Terms & Conditions | Virtual Offices

SIGN UP AND BILLING

1. The member acknowledges that the purchase for TEC products and services (“Plan Inclusions” included) is subject to Know Your Customer (KYC) process. For Virtual Office products and services, this will involve the collection of additional documentation to verify (i) the Member’s identity and eligibility, and (ii) the eligibility of the business entity subscribing to the service. If the KYC requirements are not met, the members’ purchase will be terminated, and any Plan Fee payment made will be fully refunded as per our Refund Policy. TEC reserves the right to deny service if the KYC requirements are not met. In such cases, TEC will not provide an explanation for the failure to meet these requirements.
2. If the Member does not provide the required KYC documentation within 30 days of purchase, TEC reserves the right, at its sole discretion, to suspend the Member’s account and all related services until such documentation is provided and verified.
3. Credit card billing or mobile payments are a mandatory requirement for online purchases of Virtual Office products and services. By selecting the aforementioned payment options, Members irrevocably authorise TEC, on the billing date (see 2.d), to deduct the Plan Fee, along with any relevant taxes payable in advance, and all Services billed in arrears from the Member's selected payment method.
4. The "no deposit, first month free" promotional offer (the "Offer") is available only in select markets and requires completion of online sign-up via valid credit card or approved mobile payment method. This Offer is strictly limited to New Members (defined as a person who has not had a Virtual Office contract with TEC within the last 6 months) and to one (1) redemption per Member across TEC’s service ecosystem. TEC reserves the sole and absolute discretion to determine Member eligibility for this Offer, including the right to modify, withdraw, or restrict the Offer at any time without prior notice. This Offer cannot be combined with other promotions (unless explicitly exempt by TEC) and is void where prohibited by law.
5. If TEC determines in its reasonable discretion that a Member has abused this Offer (including but not limited to creating multiple accounts, falsifying information, or circumventing eligibility requirements), TEC reserves the right to immediately bill the Member for (i) the full Plan Amount for all services used during the promotional period, as well as (ii) a 50% penalty fee on the foregone revenue calculated at TEC's standard rates.
6. Following the members initial sign-up fee, monthly Plan Fees will be billed 4 days prior to the calendar day of the initial payment in each subsequent month (e.g. if initial payment is made on March 20, the following month’s payment will be charged on April 16). If payment is unsuccessful, TEC will attempt to deduct the incurred charges on each of the following 4 days, for each failure, an email will be sent advising of failed payment. Following 5 unsuccessful attempts, the Member's account and all services will be terminated.
7. Some charges may be billed separately from the monthly Plan Fee. These will be charged directly to the Member’s chosen payment method on a monthly basis, with charges incurred based on the Member’s usage of additional services.

8. In the event of suspension or termination of a Member’s services , TEC shall be entitled to:

   1. Suspend partial or all services provided by TEC to the Member including, but not limited to telephone and mail service. Any outstanding payments owed to TEC for more than 14 days will incur an administration fee of 10% per annum on the overdue balance, charged monthly, until full payment is received. The Member is responsible for covering all bank fees.
   2. Block Member access to any coworking, meeting room or printing entitlements, plus any dedicated storage and change appropriate locks without prior notice.
   3. Vacate any dedicated storage.
   4. Claim all costs including legal fees associated with recovering all monies owed to TEC from the Member.
   5. Charge a reactivation fee plus taxes where appropriate.
9. The Member shall pay the total amount owed to TEC without any deduction or set off whatsoever.
10. The Member shall pay for all bank charges, exchange rate differences, currency adjustments and other such charges related to the Plan Fee and Penalties.

FEES

1. The Monthly Plan Fee is subject to an automatic annual rate review, resulting in a 5% increase from the initial start date specified overleaf and based on the standard price, excluding any introductory discounts or promotions. This does not apply to regions listed in 12.a.
2. Upon the completion of the initial term as stated in the contract, Plan Fees will be determined at the sole discretion of TEC. Member will be given a minimum notice period of 30 days for any changes in Plan Fees following the end date listed on the Agreement.
3. A range of other pay-as-you-use services (“Services”), including but not limited to excessive incoming call charges, secretarial services, photocopying and printing, scanning, postage and bulk mail, international and local courier, top-up coworking hours, storage lockers, and meeting rooms, are available to the Member at rates specified in TEC's price guides, during normal business hours and subject to availability. If TEC or its suppliers provide any Service to the Member, charges will be applied at the rates mentioned in TEC's member price guides. TEC reserves the right to review, add, or modify the prices in the member price guides by providing one month's notice to the Member.

DEPOSIT

1. Where applicable, the Member shall pay to TEC the Deposit upon the signing of the Agreement and at most no later than 5 business days. The Deposit shall be returned to the Member within 60 days after the End Date of this Agreement, provided that the Member has provided relevant payment information for refund and has complied with its obligations under this Agreement and subject to the deduction of an amount in respect of outstanding Invoices and Penalties according to TEC. TEC shall have the right to terminate this Agreement until the Deposit is received.
2. Neither the giving of the Deposit nor any deduction from it by TEC shall relieve the Member from any of its obligations under this Agreement nor otherwise limit the right of TEC to recover against the Member for any breach of this Agreement found during or after the End Date of this Agreement.
3. TEC has a full right to the Deposit with regard to a breach of this Agreement by the Member. In the event of any withdrawal from the Deposit by TEC due to default from the Member, the Member shall replace any such sum withdrawn within 14 days of being notified of such withdrawal.
4. If the Member fails to provide sufficient information to return the Deposit within 360 days after the End Date of this Agreement, the Deposit shall be deemed forfeited to TEC without any Member approval or notification.
5. If the Member's monthly account exceeds the Security Deposit by 50% or more, TEC will inform the Member about the required increase in the Security Deposit, equal to the excess amount. The increased deposit is due in the next billing period.

TAXES

1. Any amount payable by the Member under this Agreement will be exclusive of local taxes including, but not limited to goods and services tax. If any supply made by TEC under this Agreement is a taxable supply, upon request TEC must provide the Member with a valid invoice usable for taxation purposes and the Member must pay an additional amount to TEC which is equal to the consideration payable by the Member for relevant supply multiplied by the prevailing local tax rate. This includes taxes, stamp duties or other documentary fees.

TERMINATION

Termination of this Agreement will be subject to the following terms:

1. This Agreement is rolling and will renew on a monthly rolling basis following the end date. Following the end date, the Agreement will continue to be billed each month until the effective termination date in accordance with the Termination Policy.
2. Following the end date of the initial Agreement, the Member may terminate this monthly subscription by submitting written notice in accordance with 6.d. The billing date following termination notice will be the final bill for Plan Fees, and the Member will retain full access to Virtual Office services until the effective termination date e.g., if notice is submitted on 14th October and the next billing cycle begins on 10th November, final Plan Fee will be billed on 10th November and services will end on 13th December (the effective termination date). All fees incurred during the notice and service period remain payable in full, and no prorated refunds will apply.
3. If the Member is entitled to a “First Month Free” promotion with their Virtual Office Service Plan, the Member may cancel this Service Plan without penalty by providing written notice to TEC within fourteen (14) calendar days of the initial Agreement start date. If the Member fails to cancel within this period, it will be deemed acceptance of the Agreement and they will be charged the full fee for the following month’s Service Plan in accordance with the agreed service terms and conditions. All charges incurred upon subscription activation are final and non-refundable.
4. Termination notices must be submitted via email to TEC’s locally-based Virtual Office & Coworking Manager, by email to VOCWTermination@executivecentre.com, or other official communication channels designated by TEC.
5. Any charges for services provided prior to the effective termination date, but not yet paid, shall remain due and payable by the Member beyond the effective termination date. The Member agrees to settle all outstanding fees in accordance with the payment terms specified herein, regardless of the continuation or cessation of service.
6. This Agreement may be terminated forthwith in the event of any breach of the obligations on the part of the Member. TEC shall be entitled (but not obliged) to retain any personal effects or other belongings of the Member until all arrears owed to TEC have been paid or other loss made good. In the event of non-payment within 14 days, TEC shall be entitled to dispose of any goods retained in settlement of any arrears and any cost of such disposal.
7. TEC has the authority to promptly terminate this Agreement if its team members experience harassment from the Member or individuals attempting to contact the Member. Additionally, if TEC has reasonable grounds to suspect immoral, unethical, illegal, or fraudulent business practices, it reserves the right to terminate this Agreement immediately, discontinue all services, and inform the relevant authorities.
8. If the Member terminates its Virtual Office subscription, the Member must return all keys (if any) and other means of access to the Centre, forfeit rights to the phone number and related services, cease to use TEC's address on all of its company documents, business registration, and marketing materials; and deregister the office address in the Government, Bureau and other Government Agencies. TEC reserves the right to continue billing the Member at listed Plan rates plus 50% for each month that the Member continues to utilize TEC's information on said documents and materials beyond the End Date of this Agreement, and to litigate if it deems appropriate. If the Member does not complete the deregistration, TEC is entitled to take other means to deregister the address as well as charging the Member, and the resulting cost should be borne by the Member. In the event the Member has lost any keys or access cards to the Centre, the Member must pay the replacement fee of such lost items.

REFUNDS

The Member shall have 14 days to dispute a charge from the billing date. TEC will only provide a refund in the event that an incorrect amount has been charged to the Member.

MEMBER’S RIGHTS AND RESPONSIBILITIES

The Member shall not:

1. Impede or interfere with TEC’s right of possession and control of the Centre.
2. Use the Centre otherwise than for the Member's business and in any event shall not permit the Centre, Plan Inclusions or Services provided to be used for any illegal activity.
3. Interfere with the conduct of TEC's business and during the term of this Agreement and for 6 months thereafter shall not offer employment to or hire directly or indirectly any staff of TEC. If the Member employs directly or indirectly any Member of TEC's staff during such period, the Member shall pay to TEC within seven (7) days of the said Member of staff commencing his or her new employment a recruitment fee equal to 25% of the said first year gross salary or hire costs including guaranteed bonuses or benefits.
4. By way of commission payable to TEC by the Member, the Member agrees that, in the event that the Member entices, convinces or otherwise causes an existing Member of TEC to vacate the Premises, to pay to TEC a commission equal to 12-month's rental of the company that has been enticed or convinced to vacate the Premises.
5. In the event the Member or any person authorized by the Member to enter or be in the Centre damages any of the decorations, fixtures and fittings or other equipment in the Centre due to neglect, omission, deliberate or careless acts, or a breach of any condition in this Agreement, TEC shall have the right to claim from the Member the cost of repairing such damage.

The Member shall:

1. Observe and adhere to all the rules and regulations updated periodically by TEC for the management of the Centre.
2. Give written notice to TEC in the event that there are material changes in the address, name, trade name, representative directors or other matters registered on the commercial registry, etc., or any other matters relating to the status of the Member and other important changes related to this Agreement.
3. Be required to formally check in and check out of the Centre upon entry or departure.
4. Confirm that all information and documentation provided by the Member in connection with the Member’s purchase for TEC products and services are true, accurate, and complete to the best of their knowledge. The Member understands that providing false information or documentation may result in legal consequences, including but not limited to termination of purchase and forfeiture of any payments made.
5. Acknowledge that the confirmation of payment for the Member’s purchase is not valid as a reference for any business registration or government filing purposes. It serves solely as a receipt of payment for services rendered and should not be considered documentation for legal or regulatory compliance. Confirmation of payment and digital contracts will only be permitted for use in business registration and government filing processes upon completion of KYC by the Member. For entities still being incorporated without a valid Business Registration Certificate or equivalent, the KYC process requires personal identification of responsible individuals.

OWNER’S RIGHTS AND RESPONSIBILITIES

TEC shall:

1. Keep the facilities in the Centre in working order and properly cleaned and equipped.
2. Have the ultimate right to remove the Member from the Centre.
3. Provide the Member with an alternative Centre should TEC require the Member to move during the term or subsequent terms of this Agreement.
4. Provide reception, switchboard and other Services during normal business operating hours, Monday to Friday, plus Saturday (where relevant); excluding official public holidays. Subject to TEC's discretion, which will be communicated to all Members well in advance.
5. Reserve the right to allocate a full business day of coworking usage to the Member’s account should the Member not check in or check out of the Centre when TEC has reasonable belief that the Member accessed the premises. TEC Team will openly communicate this with the Member before any final allocation is made.

INDEMNITY

1. TEC shall not be under liability for failure to have any of the Centre facilities available for the Member because of use by any other person within the Centre and TEC shall not be liable to the Member if for any temporary reason the Member is unable to obtain access to the Centre.
2. TEC is not responsible for the theft of or damage to any equipment, chattels or goods whilst the Member is a tenant of TEC.
3. The Member shall not be entitled to any compensation as a result of any failure of data security or computer systems or as a result of TEC failing to provide any of the Plan Inclusions or Services in accordance with this Agreement as a result of any breakdown or strike or delay or failure of any staff, manager or caretaker to perform their duties.
4. The Member shall indemnify TEC and its respective officers, employees and agents, from all claims, liability, or loss, and all damages and costs incurred by TEC which arise from the use of the Plan Inclusions or Services. The Member shall be required to maintain sufficient public liability insurance to cover such potential liability.

GENERAL

1. This Agreement is personal and is not assignable.
2. All notices must be in writing or email. Notices to either party will be considered served if mailed by registered post or by email to the address or emails specified overleaf.
3. The invalidity or unenforceability of any provision of this Agreement shall not affect or impair the validity of any other provision. No waiver of any default of the Member shall be implied from any failure by TEC to take action with respect to such default.
4. Where the Member comprises more than one individual, such individuals shall be jointly and severally liable to observe and perform the Member's obligations under this Agreement.
5. This Agreement supersedes any prior Agreements and embodies the entire Agreement between the Member and TEC and may not be modified, changed or altered in any way except as agreed by both parties in writing. This Agreement shall be interpreted and enforced in accordance with the national and local laws in which the Centre is located.
6. Membership is non-transferable to other parties or individuals, without the express permission of The Executive Centre.
7. In the event of any conflict, discrepancy, or dispute arising from differing interpretations of these Terms & Conditions, TEC retains the exclusive and final authority to resolve such matters at its sole discretion. The English language version of these Terms & Conditions shall prevail over any translated versions and will serve as the definitive and binding reference for all purposes.

EXCLUSION OR APPLICABILITY CLAUSE

1. Clause 3.a shall not apply to agreements established in Macau SAR.