Terms of Service

Virtual office services are provided by:

Henry Luxury Estates Spółka z ograniczoną odpowiedzialnością (hereinafter: "Provider")
Al. Jerozolimskie 133/2, 02-304 Warsaw, Poland
KRS: 0001224245 · NIP: 1133193984 · REGON: 544008990
Represented by: Henryk Yasar – President of the Management Board

Definitions used in these Terms:

• Customer — a natural or legal person who has entered into the Agreement with the Provider.
• Premises — the property located at Al. Jerozolimskie 133/2, 02-304 Warsaw, to which the Provider holds legal title (§1.1).
• Virtual Office — the service of providing a registered and correspondence address and handling correspondence within the scope of the chosen package.
• Client Panel — an online platform for managing the service and viewing correspondence.
• Agreement — the signed virtual office service agreement.

The Provider offers three packages in accordance with Annex 1 to the Agreement (§1.2):

SILVER package

• Address for business registration (KRS, CEIDG, other applicable registers, company documents, marketing materials, website).
• Mail reception — regular and registered letters and courier deliveries.
• Mail scanning — up to 5 letters per month via the Client Panel or e-mail.
• Access to the Client Panel with operations history and account settings.
• E-mail notifications for every new item of mail.
• Conference room — available by prior reservation as an optional paid service per the price list.

GOLD package

• All services from the SILVER package.
• Mail scanning — up to 10 letters per month.
• Priority mail handling — faster registration and forwarding.
• Conference room — 3 hours per month, by prior reservation and subject to availability.

DIAMOND package

• All services from the GOLD package.
• Unlimited mail scanning.
• Digital correspondence archive in the Client Panel.
• Extended Client Panel features.
• Conference room — 5 hours per month, by prior reservation and subject to availability.

Permitted use of the address (§1.4): as a correspondence and registered address, in particular for entry in KRS, CEIDG and other registers, and on company documents, business cards, the website, and marketing materials.

No operational use of the Premises (§1.7): the Customer is not entitled to conduct actual operational, warehousing, or production activity at the Premises. The right to use the address applies only during the term of the Agreement (§1.8).

Shared address (§1.9): the Customer acknowledges and accepts that the address may also be used by other entities under separate agreements with the Provider.

Personal pickup (§1.6): the Customer may collect correspondence in person during the Provider's working hours, after prior notice or in accordance with the Provider's procedures.

Initial term (§2.1): the Agreement is concluded for one year, with services starting on the date specified in the Agreement (§1.3).

Notice of non-renewal (§4.5): the Customer is required to notify the Provider of any intention not to renew the Agreement at least 2 months before the end of the term.

Automatic conversion (§4.6): failure to provide such notice on time causes the Agreement to convert to an indefinite-term agreement upon expiry, terminable by either party with a 2-month notice period.

Change of billing cycle (§2.2): after the period for which the prepaid fee was made (in particular the annual period), the parties may agree to switch to monthly prepayment.

Form (§6.1): any amendments, termination, withdrawal, or rescission of the Agreement require written or documentary form.

Prepayment (§3.1, §3.3): the fee is payable in advance in the cycle specified in the Agreement (annual, biennial, or — by mutual agreement — monthly), on the basis of a proforma invoice with a 7-day payment deadline from its issue date. Payment is made by bank transfer to the account indicated on the invoice (§3.4).

VAT and KSeF (§3.2, §3.5): the net fee is subject to VAT at the applicable rate. After payment is posted, the Provider issues a structured invoice via the Polish National e-Invoicing System (KSeF); the date the invoice is made available in KSeF is deemed the date of receipt. Upon the Customer's request, the Provider may additionally send a visualization of the invoice to the indicated e-mail address.

Price list for additional services (§3.12):

• Mail scanning pack (10 items) — PLN 100 net.
• Mail forwarding pack (forwarding letters to an address in Poland) — PLN 50 net.
• Conference room — PLN 200 net per hour.

Other additional services are settled in accordance with the Provider's current price list or individual arrangements between the parties (§1.10, §3.6).

Late-payment interest (§3.7): in the event of late payment, the Provider is entitled to charge statutory interest for late payment for each day of delay.

Suspension and termination (§3.8, §3.9): in the event of payment arrears, the Provider has the right to suspend services, including blocking access to correspondence and the Client Panel, until arrears are settled. After an unsuccessful demand for payment, the Provider may terminate the Agreement with immediate effect.

Disputed amounts (§3.10): if there is a dispute as to the amount of the fee, the Customer is required to pay the undisputed portion on time.

Payment date (§3.11): the date of payment is deemed to be the date the Provider's bank account is credited.

Fee covers the entire term (§2.4): the fee for services provided under the Agreement is due for the entire term for which the Agreement was concluded and is not subject to pro-rata refund if the Customer ceases to use the services earlier.

Termination due to Customer's fault (§2.5): termination of the Agreement by the Provider for reasons attributable to the Customer does not give rise to any claim for refund of all or part of the fee paid.

Immediate termination by the Provider (§2.3): the Provider has the right to terminate the Agreement with immediate effect in the event of a Customer's breach, in particular:

• conducting activity contrary to applicable law,
• conducting activity harmful to the Provider's reputation or interests,
• using the services in a manner inconsistent with their intended purpose,
• being in arrears with payments despite a prior demand for payment.

14-day deregistration obligation (§4.1): within 14 days of termination, notice, or expiry of the Agreement, the Customer is required to notify the relevant public administration bodies, registration bodies (KRS, tax office, ZUS, etc.), and any other parties of the loss of legal title to the Premises, and to notify the Provider in writing that this obligation has been performed. Failure to perform this obligation triggers a contractual penalty of PLN 100 net for each commenced month after that deadline.

Loss of right to use the address (§4.2): after the §4.1 deadline, the Customer loses the right to use the Provider's address in any form — on company materials, in correspondence, in registers, and in business contacts.

Post-termination mail collection (§4.4): within 21 working days of the end of the Agreement, the Customer must collect any remaining correspondence. After 90 working days, the Provider is entitled to destroy the correspondence, to which the Customer hereby consents.

Destruction of uncollected mail during the Agreement (§6.2): the Provider has the right to destroy correspondence or courier deliveries addressed to the Customer if they are not collected within 90 days of receipt.

Full liability to third parties (§5.1): the Customer bears full and exclusive liability to third parties for the activity conducted.

Notification of changes (§4.3): the Customer undertakes to notify the Provider in writing of any change of permanent residence or registered seat, correspondence address, contact phone number, legal status, firm, name, or surname within 7 days of the change. Failure to do so allows the Provider to suspend services, and correspondence sent to the last indicated address is deemed to have been duly delivered.

No accounting books at the address (§5.2): if the Customer indicates the Premises address as the seat of its unit within the meaning of the Polish Accounting Act, the Customer is not entitled to keep accounting books at that seat.

No sharing of services with third parties (§5.3): the Customer undertakes to use the services solely in accordance with the law and the Agreement and may not share or grant access to the services to other entities. Each breach entitles the Provider to impose a contractual penalty of PLN 1,000 and to terminate the Agreement without notice.

Indemnification (§5.4): the Customer covers all costs, including court costs, related to remedying damage caused by activity inconsistent with the law or the Agreement, including liability for damages towards the Provider.

Penalties and damages (§6.3): the right to claim a contractual penalty does not exclude the right to seek damages on general terms.

The Provider is not liable for damages, including actual losses and lost profits, arising from:

• the Customer's failure to collect any deliveries on time (§5.5);
• the fact that the address referred to in §1.1 is only the registered address of the Customer's business and is not an address for direct contact with the Customer (§5.6);
• force majeure, mechanical failures, strikes, delays, or improper performance of duties by third parties (§5.7).

The Provider is not liable for items and documents that have not been handed over under a formal hand-over/receipt protocol (§5.7).

Confidentiality clause (Annex 2 to the Agreement): the Provider undertakes to keep confidential any information the disclosure of which could harm the Customer and to take appropriate technical and organizational measures to protect confidential information from loss or disclosure.

Data controller (Annex 2 — GDPR clause): the personal data controller is Henry Luxury Estates sp. z o.o., contact: info@henryestates.pl. Data is processed to perform the Agreement on the basis of Art. 6(1)(b) and (f) GDPR. Customers have the right to access, rectify, erase, restrict processing, object, withdraw consent, and lodge a complaint with the President of the Polish Personal Data Protection Office. The full GDPR clause is set out in Annex 2 to the Agreement.

In accordance with anti-money-laundering and counter-terrorism-financing (AML) regulations, prior to entering into the Agreement, the Customer completes the AML Form (Annex 3 to the Agreement), covering Customer identification and verification, identification of the ultimate beneficial owner, risk assessment (including PEP status, acting on behalf of a third party, high-risk countries), and Customer declarations as to the truthfulness of the information provided and the obligation to update it.

Governing law (§6.5): matters not regulated by the Agreement are governed by generally applicable Polish law, in particular the Polish Civil Code.

Jurisdiction (§6.6): any disputes arising from the performance of the Agreement shall be submitted by the parties to the common court having subject-matter jurisdiction over the Provider's registered seat — Warsaw.

Electronic correspondence (§6.4): ongoing correspondence between the parties, in particular relating to the performance of the Agreement, is conducted electronically.

Complaints: complaints should be submitted to info@henryestates.pl; the Provider responds within 14 days.

Language versions (§6.7): the Agreement is drawn up in two language versions: Polish and English. In the event of any discrepancies between the language versions, the Polish version is binding and prevails.

Translations of these Terms into other languages (Russian, Ukrainian, Turkish) are provided for convenience only.