Terms and Conditions - Amsterdam Offices

These Terms and Conditions apply to the service agreement you have signed (hereinafter: “the Agreement”). This Agreement replaces all previous agreements between Amsterdam Offices and the Client. Any changes to the Agreement and these Terms and Conditions can only be agreed upon in writing.

STANDARD SERVICES INCLUDED IN THE BASE FEE

Package A: €70 per month
– Chamber of Commerce (KVK) registration address
– Virtual office
– Business reception address
– Mail scanning service (up to 10 mail items per month), thereafter €1.00 per item (no parcels**)
– Terminable monthly (an annual contract is also possible, terminable yearly)

Package B: €59 per month*
Please note: with this option you pay 1 year upfront.
– Chamber of Commerce (KVK) registration address
– Virtual office
– Business reception address
– Mail scanning service (up to 10 mail items per month), thereafter €1.00 per item (no parcels**)
– Terminable yearly

Package C: €175 per month*
– Chamber of Commerce (KVK) registration address
– Virtual office
– Business reception address
– Mail scanning service (up to 10 mail items per month), thereafter €1.00 per item (no parcels**)
– Terminable monthly
– Two times per week access to our flex workspace

* Prices exclude 21% VAT. We also require a one-month deposit, which will be refunded upon termination of the Agreement.
** We do not accept parcels that do not fit through a standard mailbox. See section 2.5.

USE OF THE ACCOMMODATION

1.1 Flexible Workspaces
Amsterdam Offices provides flexible workspaces. A flexible workspace consists of a desk, office chair, and internet access. Use of basic facilities such as water, coffee, and tea is included. The layout of the flexible workspaces may be adjusted over time without prior notice to the Client. No additional charges will be invoiced to the Client, nor will the Client be entitled to compensation or set-off.

If, for any reason, Amsterdam Offices is unable to provide the agreed flexible workspace(s) at the start of the Agreement, Amsterdam Offices shall not be liable. The Client may request compensation for not being able to use the flexible workspaces only if Amsterdam Offices is, for any reason, unable to provide them. If the Client wishes to terminate the Agreement for this reason, the agreed notice period applies.
1.2 Rental of Physical Office Spaces
This section applies only if you rent a physical office space. Upon commencement, the Client and Amsterdam Offices will jointly inspect the office. The Client agrees that the office is in good condition.

Amsterdam Offices will always have access to the office space. Except in cases of force majeure (emergency situations), Amsterdam Offices will attempt to notify the Client in advance of any viewings, inspections, testing, repairs, routine tasks, cleaning, or maintenance, or when the office space is shown to prospective clients.

Amsterdam Offices will always observe confidentiality regarding the Client’s business operations and will comply with any security requirements requested by the Client.
1.3 Use
The flexible workspace and physical office spaces may only be used for office purposes. Keeping animals in the building is prohibited. The Client shall not offer or sublet the flexible workspace or office space to third parties. Renting out Amsterdam Offices’ spaces to third parties or continuing a business that competes with Amsterdam Offices in providing offices and flexible workspaces is strictly prohibited.
1.4 Your Name and Address
The name Amsterdam Offices may not be used or associated with the Client’s business in any way.

It is not permitted to place (advertising) signs in or around the office space or elsewhere in the building. The Amsterdam Offices address may only be publicly used as a correspondence and business address after the Agreement has been concluded.
1.5 Use of Flexible Workspaces
The Client shall maintain the furnishings of the flexible workspaces and office spaces in accordance with the inventory list and ensure that they are not damaged or altered in any way. The Client is liable for any damage caused by the Client or by persons authorized by the Client to use these and the shared facilities.

Flexible workspaces are not a substitute for a full-time office and must be cleared at the end of each day. The Client is solely responsible for personal belongings; Amsterdam Offices accepts no responsibility for any property left unattended.
1.6 Office Furniture and Equipment
It is prohibited to install furniture, office equipment, cabling, IT, or other telecommunications equipment in the office space without prior written consent from Amsterdam Offices.
1.7 Keys and Security (only applicable for physical office rental)
All keys remain the property of Amsterdam Offices. Duplicating keys or providing them to third parties without prior permission is prohibited. In case of loss or theft, Amsterdam Offices must be notified immediately. Any related costs shall be borne by the Client.

During use, both during and outside normal office hours, the Client is responsible for properly closing the doors of both the office and the building.
1.8 Legal Obligations
The Client shall comply with all laws, regulations, and directives applicable to the Client and/or its business operations. The Client must refrain from any unlawful acts. The Client must avoid anything that may hinder use by others or Amsterdam Offices, cause damage, nuisance, or inconvenience, lead to higher insurance premiums, or cause loss or damage to Amsterdam Offices, the building owner, or other stakeholders.
1.9 Insurance
The Client must insure and maintain insurance for its property, employees, and any third parties visiting the office for the duration of the Agreement. Amsterdam Offices accepts no liability in this regard.

OFFICE SERVICES

2.1 Additional Services and Office Hours
Amsterdam Offices provides services during office opening hours, Monday to Friday, excluding public holidays. All additional services (“Services”) are provided during office hours from 9:00 to 17:30.

If Amsterdam Offices considers a service request excessive, it reserves the right to charge additional costs on top of standard rates, based on the time required to deliver the service. Please contact the Office Manager for rates of additional services.
2.2 IT and Internet
Our internet connection is provided for regular business use, such as web browsing and electronic communication. The service may only be used for lawful purposes and not for criminal activity, violations of local or international laws, or other governmental regulations.

Such violations include, but are not limited to: theft or infringement of copyrights, trademarks, trade secrets, or other property; fraud, forgery, or misappropriation of money, credit cards, or personal data; violations of import/export laws; defamation; threats of physical violence; harassment; or other unlawful conduct leading to civil liability.

We reserve the right to immediately terminate the Agreement if these rules are violated. You are responsible for implementing your own security measures, such as firewalls, as you deem necessary. Amsterdam Offices is not responsible for any system damage caused by viruses or other software issues, nor for personal or third-party data visible on the network.
2.3 Mail Handling
All packages include only standard mail service. The standard mail service includes receiving up to 10 mail items per month, scanning (digitizing) these items, and sending them by email.

After scanning, mail items are stored for 24 hours and then destroyed. Each additional item received will incur an extra charge per item.

Debit cards, credit cards, fuel cards, vehicle documents, and similar items will be stored until collected. Collection requires valid identification before release.

Amsterdam Offices is not responsible for missing items of mail and has no influence over the performance of postal companies.
2.4 Optional Mail Handling
The Client may request additional mail-handling services. If the Client requires more than the standard service, the following options are available: archiving mail and/or monthly forwarding of mail within and outside the EU.

Archiving costs differ from forwarding costs. Monthly forwarding requires both archiving and forwarding costs. If only archiving is chosen, the Client is responsible for regularly collecting archived mail to prevent overflow. Optional mail handling incurs additional charges.
2.5 Parcels
Amsterdam Offices does not accept parcels that do not fit through a standard mailbox. Parcels larger than this will be returned immediately. Amsterdam Offices is not responsible for missing parcels.

Amsterdam Offices will also not accept parcels after the Client has informed Amsterdam Offices of a parcel delivery, nor will Amsterdam Offices notify the Client if a parcel is nevertheless left by a delivery service.
2.6 Telephone Service
All packages may request this optional service at an additional monthly fee.

The telephone service provided by Amsterdam Offices consists solely of a fixed telephone number that can be forwarded to the Client’s chosen number. The Client cannot make outgoing calls from this number; calls can only be received.

Amsterdam Offices will not answer calls on behalf of the Client’s business, nor may the Client use Amsterdam Offices’ number for its own business purposes. The assigned number cannot be retained after termination of the Agreement.

THE AGREEMENT

3.1 Commencement of the Agreement
After the first payment has been received and the signed Agreement is in place, the Client is officially registered at the Amsterdam Offices address and may use the included services as of the start date of the Agreement. From this moment, these Terms and Conditions and the House Rules described in this document enter into effect.
3.2 Cooling-Off Period
After purchasing one of the services/packages offered by Amsterdam Offices, the Client has a statutory right of withdrawal of 14 days. This period starts on the date of the first payment.

If the Client exceeds the 14-day period, the Agreement becomes binding for the duration stated in the Agreement. Termination after the 14-day period must follow the normal termination procedure (see section 3.4).
3.3 Packages
Amsterdam Offices offers various packages. These packages depend on the chosen services and the Agreement.
3.4 Renewal and/or Termination of the Agreement
Agreements may be terminated in accordance with the terms of the selected package.

Notice of termination must be submitted in writing (by email or letter). Amsterdam Offices cannot confirm termination by telephone, and such notice will therefore not be valid.

Amsterdam Offices may also decide not to renew an Agreement. The Client will be informed of this in writing via the provided email address.

Amsterdam Offices reserves the right to terminate an Agreement immediately (see section 3.5).
3.5 Immediate Termination
Amsterdam Offices may terminate the Agreement with immediate effect, without stating any reason (unless required by law), if the Client:

– fails to pay the amounts due at the required times;
– fails to comply with any obligations under the Agreement;
– has employees, invited third parties, or unexpected visitors who do not make normal use of the office space;
– loses free control of assets (e.g., placed under guardianship);
– is declared legally incompetent;
– if not a natural person, loses legal personality, is dissolved, or effectively terminated;
– is declared bankrupt;
– offers a settlement outside of bankruptcy, or if goods are seized by creditors;
– passes away;
– is negligent in providing required documents and responses as part of compliance with laws and regulations concerning virtual office registration and/or workspace rental (see section 5).

If Amsterdam Offices terminates the Agreement on the basis of the above, the Client must nevertheless meet the following obligations:

– payment for any additional services used;
– payment of the base fee for the remaining term of the Agreement, unless immediate termination was invoked by Amsterdam Offices itself;
– compensation for all costs incurred and damages suffered by Amsterdam Offices.

Amsterdam Offices is not responsible for any costs, losses, or third-party claims resulting from immediate termination.
3.6 After Termination of the Agreement
When an Agreement ends, the Client must deregister from the Chamber of Commerce in a timely manner. Services will cease as of the termination date. Letters and other mail will be returned to sender.

In case of renting a physical office, the Client must vacate and clean the space before the termination date. If Amsterdam Offices has to clear abandoned property at its own expense, it may dispose of it at the Client’s expense, without any liability towards the Client.

Amsterdam Offices reserves the right to charge additional costs for repairs required beyond normal wear and tear. If the Client continues to use the office without authorization after termination, a different (higher) rate will apply.

COSTS

4.1 Monthly Base Costs
The monthly base costs depend on the package chosen by the Client and any additional service costs. These are invoiced one month in advance.

Example: The invoice for August will be sent on July 1.

If the Client wishes to stop a recurring service, this must be notified in writing. Amsterdam Offices will then terminate the services as of the next full calendar month.
4.2 Advance Payment / Deposit
At the start of the Agreement, one month’s deposit will be invoiced in addition to the base costs of the Agreement. The deposit equals the monthly base fee of the chosen package, including any additional service costs.

All refund requests must be submitted in writing (email or letter) by the Client. The Client is responsible for requesting the refund. The deposit may be requested up to a maximum of 30 days after termination of the Agreement.

The deposit can only be refunded if the Client has settled all outstanding payments. If this is not the case, Amsterdam Offices reserves the right to withhold the full deposit.
4.3 Payment
All invoices will be sent electronically to the Client. The Client should preferably make payments using automated methods such as bank transfer, iDeal, credit card payments, or other methods provided by Amsterdam Offices. Payments in cash will always be refused.

Invoices must be paid on or before the payment deadline stated on the invoice.
4.4 Taxes and Levies
The Client agrees to pay all sales, use, and consumption taxes, excise duties, and any other taxes or permit fees that the Client is legally required to pay to government authorities.
4.5 Late Payments
If the Client does not pay the monthly fees on time, reminders will be sent up to three times in the following month. If payment remains outstanding after these reminders, the Client will be referred to the debt collection agency used by Amsterdam Offices.

From that moment, all payments and collection fees must be handled directly with the agency. Amsterdam Offices also reserves the right to suspend services until all outstanding fees are settled.
1. If the Client is in default regarding one or more obligations, all reasonable extrajudicial collection costs will be charged to the Client. If the Client fails to pay an invoice on time, an immediate penalty of 15% of the outstanding amount will be applied, with a minimum of €80.00 per invoice.
2. If Amsterdam Offices incurs higher costs that were reasonably necessary, these will also be charged to the Client.
3. Any legal and enforcement costs will likewise be borne by the Client.
4. The Client is also liable for interest on incurred collection costs.
4.6 Reversal of Payments
If the Client, for any reason, reverses or retracts a payment of the monthly fees, this constitutes grounds for Amsterdam Offices to terminate the Agreement with immediate effect. The Client will be notified once by email.
4.7 Discounts, Promotions, and Special Offers
If the Client benefits from a discount, promotion, or special offer provided by Amsterdam Offices, this benefit will be terminated without notice if the Client commits a material breach of the Agreement.

LAW AND REGULATIONS

5.1 Compliance Statement
As a Client of Amsterdam Offices, you acknowledge the importance of complying with all applicable laws and regulations and of maintaining the highest standards of ethical conduct in all business activities.

We are committed to meeting all relevant legal requirements and industry regulations (including the Dutch Anti-Money Laundering and Counter-Terrorist Financing Act – WWFT, and the Sanctions Act) that apply to our services and operations as a domiciliation service provider.
5.2 Internal Guidelines
Our company strives for transparency, integrity, and fairness in all our relationships with clients, suppliers, employees, and other stakeholders. We apply internal policies and procedures to ensure compliance with applicable laws and regulations, and we ensure our employees are informed of and trained in compliance measures.
5.3 Client Due Diligence
As part of our client due diligence process, for which we require documents and information from you, we aim to ensure strict compliance with applicable laws and regulations, including the WWFT and Sanctions Act.

It may be necessary for us to request additional information from you, depending on the outcome of the initial due diligence carried out by our staff and compliance officers. Without complete and up-to-date information, we cannot carry out our due diligence and may be required to refrain from starting or to discontinue our services.
5.4 Timely Submission
We kindly request that you provide all requested documentation and additional information within 14 days of the date of our request. This deadline is essential to properly conduct our mandatory due diligence and to comply with our legal obligations.
5.5 Penalty Fee
If you fail to respond within the specified timeframe, we may impose a penalty fee of €250. We emphasize that imposing a penalty is not our preference and that our intent is to work together towards full compliance with applicable regulations.
5.6 Relevant Laws and Regulations
As part of our commitment to compliance, we ensure that any violations of laws or regulations are addressed and resolved. We encourage our employees and stakeholders to report any compliance concerns through internal channels.
5.7 Key WWFT Points
5.7.1 Client due diligence: obligation to identify and verify clients before entering into business relationships.
5.7.2 Identification of Ultimate Beneficial Owners (UBOs): obligation to identify, verify, and record UBOs of clients.
5.7.3 Risk-based approach: obligation to conduct risk assessments to determine which clients and transactions pose a higher risk of money laundering or terrorist financing.
5.7.4 Reporting obligation: obligation to report unusual transactions to the competent authorities.
5.7.5 Data retention: obligation to retain relevant information and records on clients and transactions for a specified period.
5.7.6 Internal procedures and controls: obligation to implement procedures to ensure compliance with the WWFT, including employee training and transaction monitoring.
5.7.7 Prohibition on transactions with sanctioned persons or countries: obligation to avoid doing business with persons or countries subject to international sanctions.
5.8 Transaction Monitoring
It is vital that organizations comply with requirements for transaction monitoring and third-party payments in order to safeguard the integrity of their business activities and to meet legal obligations under the WWFT.
5.9 Reporting Obligation
As a reporting entity under the WWFT, Amsterdam Offices has certain obligations towards the Financial Intelligence Unit (FIU), including:

1. Reporting unusual transactions
2. Timely and complete reporting
3. Confidentiality
4. Cooperation with the FIU
5. Recording and retaining reports and data

If you have questions about our compliance practices or wish to report potential violations, please do not hesitate to contact us. We value your feedback and take every report seriously.

LIABILITY

6.1 Damage Caused
Amsterdam Offices is not liable for damage caused to the Client’s person and/or property, or to third parties, as a result of visible or hidden defects in the office space, the building, or the complex in which the office is located.

Amsterdam Offices is not liable for business losses suffered by the Client, nor for damage caused by the activities of other clients or third parties, except in cases of gross negligence or serious fault by Amsterdam Offices.
6.2 Liability for the Office Space
The Client is required to take timely measures to prevent and limit damage to the office space. The Client must immediately inform Amsterdam Offices if damage has occurred or is likely to occur in or to the office space.
6.3 Liability for Services
If, for any reason, Amsterdam Offices cannot provide its services, its liability is limited to repayment of a reasonable part of the base fee.
6.4 Liability for Profit or Loss
Amsterdam Offices shall never be liable for lost revenue, lost profit, loss of anticipated savings, loss or damage to data, third-party claims, or consequential damages. Amsterdam Offices is not responsible for the Client’s business success or failure.
6.5 Insurance Against Damage
The Client is strongly advised to insure against such losses, damages, costs, or claims.
6.6 Costs Arising from Damage
Any costs incurred by Amsterdam Offices as a result of negligence by the Client will be charged to the Client.
6.7 Liability for Employees
Amsterdam Offices cannot be held liable, nor can costs be recovered, for mistakes made by employees of Amsterdam Offices.

ANNUAL ADJUSTMENT OF RENTAL COSTS
The monthly rental costs will be adjusted on January 1 of the following year. This will be calculated based on the CPI Index.

ADDITIONAL SERVICES AND CATERING
If optional requests apply: The price for additional services and catering will be invoiced monthly in arrears at the rates communicated by Amsterdam Offices and must be paid within 7 days after the invoice date, unless agreed otherwise.

HOUSE RULES

A virtual office must be requested per company. Clients who wish to register more than one company must request a separate virtual office for each company. Additional service costs, such as extra mail handling, will also be charged per company and invoiced separately.
The Client is responsible for registering and deregistering the company address with the Chamber of Commerce. Deregistration must be arranged within 10 days.
It is prohibited to use the Amsterdam Offices registration address without a signed Agreement.
Unused flexible workspace hours (Package C) cannot be carried over to future months or exchanged for meeting room use. (This rule applies only to old contracts.)
Employees and clients must conduct themselves professionally. The Client must ensure that noise levels while using office space, meeting rooms, and/or flexible workspaces remain reasonable so as not to disturb others.
The Client must always comply with the instructions of Amsterdam Offices regarding use of spaces, security, and other matters relevant to all users.
Animals are not allowed in Amsterdam Offices’ spaces, except for guide dogs.
Smoking is prohibited in all Amsterdam Offices spaces.
Amsterdam Offices is not liable for the loss or damage of delivered products (e.g., parcels).
The Client indemnifies Amsterdam Offices against any liabilities related to mail or parcels sent or received on behalf of the Client.
The Client acknowledges that all equipment brought into Amsterdam Offices’ premises is at their own risk. Amsterdam Offices accepts no liability for loss or damage to such equipment.
For safety reasons, Amsterdam Offices uses video surveillance. This is clearly indicated at the entrance of the premises.
Employees and clients of Amsterdam Offices have the right to work in a safe environment free from threats or abuse. Amsterdam Offices reserves the right to immediately terminate the Agreement in case of such behavior towards its employees.
Amsterdam Offices reserves the right to charge extra fees for excessive service requests. This will be discussed and agreed with the Client at the time of request.
All notices and communications by Amsterdam Offices or the Client must be made in writing.
An Agreement is personal and cannot be transferred to another person and/or company.
In cases of force majeure, Amsterdam Offices is entitled, with prior notice where possible, to suspend services (including access to the premises). Amsterdam Offices will inform the Client where possible and provide a suitable alternative solution.
Amsterdam Offices may amend the Terms and Conditions and House Rules at any time, with or without prior notice.
If the Client approaches or hires Amsterdam Offices employees during or after termination of the Agreement, the Client will owe Amsterdam Offices an immediately payable recruitment fee equal to six months of the employee’s salary. This also applies to interim or seconded staff.
Amsterdam Offices and the Client must comply with all confidentiality obligations under applicable laws and regulations.
The Client accepts that Amsterdam Offices may collect and process data about the Client and their company during and after the Agreement. The Client is responsible for the authorization of data provided to Amsterdam Offices.
Data recorded and provided by Amsterdam Offices relating to the Agreement is confidential. Neither party may disclose it without permission, unless required by law or government authority. This obligation remains in effect after termination of the Agreement.
Amsterdam Offices reserves the right to provide Client data to the relevant authorities in cases of fraud prevention or other criminal activity.
The virtual office/business address may only and exclusively be used for business purposes. If the Client uses the address for private purposes, Amsterdam Offices may immediately terminate the services.
If client due diligence fails, either before or during the service, Amsterdam Offices B.V. will notify the Chamber of Commerce that the right to register at the Amsterdam Offices B.V. address has lapsed.

Algemene voorwaarden