Phone :
+440 7377 940331
Registered Office :
63/66 Hatton Garden, Fifth Floor Suite 23, London, EC1N 8LE, England, Uk
Email :
hello@techcastle.co.uk
 
1.0 Overview of Our Service Offerings

1.1 Registered Office Address (ROA) Upon ordering and payment, our address may serve as your company’s official address (Registered Office Address) with Companies House exclusively. Official mail addressed to the company will be forwarded to you free of charge. Official mail encompasses items received directly from entities like Companies House, HM Revenue & Customs, HM Courts & Tribunals Service, and the Intellectual Property Office. Third-party mail received under the category of Official Mail is not accepted (refer to Section 3.3).

1.2 Director Service Address (DSA) Add-on When ordered and paid for in conjunction with a registered office address, our address can be used as the director service address for the directors of a Ltd company. Mail (official mail) addressed to the directors will be managed free of charge. This service also extends to cover the Shareholder Address. The cost for this service increases to £45.00 (incl. VAT) when purchased after the address is already in use.

1.3 Virtual Business Address (VBA) Our address, when ordered and paid for, serves as a virtual business address for your company. It can be utilised on your website, for banking purposes, and on stationery as your business correspondence address.

1.4 Secretarial Services Various Secretarial Services, available upon ordering and payment, include actions such as amending your Companies House listing (payable per action), completing select Companies House filings, and compiling Legal Document Packs and other certified materials.

1.4 Permissions/Usage The activation of the appropriate service grants permissions and usage rights for our services.


2.0 Guidelines for Appropriate Use of Our Services

2.1 Prohibited Uses. It is strictly forbidden to employ our services for any activities that are inappropriate, illegal, unethical, or immoral, including activities such as cold calling or generating spam return labels. If there is suspicion of such use, your account may be temporarily suspended pending further investigation or terminated.

2.2 Unaltered Addresses. Any modification or alteration to our provided addresses, such as adding additional suites, office numbers, units, or any other changes to make the address unique, is not allowed.

2.3 Personal Mail. Our address is not to be utilised for receiving personal mail.

2.4 DVLA Restrictions. The use of our address in conjunction with the DVLA is prohibited. Any mail related to vehicles, including but not limited to vehicle registration, driving licenses, parking tickets, speeding tickets, debt collection/enforcement agents for unpaid fines, etc., will be returned to the sender without notification.

2.5 Vehicle Penalties. Our address should not be used for receiving penalties or fines related to vehicles, including, but not limited to, speeding fines, penalty charge notices, and parking charge notices. Such mail will be returned to the sender without notification.

2.6 False Physical Presence. Implying, in any manner, that you have a physical presence at our address is strictly prohibited. We reserve the right to inform any visitors to our office(s) that your business only has a virtual address. Any discovery of such instances may lead to the termination of your entire account.

2.7 Google My Business. The addresses of mail receiving/virtual address agencies are not allowed to be used as business addresses on “Google My Business.”

2.8 Restricted Business Categories. We retain the right to disallow certain business categories at our discretion.

2.9 Suspected Violations. In the event of suspicion of any of the above violations, we reserve the right to promptly suspend and/or cancel your account. Refunds will not be applicable in such cases.


3.0 Additional Mailing Processes and Guidelines

3.1 Opening of Mail or Parcels. Our standard practice is to refrain from opening clients’ mail or parcels unless explicitly requested. Nevertheless, we retain the right to open and inspect any received mail under specific circumstances. This may include, but is not limited to, suspicion of prohibited items, the need to identify the intended recipient, unauthorised use of our address, damaged items requiring repackaging, or violations of these Terms and Conditions. We also reserve the right to return, report to authorities, or dispose of mail as deemed necessary.

3.2 Changing of Mail Forwarding Address. It is your responsibility to maintain the accuracy and completeness of your mailing address. You can log in to your account at any time to view and edit your mailing address. We are not liable for forwarding mail to an incorrectly provided address. Any updates to the mailing address require a new Proof of Address. Failure to keep all contact information up to date may result in the suspension of your service.

3.3 Forwarded Mail Returned. In instances where forwarded mail is returned, such as non-collection from the local post office, refusal by the addressee, or customs issues, we will notify you and request alternative forwarding options. Failure to respond within 7 days will result in the mail being returned to the sender without further notification, and your account will be placed on “Hold Address.”

3.4 Handling “We Missed You” Cards. In cases where a “We Missed You” card is received, preventing us from collecting mail from the local Post Office due to Royal Mail restrictions, we will scan and email the card upon client request. It is your responsibility to contact the Post Office for mail retrieval.

3.5 Signed For Mail. Offices at 63–66 Hatton Garden (London), 101 Rose Street South Lane (Edinburgh), and 64A Cumberland Street (Edinburgh) are unmanned, making acceptance of signed-for mail and parcels impossible at these locations. We disclaim responsibility for signed mail received at these unmanned locations.

3.6 Handling of Hazardous Items. Mail containing biohazards materials, sharp needles, bodily fluids, COVID tests, or other potentially dangerous substances will be promptly destroyed. Repeated offenses may result in a temporary account suspension.

3.6.1 Perishable Items. Mail items containing perishables, such as food and drink, must be collected on the same day of delivery to our offices. Failure to collect will result in immediate destruction.

3.7 Original Requests. Certain documents prone to quality and authenticity loss in the scanning process, such as certificates, signed documents, perforated letters, and concealed pin numbers, will only be accepted in their original form.

3.8 Change in Mailing Preferences. Your mailing preferences may be changed to forwarding if deemed more beneficial to your account. You will receive notification of this change within 2 weeks.

3.9 Unidentified Mail. In the event of receiving mail deemed unidentifiable, efforts will be made to associate it with the correct account. However, if received without a company name or with multiple company names, letters will be returned to the sender without notification to prevent GDPR breaches. Parcels will be securely kept for 7 days and, if still unidentified, will be destroyed.

3.10 Handling of Returned Mail. If mail posted to you is returned, we will contact you to rectify your forwarding address. Failure to respond within 7 days will result in the mail being returned to the sender if possible, with parcels being securely destroyed.


4.0 Anti-Money Laundering Policy

4.1 Techcastle Digital Ltd (“the Company”) is committed to complying with all applicable laws and regulations related to anti-money laundering (AML) in the United Kingdom. This policy outlines the measures and procedures the Company adopts to prevent its services from being used to facilitate money laundering, terrorist financing, or any other illegal activities.

4.2 This policy applies to all employees, contractors, and agents of Techcastle Digital Ltd, as well as its clients and customers who use the virtual office services.

4.3 The Company shall designate the Office Manager as the Anti-Money Laundering Compliance Officer (“AMLCO”) responsible for overseeing the implementation and adherence to this policy. The AMLCO will have the authority to report any suspicious activity directly to the relevant authorities as required by law.

4.4 Customer Due Diligence (CDD). Before providing any virtual office services, the Company shall conduct thorough customer due diligence to verify the identity of the clients. This includes obtaining and verifying the following information:

4.4.1 Individual clients: Full name, residential address, date of birth, and a valid form of government-issued identification (e.g., passport or driver’s license).

4.4.2 Corporate clients: Full company name, registered address, company registration number, details of beneficial ownership, and proof of the company’s legal existence.

4.5 Enhanced Due Diligence (EDD). For clients who present a higher risk of money laundering or terrorist financing, the Company will perform enhanced due diligence measures. These may include obtaining additional information about the client’s source of funds, business activities, and risk profile.

4.6 The Company will continuously monitor its clients’ activities to detect any suspicious behavior or transactions that may indicate potential money laundering or terrorist financing. This includes regular reviews of client information and transaction patterns.

4.7. If any employee or agent of Techcastle Digital Ltd suspects or has reason to believe that a client is involved in money laundering or terrorist financing, they must immediately report it to the AMLCO. The AMLCO will then assess the situation and, if necessary, file a suspicious activity report (SAR) to the appropriate authorities as required by law.

4.8 Techcastle Digital Ltd will provide regular training to all relevant employees and agents regarding anti-money laundering laws, regulations, and the Company’s AML policies and procedures. Training sessions will be updated as needed to ensure everyone is aware of their responsibilities in preventing money laundering and terrorist financing.

4.9. The Company will maintain appropriate records of customer due diligence information, transaction records, and any relevant communications. These records will be retained for the required period as mandated by UK laws and regulations.

4.10 Techcastle Digital Ltd will conduct periodic reviews of its AML policies and procedures to assess their effectiveness and make necessary improvements to ensure ongoing compliance with AML regulations.

4.11 The Company shall cooperate fully with relevant authorities, including but not limited to law enforcement and regulatory agencies, in any investigations related to money laundering, terrorist financing, or other illegal activities.

4.12 This Anti-Money Laundering Policy shall be made available to all employees, contractors, and clients of Techcastle Digital Ltd, either through the Company’s website or other appropriate means.

4.12.1 Failure to comply with this policy may result in disciplinary action, including termination of employment or contract.

4.12.2 By adhering to this Anti-Money Laundering Policy, Techcastle Digital Ltd is dedicated to upholding the highest standards of integrity and ethical conduct while actively preventing the misuse of its services for illegal purposes.


5.0 Financial Sanctions Policy

5.1 Techcastle Digital Ltd (“the Company”) is steadfast in its commitment to complying with all applicable financial sanctions laws and regulations in the United Kingdom. This policy delineates the measures and procedures the Company adopts to ensure strict adherence to financial sanctions requirements.

5.2 This policy is applicable to all employees, contractors, and agents of Techcastle Digital Ltd, as well as its clients and customers utilizing the virtual office services.

5.3 The Company designates the Office Manager as the Sanctions Compliance Officer (“SCO”) entrusted with overseeing the implementation and enforcement of this policy. The SCO will ensure that the Company remains abreast of relevant sanctions regulations and promptly reports any potential breaches to the appropriate authorities.

5.4 Regular training will be provided to all employees and relevant personnel on financial sanctions laws, regulations, and the Company’s obligations to comply. This training aims to heighten awareness of the risks associated with non-compliance and educate staff on identifying and reporting potential sanctions violations.

5.5 The Company categorically refrains from engaging in any business dealings, transactions, or providing services to individuals, entities, or countries subject to financial sanctions. This encompasses entities listed on the UK Office of Financial Sanctions Implementation (OFSI) Consolidated List and other pertinent sanctions lists.

5.5.1 The Company staunchly opposes knowingly facilitating or supporting any activity intended to evade financial sanctions. This includes assisting clients in concealing the true beneficiaries of transactions, engaging in complex structures to circumvent sanctions, or any other activity undermining the spirit of sanctions regulations.

5.6 Prior to furnishing virtual office services, the Company will conduct thorough customer due diligence to verify the identity of clients and ensure they are not subject to any financial sanctions. The Customer Due Diligence (CDD) process involves cross-referencing client information with relevant sanctions lists to confirm compliance.

5.7 Continuous monitoring of clients’ activities will be conducted to detect potential breaches of financial sanctions regulations. This includes regular reviews of client information and transaction patterns to identify suspicious or prohibited activities.

5.8 If any employee or agent of Techcastle Digital Ltd suspects or becomes aware of any actual or potential breach of financial sanctions regulations, they must immediately report it to the SCO. The SCO will assess the situation and, if necessary, file a report with the appropriate authorities as required by law.

5.9 The Company will maintain comprehensive records of customer due diligence information, transaction records, and any relevant communications related to sanctions compliance. These records will be retained for the required period as mandated by UK laws and regulations.

5.10 This Financial Sanctions Policy will be accessible to all employees, contractors, and clients of Techcastle Digital Ltd through the Company’s website or other appropriate means.

5.10.1 Failure to comply with this policy may result in disciplinary action, including termination of employment or contract.

5.10.2 By adhering to this Financial Sanctions Policy, Techcastle Digital Ltd ensures compliance with financial sanctions laws and underscores its commitment to responsible business practices.


6.0 Terrorist Financing Policy

6.1 Techcastle Digital Ltd (“the Company”) is deeply committed to preventing its services from being used for terrorist financing activities. This policy articulates the measures and procedures adopted by the Company to detect and report any suspicious activities linked to terrorist financing, in compliance with applicable laws and regulations in the United Kingdom.

6.2 This policy extends to all employees, contractors, and agents of Techcastle Digital Ltd, as well as its clients and customers utilising the virtual office services.

6.3 Regular training sessions will be provided to all employees and relevant personnel to elevate awareness about terrorist financing risks, recognise warning signs, and understand their responsibilities in detecting and reporting suspicious activities. Training sessions will be updated as needed to ensure everyone is well-informed about the evolving nature of terrorist financing threats.

6.4 For clients presenting a higher risk of involvement in terrorist financing, the Company will conduct enhanced customer due diligence measures. This includes individuals or entities located in or having connections to high-risk jurisdictions or industries.

6.4.1 Before providing any virtual office services, the Company shall identify and verify the identity of its clients. This includes obtaining and verifying the following information:

6.4.2 Individual clients: Full name, residential address, date of birth, and a valid form of government-issued identification (e.g., passport or driver’s license).

6.4.3 Corporate clients: Full company name, registered address, company registration number, details of beneficial ownership, and proof of the company’s legal existence.

6.5 The Company will continuously monitor its clients’ activities to detect any suspicious behavior or transactions associated with terrorist financing. This includes regular reviews of client information, transaction patterns, and ongoing monitoring of business relationships.

6.6 The Company categorically refrains from engaging in any business dealings, transactions, or providing services to individuals, entities, or groups designated as terrorists or linked to terrorist financing by relevant authorities or international bodies.

6.6 The Company will not knowingly facilitate or support any activity intended to finance terrorist organisations or acts. This includes, but is not limited to, accepting or processing funds from sources known or suspected to be involved in terrorist financing.

6.7 If any employee or agent of Techcastle Digital Ltd suspects or has reason to believe that a client’s activities are related to terrorist financing, they must immediately report it to the designated Anti-Money Laundering Compliance Officer (AMLCO). The AMLCO will then assess the situation and, if necessary, file a suspicious activity report (SAR) to the appropriate authorities as required by law.

6.8 The Company will maintain comprehensive records of customer due diligence information, transaction records, and any relevant communications related to terrorist financing detection and reporting. These records will be retained for the required period as mandated by UK laws and regulations.

6.9 This Terrorist Financing Policy will be made available to all employees, contractors, and clients of Techcastle Digital Ltd through the Company’s website or other appropriate means.

6.9.1 Failure to comply with this policy may result in disciplinary action, including termination of employment or contract.

6.9.2 By adhering to this Terrorist Financing Policy, Techcastle Digital Ltd actively contributes to national and international efforts to combat terrorist financing and ensures the safety and security of its services.


7.0 Procedures for Anti-Money Laundering Policy

7.1 This document outlines the procedures that Techcastle Digital Ltd (“the Company”) shall follow to prevent its services from being used for money laundering activities. These procedures are designed to ensure compliance with applicable anti-money laundering (AML) laws and regulations in the United Kingdom.

7.2 Before providing any virtual office services, the Company will conduct customer due diligence to verify the identity of its clients. This includes obtaining and verifying the following information:

7.2.1 Individual clients: Full name, residential address, date of birth, and a valid form of government-issued identification (e.g., passport or driver’s license).

7.2.2 Corporate clients: Full company name, registered address, company registration number, details of beneficial ownership, and proof of the company’s legal existence.

7.3 For clients who present a higher risk of money laundering, the Company will perform enhanced due diligence measures. These may include obtaining additional information about the client’s source of funds, business activities, and risk profile.

7.4 The Company will check if any client is a Politically Exposed Person (PEP) or a family member or close associate of a PEP. If such status is identified, enhanced due diligence will be applied to assess the potential risks associated with the business relationship.

7.5 The Company will continuously monitor its clients’ activities to detect any suspicious behaviour or transactions that may indicate potential money laundering. This includes regular reviews of client information, transaction patterns, and ongoing monitoring of business relationships.

7.6 The Company shall employ transaction monitoring systems to identify unusual or suspicious transactions based on predetermined criteria. Any transactions that raise suspicion will be further investigated.

7.7 If any employee or agent of Techcastle Digital Ltd identifies or suspects any activity related to money laundering, they must immediately report it to the designated Anti-Money Laundering Compliance Officer (AMLCO). The AMLCO will then assess the situation and, if necessary, file a suspicious activity report (SAR) to the appropriate authorities as required by law.

7.8 The Company will maintain appropriate records of customer due diligence information, transaction records, and any relevant communications related to money laundering prevention and detection. These records will be retained for the required period as mandated by UK laws and regulations.

7.9 The Company will provide regular training to all relevant employees and agents regarding anti-money laundering laws, regulations, and the Company’s AML policies and procedures. Training sessions will be updated as needed to ensure everyone is aware of their responsibilities in preventing money laundering.

7.10 The Company will conduct periodic reviews of its AML procedures to assess their effectiveness and make necessary improvements to ensure ongoing compliance with AML regulations.

7.11 These Procedures for Anti-Money Laundering Policy will be made available to all employees, contractors, and clients of Techcastle Digital Ltd through the Company’s website or other appropriate means.

7.11.1 Failure to comply with these procedures may result in disciplinary action, including termination of employment or contract.

7.11.2 By adhering to these Procedures for Anti-Money Laundering Policy, Techcastle Digital Ltd is dedicated to upholding the highest standards of integrity and ethical conduct while actively preventing money laundering activities.

REGISTERED IN ENGLAND AND WALES UNDER COMPANY NUMBER 14566037
TECHCASTLE, 63/66 HATTON GARDEN, 5TH FLOOR SUITE 23, LONDON, EC1N 8LE, UK

© 2023 TECHCASTLE DIGITAL LTD