or temporary collectors may be added through written request.

Fees and Payment Terms

• • Advance Billing: All fees are billed in advance based on the selected billing cycle (monthly, quarterly, or annually).
  • Taxes: All prices exclude HST (13%) unless otherwise stated.
  • Non-Refundable: All payments are non-refundable, including for unused or partially used periods.
  • Payment Method: You must maintain a valid payment method on file.
  • Late Payment: Overdue amounts may incur interest at the maximum rate permitted by the Province of Ontario.
  • Chargebacks: Any payment dispute or chargeback constitutes a material breach and may result in immediate suspension of service.
  • Account Reinstatement After Termination: If your account is terminated, you may reinstate service for the same company name within three (3) business days at no charge. After the three-day grace period, a $100.00 reinstatement fee will apply to any reinstatement made within the following six (6) months, including if a new account is created for the same company name (the system will automatically apply the fee). After six months from the termination date, reinstatement is no longer available, and a full new registration will be required. All reinstatement fees are non-refundable.
  • Custom Service Labour Fee: Any administrative, concierge, document-handling, or custom service request outside your standard plan is subject to a minimum charge of $40.00 for up to 30 minutes of work. Extended services are billed at $50.00 per hour, with a minimum commitment of three (3) hours. All labour-based fees are billed upfront and are non-refundable.

  • Payment Method & Billing Responsibility: You agree to keep your payment method accurate, active, and capable of being successfully charged on your billing date. If a payment fails, is declined, or is returned for any reason, a $25 Recovery Administrative Fee (plus applicable tax) will apply. If payment is resolved within three (3) days of the failure date, you will be required to pay only the outstanding balance and the Recovery Administrative Fee. If payment is not resolved within three (3) days, the account will be administratively terminated on the fourth (4th) day. If payment is resolved after termination but within six (6) months, reinstatement will require payment of the outstanding balance, the $25 Recovery Administrative Fee (plus tax), and a Reinstatement Fee (typically $100 or the amount posted at the time of reinstatement). Repeated failed payments may result in payment methods being automatically blocked by banks or payment processors, requiring the use of a different payment method; YYZ Offices is not responsible for any credit impacts, card restrictions, or payment blocks imposed by financial institutions or billing gateways. During any unpaid, suspended, cancelled, or administratively terminated period, YYZ Offices may reject, return, or discard incoming mail or parcels until the account is restored to good standing. Following administrative termination, all promotions, discounts, or special pricing are forfeited, and any approved reinstatement or new account must be set up at regular standard pricing; new-customer promotions do not apply to existing, reinstated, or terminated customers. All fees and policies are subject to change at any time, and any amounts or terms stated in an official notice, invoice, or communication will override this policy.

  • Government-Issued ID Verification: You agree to provide a valid, unexpired, and unaltered government-issued photo ID for account activation. The ID must clearly match your identity and must be submitted correctly (front side with photo and identifying information). YYZ Offices reserves the right to delay or deny activation if the ID is invalid, unclear, altered, expired, or incorrectly submitted. Billing begins from the date of signup regardless of ID issues. A $25 Admin Fee will apply if YYZ Offices must manually contact you to correct ID problems, including submitting the wrong side of the ID, unclear images, or providing an ineligible or expired document.

Offers & Promotions

From time to time, YYZ Offices may provide special offers, discounts, promotional pricing, coupon codes, referral benefits, or limited-time incentives (“Promotions”). All Promotions are subject to the following terms:

Promotions Are Limited-Time & Subject to Change
Promotions may be modified or discontinued at any time without prior notice unless otherwise stated in writing.

Non-Transferable & Non-Refundable
Promotional discounts, credits, and incentives are non-transferable, have no cash value, and are non-refundable once applied or redeemed.

Eligibility Requirements
Promotions may be limited to new customers, existing customers, specific plans, or specific billing cycles. YYZ Offices reserves the right to determine eligibility at its sole discretion.

One Promotion Per Account
Unless expressly stated otherwise, only one Promotion may be applied per account. Promotions cannot be combined with other discounts, referral bonuses, or coupon codes.

Automatic Reversion to Standard Pricing
Promotional pricing applies only for the stated promotional period. Once the promotional term ends, your subscription will automatically renew at the standard plan rate unless otherwise specified.

Account Standing Requirement
To receive or maintain a Promotion, your account must remain active, fully paid, and in good standing. Promotions may be revoked if payment fails, if a chargeback occurs, or if your account becomes suspended or terminated.

Misuse or Abuse of Promotions
YYZ Offices may revoke or reverse Promotional benefits if misuse, fraud, or manipulation is suspected, including repeated cancellations and reactivations intended to exploit offers.

Referral Promotions
Referral-based Promotions are valid only if all eligibility conditions are met by both the referrer and the referred party. Independent referral codes are not guaranteed and may be limited to approved partners or influencers.

Annual or Multi-Month Promotional Plans
If you accept a discounted annual or multi-month promotional rate, you agree to the full commitment period. Early termination does not entitle you to refunds of promotional fees.

Invoice Accuracy
Promotions displayed on invoices are final. Requests for correction must be submitted within seven (7) days of billing.

Annual Membership Fee (If applicable)

An Annual Membership Fee may apply. This supports account administration, platform upgrades, and service infrastructure. This fee is billed once per calendar year at activation or renewal and is non-refundable once billed.

Mail & Parcel Handling

• • Acceptance: Mail/parcels are accepted only for registered names and authorized recipients.
  • Storage & Retention:
    • Mail: retained 30 days free of charge.
    • Small parcels (≤ 2’, ≤ 20 lbs): retained 7 days free.
    • Large parcels (> 2’, > 20 lbs): retained 2 days free.
    • Storage beyond free period: $5.00/day per item.
  • Parcel Allowance: Each account may receive 10 parcels per calendar month. Overage parcels incur $5.00 per parcel.
  • Unclaimed Mail: Items not collected within the retention period may be securely disposed of or returned at your expense.
  • Forwarding: Processed during the last week of each month (cut-off: Friday 5:00 p.m.).
    • Rush forwarding outside this cycle is available on request for a $20.00 fee.
  • Mail Opening: YYZ Offices does not open any mail by default. Mail will only be opened if you have explicitly authorized scanning on your account, or if opening is required by law or necessary for safety/compliance purposes. By selecting a mail scanning option, you grant YYZ Offices permission to open and scan your mail solely to provide the scanning service. If an item is identified as restricted, government-issued, confidential, or otherwise sensitive, we will not scan it. Instead, we will contact you for instructions or, at our sole discretion, require in-person pickup only for that item.

Insurance Requirement

YYZ Offices does not provide insurance for any mail, parcels, or property handled or stored on your behalf. You are solely responsible for obtaining and maintaining adequate insurance coverage (e.g., shipping insurance, business contents insurance). YYZ Offices is not liable for any loss, theft, damage, delay, or mis-delivery of items, whether caused by negligence, courier mishandling, or events beyond our control.

Platform & Address Use

• • You may use the address for marketing, mail reception, and incorporation/CRA registration.
  • Google Business Profile: Approvals are not guaranteed; YYZ Offices may revoke address use if listings violate platform rules or create compliance risk.
  • Misuse (fraudulent listings, misrepresentation) may result in immediate termination.

Prohibited Items

You agree not to send, receive, or store illegal, hazardous, perishable, oversized, or otherwise unsafe materials. YYZ Offices reserves the right to refuse, return, or dispose of prohibited items at your cost.

Term & Termination

• • Auto-Renewal: Agreement renews automatically each billing cycle unless cancelled with 30 days’ written notice.
  • Post-Termination: Mail received after termination will be refused or disposed of. No collection is permitted after termination date.
  • Breach: We may suspend or terminate service immediately for violation of this Agreement or misuse of services.

Limitation of Liability

YYZ Offices is not liable for loss, theft, delay, or damage to mail/parcels, including in transit. Our total aggregate liability is capped at the amount of fees paid in the three (3) months preceding the event giving rise to the claim.

Indemnification

You agree to indemnify and hold harmless YYZ Offices, its affiliates, and employees from claims, damages, or expenses arising from:

• • Your breach of this Agreement
  • Your misuse or unlawful use of services
  • Third-party claims related to your business activities

Privacy & Data Handling

We collect and process personal data in accordance with our Privacy Policy. By using our services, you consent to such collection and processing.

Force Majeure

YYZ Offices is not responsible for delays or failures due to events outside our reasonable control, including courier strikes, natural disasters, or platform outages.

Governing Law & Dispute Resolution

This Agreement is governed by the laws of Ontario and Canada. Any disputes will be resolved exclusively through binding arbitration in Toronto, Ontario under the Arbitration Act (Ontario), except where small-claims court applies. You waive any right to participate in class actions to the extent permitted by law.

Notices

Official notices will be sent to your email on file and deemed received upon sending. You must keep your contact information current.

Entire Agreement

This Agreement, along with referenced policies, represents the full understanding between you and YYZ Offices and supersedes prior communications.

Contact Us:
YYZOffices.com
support@yyzoffices.com

Last updated: March 12, 2025