Terms of Service

Draft: This document is a draft and will be reviewed by a practising lawyer before it takes effect. Items highlighted in yellow, such as [TO BE CONFIRMED] and [LAWYER REVIEW], are still open. If the language versions differ, the Traditional Chinese version prevails.

Effective Date: [TO BE CONFIRMED: official website launch date]

Disclaimer: This is a draft template and does not constitute legal advice.

Note: English names of branch buildings are translations for reference only; the Chinese names prevail.

Definitions and Service Providers

• “HK Mailbox” means 香港信箱有限公司 (HongKong Mailbox Limited), which operates the Website and the “hkbox24” brand and provides non-trust-or-company services such as physical mailboxes, mail handling, arrival notifications, self-service collection, directory board and mailbox name display, meeting rooms, forwarding and customer service.
• “Licensee” means HKCSC Limited (香港企業服務中心有限公司) (“HKCSC”), which holds a Trust or Company Service Provider licence under the Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615) (the “AMLO”) (issued by the Companies Registry, Licence No.: TC010205, valid from 15 May 2025 to 14 May 2028) and owns 100% of HK Mailbox. All trust or company services within the meaning of Cap. 615, including the provision of registered office addresses, business registration addresses and company secretary addresses and related customer due diligence, are provided and contracted by the Licensee.
• “we”, “us” means HK Mailbox and/or the Licensee (depending on which entity provides the relevant service). [LAWYER REVIEW: allocation of roles, contracting structure and liability between the two entities]
• “Website” means https://www.hkbox24.com and its sub-pages.
• “Customer”, “you” means any individual, company or other entity applying for or using the Services.
• “Services” means the mailbox, address, mail handling, meeting room and related services provided by us.
• “Order” means any order, quotation, application form or mailbox contract issued by us and confirmed by the Customer, or the service plan, term, fees and quotas shown on the Website/customer system.
• “Branches” means our service points at: Hang Bong Commercial Centre, 28 Shanghai Street, Tsim Sha Tsui; Henley Industrial Centre, 9 Bute Street, Mong Kok; New City Centre, 2 Lei Yue Mun Road, Kwun Tong; Galaxy Factory Building, 25-27 Luk Hop Street, San Po Kong (Diamond Hill); Fu Lee Loy Shopping Centre, 9-27 King Wah Road, Fortress Hill; Kai Tak Commercial Building, 317-319 Des Voeux Road Central, Sheung Wan.
• “Business Day” means a day on which banks in Hong Kong are generally open for business (excluding Saturdays, Sundays and public holidays).

Part 1 Website Terms of Use

1. Acceptance

By accessing or using the Website you agree to be bound by this Part 1. If you do not agree, please stop using the Website.

2. Website content

2.1 Website content (including service descriptions, prices, branch information and images) is for general reference only and does not constitute an offer. Actual services, prices and quotas are as stated in the Order.
2.2 We endeavour to keep content accurate but make no warranty as to its accuracy, completeness or timeliness, and may change it at any time without notice.
2.3 Website content does not constitute legal, tax, accounting or other professional advice.

3. Intellectual property

Intellectual property in the text, logos, trademarks, designs, images and software on the Website belongs to HK Mailbox or its licensors. No copying, modification, publication or commercial use without written consent.

4. User obligations

You must not: (a) use the Website unlawfully; (b) upload viruses or malicious code; (c) gain unauthorised access to the Website systems or other users’ data; (d) use automated tools to scrape Website content at scale; (e) submit false information or information of others through the Website.

5. Third-party links

The Website may contain links to third-party websites or platforms (e.g. WhatsApp, WeChat, maps, payment platforms). We do not control and are not responsible for their content or privacy practices.

6. Disclaimer

To the maximum extent permitted by law, the Website is provided “as is”. We are not liable for any loss (including data loss or business interruption) arising from use of or inability to use the Website.

7. Privacy

Your personal data is handled in accordance with our Privacy Policy, which forms part of these Terms.

Part 2 Mailbox Service Terms

8. Description of Services

8.1 We provide all or part of the following Services according to the Order:
(a) individually numbered smart mailbox opened by QR code or passcode (HK Mailbox);
(b) Hong Kong registered office address / business registration address (Licensee);
(c) company secretary address (Licensee);
(d) virtual office;
(e) mail handling (parcels are not accepted);
(f) 24-hour smart mailbox self-service collection;
(g) WhatsApp/WeChat arrival notifications;
(h) display of the Customer’s company name on the electronic directory board and mailbox;
(i) other value-added services under the service plan.

8.2 Service plans (annual fees; actual fees are as stated in the Order/quotation):

8.2A Currency: Fees may be paid in HKD or RMB at the same numerical amount (e.g. HK$1,200 or RMB ¥1,200), without currency conversion.

8.3 Scanning, forwarding, meeting room and other quotas for each plan are as shown in the Order/system; usage in excess is charged at the then-current system rates.

8.4 Nature of address: Addresses provided by us are for correspondence and registration purposes only and do not indicate that the Customer actually operates from, owns or leases those premises, nor do they create a landlord–tenant relationship (except for any tenancy arrangement separately confirmed in writing under clause 21). The Customer must not represent that it has a physical office or shop at the address, nor receive visitors or store goods there (except when using meeting rooms).

9. Application and Customer Due Diligence (KYC/AML)

9.1 The Licensee must comply with the AMLO and the Companies Registry’s Guideline on Anti-Money Laundering and Counter-Financing of Terrorism, and conduct customer due diligence and ongoing monitoring before and throughout the business relationship.
9.2 The Customer must provide on request (including without limitation):
(a) individual customers: copy of HKID or passport, and residential address proof issued within the last 3 months;
(b) corporate customers: Certificate of Incorporation, Business Registration Certificate, latest annual return or incorporation form, and (if required) articles of association;
(c) identity and address proof of all directors, shareholders, company secretary, beneficial owners (generally individuals who directly or indirectly own or control more than 25% of the shares or voting rights, or otherwise control the company) and authorised signatories;
(d) nature of business, source of funds, expected dealings and such other documents as we reasonably require (including a PEP declaration).
9.3 We may require certified documents, in-person or video identity verification, and sanctions and adverse media screening.
9.4 We may in our absolute discretion reject an application, suspend or terminate the Services without giving reasons if: (a) the Customer fails or refuses to provide required information; (b) information is false, misleading or unverifiable; (c) high-risk or sanctioned countries, regions, persons or industries are involved; or (d) we suspect money laundering, terrorist financing, fraud or other unlawful activity.
9.5 Where we know or suspect that any property is the proceeds of crime or terrorist property, we may file a suspicious transaction report with the Joint Financial Intelligence Unit in accordance with law (including the Drug Trafficking (Recovery of Proceeds) Ordinance (Cap. 405), the Organized and Serious Crimes Ordinance (Cap. 455) and the United Nations (Anti-Terrorism Measures) Ordinance (Cap. 575)), without prior or subsequent notice to the Customer, and are prohibited by law from disclosing it to the Customer. We shall have no liability to the Customer for any report made in accordance with law or any resulting suspension or termination.
9.6 The Customer must notify us in writing with supporting documents within 14 days of any change in its information (including directors, shareholders, beneficial owners, address, contact details and nature of business). We may also periodically request updates.

10. Prohibited Uses

The Customer must not (and must ensure its directors, employees and agents do not) use the Services or our address to:
(a) engage in, aid or abet any unlawful activity;
(b) launder money, finance terrorism, evade sanctions or evade tax;
(c) commit fraud, phone scams, investment scams, illegal fundraising or pyramid selling;
(d) impersonate any person or organisation or use a false identity;
(e) make false or misleading representations, including claiming a physical office, showroom or shop at our address;
(f) conduct regulated business without authorisation (e.g. money lending, money services, securities, insurance, virtual assets);
(g) receive or store prohibited, obscene or infringing items;
(h) send spam, harass or threaten others;
(i) do anything that damages the reputation of us or other customers.
In case of breach we may terminate the Services immediately without refund and report to law enforcement.

11. Mail Handling

11.1 Scope: We accept only letters and documents addressed to the company name or persons registered by the Customer in the Order and sent to the Customer’s mailbox. Mail addressed to unregistered names may be refused or returned to sender.
11.2 Arrival notifications are sent by WhatsApp, WeChat, email or telephone according to the plan. Notifications are a convenience only; failure to send or receive a notification does not affect the fact that mail has been delivered to our address, and the Customer must check its mailbox regularly.
11.3 Photo preview: only the outer envelope is photographed.
11.4 Opening and scanning is carried out only with the Customer’s prior written authorisation (by email or from the registered WhatsApp account). The Customer may give a general authorisation (all mail) or item-by-item authorisation.
11.5 Forwarding: postage, courier and packing fees are charged separately and payable by the Customer. Once delivered to the post office/courier, transit risk passes to the Customer.
11.6 Registered and signature-required mail: We may sign for registered and signature-required mail on the Customer’s behalf. Upon signing, responsibility for that item passes to the Customer; our obligation is limited to proper safekeeping and notification under these Terms.
11.7 Legal documents: The Customer acknowledges that legal process and government correspondence delivered to our address (as registered office) may in law be deemed served on the Customer. We are not responsible for replying to or handling such documents, or for consequences of the Customer’s delay.
11.8 Urgent acknowledgement/delivery on your behalf (Premium plan) is performed only within the scope of the Customer’s written instructions and authority; we are not responsible for document contents.

12. Parcels and Refused Items

12.1 We do not accept parcels. Mail must fit completely inside the Customer’s smart mailbox compartment (internal height approx. 7.5 cm and depth approx. 33 cm, fits A4 documents flat, subject to the actual mailbox); any item that cannot fit is deemed a parcel.
12.2 We may refuse, return or hand to law enforcement:
(a) parcels (as defined in clause 12.1), goods and samples;
(b) dangerous goods and flammable, explosive, corrosive, toxic or radioactive items;
(c) cash and valuables (e.g. jewellery, precious metals, watches, electronics);
(d) perishables, food, medicines, live animals or plants;
(e) weapons, drugs, contraband or any unlawful items;
(f) cash-on-delivery or duty-payable items;
(g) items we reasonably consider suspicious or potentially dangerous to persons or property.
12.3 If any such item is delivered to us, the Customer must collect it within 3 Business Days of our notice and bear handling, storage or return costs; thereafter we may return it to sender or dispose of it appropriately without liability.

13. Uncollected Mail

13.1 We keep uncollected mail for a maximum of 90 days.
13.2 Thereafter we will notify the Customer via its last registered contact details; the Customer must collect or arrange forwarding (charged separately) within 14 days of the notice.
13.3 If the Customer does not respond within that period, we may return the mail to sender or destroy it confidentially (e.g. shredding) without further notice or liability.
13.4 After termination we provide a 14-day forwarding transition period (postage extra). Mail arriving after that period may be refused, returned to sender or handled under clause 13.3.

14. 24-hour Self-service Collection

14.1 All mailboxes are smart mailboxes opened by QR code or passcode; no physical opening device is issued. We issue the Customer with a dedicated QR code and/or passcode.
14.2 The Customer must keep the QR code and passcode safe and must not transfer or disclose them to any other person. Any collection using the Customer’s QR code or passcode is deemed made by the Customer; we are not liable for subsequent loss of mail.
14.3 If the QR code or passcode is lost or suspected to be compromised, the Customer must notify us immediately. Passcode reset or QR code reissue costs HK$200.
14.4 Upon termination of the Services, the Customer’s QR code and passcode cease to be valid immediately.
14.5 We may suspend self-service collection for security or maintenance, with prior notice where practicable. The Customer must comply with building management rules when entering branches.

15. Directory Board and Mailbox Name Display

15.1 We may display the Customer’s registered company name on the branch electronic directory board and mailbox according to the plan.
15.2 The Customer warrants that its name is lawful and does not infringe any trademark or other rights. We may refuse to display names that are improper, misleading or potentially unlawful.
15.3 Position, font and format are at our discretion; display does not indicate a physical office at that location. We will remove the display on termination.

16. Meeting Room Rules

16.1 Meeting room benefits (if applicable) are provided per the hours and locations shown in the Order/system, must be booked at least 24 hours in advance, and are subject to availability.
16.2 Users must arrive and leave on time, keep rooms clean, and must not smoke, make excessive noise, conduct unlawful activities, stay overnight or leave belongings.
16.3 Damage must be compensated at cost; overtime is charged at the then-current system rates.
16.4 Cancellations must be made no later than 12 hours beforehand, failing which the booking is deemed used.
16.5 Shenzhen meeting rooms are operated by partners; users must also comply with their rules and Mainland Chinese law. We are not responsible for the service quality of third-party venues.

17. Fees, Payment and Renewal

17.1 Fees are payable annually in advance per the Order, in HKD or RMB at the same numerical amount (see clause 8.2A). Payment handling charges are borne by the Customer.
17.2 The Services commence only after we confirm receipt of payment and completion of due diligence.
17.3 No automatic renewal. We will send a renewal reminder by WhatsApp and/or email 30 days before expiry. A 14-day grace period applies after expiry; if not renewed by the end of the grace period, the Services terminate. Renewal prices may be adjusted and will be stated in the reminder.
17.4 Arrears: if any amount is 14 days overdue we may suspend the Services (including withholding mail); if 30 days overdue we may terminate the Services.
17.5 Service term: the minimum service term is 1 year; monthly rental is not currently offered. We also offer a 2-year contract at the same annual fee as the 1-year contract: the first year is a fixed term that cannot be terminated early; in the second year the Customer may terminate by giving 3 months’ written notice. Fees paid are generally non-refundable.

18. Refunds

18.1 Once the Services have commenced (i.e. the address is activated or the QR code/passcode issued), fees are non-refundable in all cases, including early termination by the Customer.
18.2 If the Customer fails due diligence and the Services have not commenced, we will refund all fees paid less an administrative fee of HK$300.
18.3 Refunds are made by the original payment method and currency at the original numerical amount; handling charges are borne by the Customer.

19. Termination

19.1 The Customer may terminate the Services by giving 30 days’ written notice; fees paid are non-refundable.
19.2 We may terminate immediately if the Customer breaches these Terms, fails or refuses ongoing due diligence, is suspected of unlawful activity, or where required by law or a regulator.
19.3 Change of registered address after termination: Within 14 days after termination or expiry, the Customer must change its address with the Companies Registry (e.g. by filing Form NAR1), the Business Registration Office of the Inland Revenue Department and all relevant bodies, and provide us with proof. If the Customer fails to do so: (a) an address usage fee of HK$300 per month is payable until the change is completed; and (b) we may (but are not obliged to) notify the Companies Registry, the Inland Revenue Department and other relevant authorities that the Customer no longer uses our address, and refuse or return mail addressed to the Customer. [LAWYER REVIEW: enforceability of the post-termination address fee and notification of authorities]
19.4 Termination does not affect accrued rights and obligations or our right to retain customer records as required by law.

20. Limitation of Liability

20.1 We handle mail with reasonable care but do not guarantee delivery and are not liable for: postal or courier delay or loss; misdelivery by senders; acts of third parties (including building management and postal workers); the Customer’s failure to collect mail or act on notifications in time; or loss resulting from compromise of the Customer’s QR code or passcode.
20.2 In no event shall we be liable for any indirect, consequential or special loss (including loss of profit, opportunity or goodwill, penalties, or loss from missed legal deadlines).
20.3 To the maximum extent permitted by law, our total aggregate liability in respect of the Services is limited to the service fees paid by the Customer for the service year in which the event giving rise to the claim occurred.
20.4 Nothing in this clause limits or excludes liability for death or personal injury caused by negligence or any liability that cannot be limited by law. [LAWYER REVIEW: clauses 18 and 20 to satisfy the reasonableness requirement of the Control of Exemption Clauses Ordinance (Cap. 71)]

21. Tenancy Agreement, Stamping and E-commerce Platform Address Use (Premium plan)

21.1 The Premium plan intends to support a tenancy agreement, stamping package and e-commerce platform address use. Whether and on what terms such arrangements are provided is subject to the Order and our separate written confirmation; absent such confirmation we have no obligation to provide them.
21.2 The Customer acknowledges that use of our address for e-commerce platform purposes must meet actual tenancy requirements and the rules and requirements of the relevant platform; the Customer is responsible for the truthfulness of all information submitted.
21.3 We do not guarantee approval by any platform. Rejection, suspension or closure of the Customer’s account by a platform is not a ground for refund.
21.4 The tenancy agreement must be stamped under the Stamp Duty Ordinance (Cap. 117); stamp duty is borne by the Customer.
[LAWYER REVIEW: consistency of any tenancy arrangement with the “no tenancy” statement in clause 8.4, and misrepresentation risk in submissions to platforms]

22. Indemnity

The Customer shall fully indemnify us and our directors, employees and agents against all claims, losses, penalties and costs (including reasonable legal fees) arising from: (a) the Customer’s breach of these Terms; (b) unlawful acts or prohibited uses by the Customer or its related persons; (c) untrue information provided by the Customer; (d) damage caused by items addressed to the Customer; (e) the Customer’s failure to change its registered address after termination.

23. Force Majeure

We are not liable for failure or delay in performance caused by events beyond our reasonable control (including natural disasters, typhoons, black rainstorms, fire, epidemics, war, civil unrest, government action, power failure, network or postal disruption, or building closure), and may suspend the Services accordingly.

24. Amendments

We may amend these Terms from time to time by publishing them on the Website. Amendments take effect 14 days after publication on the Website; continued use of the Services after that date constitutes acceptance. If the Customer does not accept an amendment, it may terminate the Services in writing before the amendment takes effect.

25. General

25.1 Notices: We may give notice to the Customer’s last registered email, WhatsApp/WeChat or address, deemed served upon dispatch. The Customer’s notices must be in writing to info@hkbox24.com or WhatsApp +852 6707 2813.
25.2 Assignment: The Customer may not assign its rights or obligations without our written consent. We may assign our rights or obligations to a company within our group.
25.3 Severability: If any provision is held invalid, the remaining provisions remain in effect.
25.4 Entire agreement: These Terms, the Privacy Policy and the Order constitute the entire agreement. In case of conflict, the Order prevails, followed by these Terms.
25.5 Third-party rights: Save for HK Mailbox and the Licensee, a person who is not a party has no right under the Contracts (Rights of Third Parties) Ordinance (Cap. 623) to enforce these Terms.

26. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Hong Kong Special Administrative Region. The parties submit to the non-exclusive jurisdiction of the Hong Kong courts.

27. Language Versions

These Terms are available in Traditional Chinese, Simplified Chinese and English. In the event of any ambiguity or inconsistency between the language versions, the Traditional Chinese version shall prevail.

28. Contact Us

HongKong Mailbox Limited / HKCSC Limited
Address: Kai Tak Commercial Building, 317-319 Des Voeux Road Central, Sheung Wan, Hong Kong
Website: https://www.hkbox24.com | Email: info@hkbox24.com | WhatsApp/Tel: +852 6707 2813
TCSP Licence No.: TC010205 (issued by the Companies Registry, valid until 14 May 2028)