VirtualHeadquarters.com LLC (VHQ) acts as an agent for ReceptionHQ LLC (RHQ). These Terms of Service (these “Terms”) govern the access and use of all services and products offered by VirtualHeadquarters.com LLC ("VHQ") and ReceptionHQ LLC (“RHQ”) (Company Number R13564778). These Terms constitute a legally binding agreement between VHQ, RHQ and any individual or entity that accesses or otherwise uses or receives any VHQ or RHQ services or products (“Customer”).
2.1 Account. Customer must register with VHQ before receiving any RHQ Services. After such registration is complete, RHQ will establish an online account for Customer (“Customer’s Account”) that can be accessed on the client portal on the VHQ Website and, at VHQ/RHQ’s option, from one or more VHQ/RHQ Apps.
2.2 Password. Customer will not share with any third party, and will otherwise keep secret, any password that can be used to access Customer’s Account (“Customer’s Password”). Customer will be solely responsible for all activities conducted through Customer’s Account, and will be liable for all losses and damages arising from any use or misuse of Customer’s Account. If Customer believes that any third party knows Customer’s Password or that there has been any unauthorized access to Customer’s Account, Customer will immediately change Customer’s Password and notify VHQ/RHQ. Customer will not, and will have no right to, transfer Customer’s Account or Customer’s Password to any third party.
2.3 Telephone Number. After Customer registers with VHQ/RHQ:
(a) VHQ/RHQ will assign to Customer a unique telephone number for use with RHQ services provided to Customer; or
(b) Customer may port their existing telephone number to RHQ's telecommunications carrier for use with RHQ Services provided to Customer.
To the extent not prohibited by applicable law or regulation, in the event that any Trial Service or VHQ/RHQ Paid Service (as defined in Section 4 below) is terminated, RHQ may retain the assigned telephone number for use as it sees fit.
3.1 Trial Period. Subject to these Terms, VHQ/RHQ may provide to Customer a live receptionist answering service (“Trial Service”) during a trial period commencing on Customer’s registration with VHQ/RHQ and expiring within a number of days specified by VHQ/RHQ, which period may be extended or shortened by RHQ in its discretion (such period, “Trial Service Term”). Customer acknowledges and agrees that the scope and details of the Trial Service will be determined by RHQ in its discretion. The Trial Service is not applicable for prior Customers of VHQ/RHQ, casual Customers or new Customers that require RHQ Services for promotional or advertising campaigns.
3.2 Trial Usage Charges. At no charge to Customer, RHQ will provide Customer with a credit to be applied to incremental charges that are incurred based on Customer’s usage of the Trial Service (“Trial Usage Credit”). Customer acknowledges and agrees that (a) the amount of the Trial Usage Credit will be determined by RHQ in its discretion and (b) the amount of such incremental charges will be determined, and may be changed, by RHQ in its discretion. RHQ will notify the Customer of the amount of the Trial Usage Credit and the amount of incremental charges.
3.3 Termination of Trial Service. VHQ/RHQ may terminate the Trial Service at any time for any reason or no reason. Without limiting the foregoing, VHQ/RHQ may terminate the Trial Service upon expiration of the Trial Service Term, depletion of the Trial Usage Credit, or commencement of any VHQ/RHQ Paid Services (as defined in Section 4 below). After the termination of the Trial Service, Customer will need to purchase VHQ/RHQ Paid Services, as described in Section 4 below, in order to continue to receive services from VHQ/RHQ. Any portion of the Trial Usage Credit not used prior to termination of the Trial Service will be forfeited and may not be used in connection with any VHQ/RHQ Paid Services.
4.1 Adding Paid Services. Customer may at any time request to receive one or more of the paid services described on the VHQ Website or in these Terms (“VHQ/RHQ Paid Services”). Customer will select a pricing plan for each VHQ/RHQ Paid Service requested by Customer from the pricing plans offered by VHQ/RHQ (“Pricing Plans”). Prior to providing any VHQ/RHQ Paid Services, RHQ may require that Customer provide information about a credit card to which Customer authorizes RHQ to submit charges as permitted under these Terms (“Customer’s Credit Card”).
4.2 Paid Service Terms. Each VHQ/RHQ Paid Service that Customer requests and VHQ/RHQ agrees to provide (which agreement may be withheld by VHQ/RHQ acting reasonably) is referred to in these Terms as a “Selected Paid Service.” Subject to these Terms, VHQ/RHQ will provide the Selected Paid Services for consecutive one (1) calendar month periods (each such period, a “Paid Service Term”) until terminated in accordance with these Terms.
5.1 License. Subject to these Terms, VHQ/RHQ grants to Customer a personal, limited, nonexclusive, nontransferable, nonsublicenseable license to install and use each VHQ/RHQ App on devices for which it was designed solely for the purpose of accessing Customer’s Account and using VHQ/RHQ Services.
5.2 Restrictions. Customer will not, and will have no right to (a) modify or create derivative works of any VHQ/RHQ App; (b) sell, rent, lease, lend, distribute or sublicense any VHQ/RHQ App; or (c) decompile, reverse engineer or disassemble, or otherwise attempt to derive the source code of, any VHQ/RHQ App, or encourage, assist or authorize any other person to any of the foregoing.
5.3 Updates. VHQ/RHQ may, but will have no obligation to, make available to Customer updates, upgrades and new versions of one or more VHQ/RHQ Apps (collectively, “App Updates”). Each App Update will be deemed to be an VHQ/RHQ App for the purposes of these Terms.
5.4 License Termination. The license granted to Customer in Section 5.1 will be terminated by written notice from RHQ if Customer fails to comply with this Section 5, or upon termination of all Selected Paid Services. In addition, RHQ may terminate such license at any time with respect to any or all RHQ Apps (and will endeavour to provide reasonable written notice, where practicable prior to termination) and upon such termination RHQ may modify the affected RHQ Apps to make them inoperable. Upon any termination of such license with respect to any RHQ App, Customer will cease all use of such RHQ App and delete all copies thereof.
5.5 Ownership. Except for the rights explicitly granted to Customer in these Terms, all right, title and interest in the RHQ Apps are reserved and retained by RHQ and its licensors. Customer will not acquire any intellectual property rights or other rights in any RHQ App as a result of downloading or using it.
6.1 Pricing. The charges for each VHQ/RHQ Paid Service may include (a) subscription charges that do not vary based on Customer’s usage of the VHQ/RHQ Paid Service (“Subscription Charges”) and/or (b) incremental charges that are incurred based on Customer’s usage of the VHQ/RHQ Paid Service, e.g., without limitation, excess inbound call charges, messages sent via SMS, call transfer charges and after-hour charges (“Usage Charges”). The charges for the VHQ/RHQ Paid Services are set forth in the price list on the VHQ/RHQ Website (“Price List”) and restated along with any additional charges in Section 6.2, both of which may be revised by VHQ/RHQ from time to time as set forth in Section 7. All prices quoted excluded any applicable taxes.
Calls Per Month
|Virtual Receptionist 25||25||Monthly||$2.45||$59.00|
|Virtual Receptionist 50||50||Monthly||$2.30||$105.00|
|Virtual Receptionist 100||100||Monthly||$2.25||$189.00||Virtual Receptionist 150||150||Monthly||$2.25||$279.00|
|Virtual Receptionist 200||200||Monthly||$2.25||$369.00|
|Virtual Receptionist 250||250||Monthly||$2.25||$459.00|
|Virtual Receptionist 300||300||Monthly||$2.25||$549.00|
|Virtual Receptionist 350||350||Monthly||$2.25||$639.00|
|Virtual Receptionist 400||400||Monthly||$2.25||$729.00|
|Virtual Receptionist 450||450||Monthly||$2.25||$819.00|
|Virtual Receptionist 500||500||Monthly||$2.20||$910.00|
|Virtual Receptionist 600||600||Monthly||$2.20||$1,090.00|
|Virtual Receptionist 700||700||Monthly||$2.20||$1,265.00|
|Virtual Receptionist 800||800||Monthly||$2.15||$1,445.00|
|Virtual Receptionist 900||900||Monthly||$2.15||$1,625.00|
|Virtual Receptionist 1,000||1,000||Monthly||$2.15||$1,799.00|
Minutes Per Month*
(Charged Per Second)
|My Assistant 25||25||Monthly||$1.85||$85.00|
|My Assistant 50||50||Monthly||$1.80||$125.00|
|My Assistant 100||100||Monthly||$1.80||$179.00||My Assistant 150||150||Monthly||$1.75||$229.00|
|My Assistant 200||200||Monthly||$1.75||$299.00|
|My Assistant 250||250||Monthly||$1.75||$369.00|
|My Assistant 300||300||Monthly||$1.75||$439.00|
|My Assistant 350||350||Monthly||$1.75||$515.00|
|My Assistant 400||400||Monthly||$1.75||$579.00|
|My Assistant 450||450||Monthly||$1.75||$645.00|
|My Assistant 500||500||Monthly||$1.70||$709.00|
|My Assistant 600||600||Monthly||$1.70||$849.00|
|My Assistant 700||700||Monthly||$1.70||$979.00|
|My Assistant 800||800||Monthly||$1.65||$1,115.00|
|My Assistant 900||900||Monthly||$1.65||$1,245.00|
|My Assistant 1,000||1,000||Monthly||$1.65||$1,375.00|
Calls Per Month*
|MessageExpress||Nil, pay as you go||Monthly||$1.50||$15.00|
|Number of additional contacts||Price (per month)|
|More than 50||Price on application|
Customer may place their account on hold to retain their phone number and avoid reactivation fee for $5 per month.
|Message by SMS||$0.05 per message ($0.10 multi segment)|
|Call transfer to landline or cell phone||$0.20 per call|
|Call transfer to international number||Dependent on country - please enquire if you anticipate calls being transferred outside of the United States|
|Virtual Address||$50 per month|
|Additional Numbers||$10 per month|
Minutes Per Month
|MessageCenter Voicemail||200||$9.95||$0.06 per minute|
After Hours Calls. Calls answered by the RHQ answering service outside of 5am to 7pm Monday to Friday local time in Phoenix, Arizona or on Paid Public Holidays (New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas) based on Mountain Standard Time, will incur a surcharge of $0.30 per call or $0.20 per call for Message Express. will incur a surcharge of $0.30 per call or $0.20 per call for Message Express.
Calls identified by RHQ as being from telemarketers or promotional companies will not be deducted from subscription allowances or incur the excess call rates stated above in Section 6.2. RHQ makes best endeavours but takes no responsibility for the accurate identification of such calls as being from telemarketers or promotional companies.
VHQ & RHQ define a telemarketing call as one that:
Short Duration Calls.From 4 January 2021, calls answered by RHQ that are under 5 seconds in duration will not be deducted from subscription allowances or incur the excess call rates stated above in this section 6.2.
6.3 Discounts. If RHQ grants to Customer any discount for any Selected Paid Service, such discount will be applied to the applicable charges set forth in the Price List or these Terms and will apply only during the period specified by RHQ (“Discount Period”), after which the charges set forth in the Price List or these Terms will apply without such discount.
6.4 Subscription Charges. For each Selected Paid Service, the applicable Subscription Charge for each Paid Service Term may be charged to Customer’s Credit Card in advance of such Paid Service Term. With respect to any Selected Paid Service that is added in the middle of (i.e., not on the first day of) a Paid Service Term, the Subscription Charge for such Paid Service Term will be pro-rated for the remainder of such Paid Service Term and may be charged to Customer’s Credit Card when RHQ starts providing such Selected Paid Service.
6.5 Usage Charges.
6.6 Pricing Plan Changes. Customer may request to change the Pricing Plan it selected for any Selected Paid Service to a different Pricing Plan. If VHQ/RHQ approves such request (acting reasonably), the new Pricing Plan will take effect on the first day of the Paid Service Term following the Paid Service Term in which VHQ/RHQ receives such request unless Customer requests, and VHQ/RHQ agrees, that the new Pricing Plan will take effect during the Paid Service Term in which VHQ/RHQ receives such request, in which case the following will apply:
(a) Customer’s Paid Service Term for the new Pricing Plan will commence the following day (unless Customer and VHQ/RHQ agree otherwise); and
(b) if there are unused usage allowances in the previous Pricing Plan, the Customer will receive a credit to their account calculated as:
Credit % (defined below) x Subscription Charge of previous Pricing Plan
Credit % is equal to the lesser of:
(i) days remaining in the Paid Service Term divided by the average number of days in a month (30.4 days); or
(ii) unused usage allowances in the previous Pricing Plan divided by usage allowances of the previous Pricing Plan.
(c) Usage Charges incurred by Customer during a Paid Service Term in excess of usage allowances will be calculated under the terms of the Pricing Plan in place at that time of the usage; and
(d) except as set forth in Section 6.6(b) above, Customer will not be entitled to any refunds or credits for any amounts previously paid, and any charges previously incurred by Customer will remain payable by Customer.
6.7 Taxes. Customer will be responsible for any taxes, duties, levies or other governmental charges (collectively, “Taxes”) assessed or imposed in connection with any VHQ/RHQ Offerings provided to Customer or any payments or transactions under these Terms, excluding VHQ/RHQ’s income taxes. Customer will be responsible for paying applicable sales and use taxes for the purchase of any Paid Services based on the address that Customer provides when registering with VHQ/RHQ. If VHQ/RHQ is obligated to collect or pay any such Taxes, VHQ/RHQ may charge to Customer’s Credit Card the amount of such Taxes except to the extent Customer provides VHQ/RHQ with a valid tax exemption certificate authorized by the appropriate taxing authority.
6.8 Credit Card Payments. Customer hereby authorizes VHQ/RHQ to submit charges to Customer’s Credit Card as permitted under this Section 6. Notwithstanding anything to the contrary, RHQ may, acting reasonably at its discretion, require that (a) a different credit card be provided as Customer’s Credit Card, or (b) any amount VHQ/RHQ is permitted to charge to Customer’s Credit Card be paid by Customer using a method of payment other than Customer’s Credit Card, e.g., cheque or electronic funds transfer.
6.9 Other Payment Terms.All amounts payable by Customer under these Terms will be charged in United States dollars to Customer’s Credit Card or otherwise paid via a payment method agreed by the parties. If any amount payable by Customer under these Terms is not paid when due (including, without limitation, due a charge to Customer’s Credit Card being declined or initially accepted but subsequently reversed), (a) Customer may be charged interest at a rate of 10% per annum calculated daily until such amount is paid in full, (b) Customer will be responsible for all reasonable expenses (including collection and legal fees) incurred by RHQ in collecting such amount and (c) RHQ reserves the right to re-direct Customer’s telephones calls to an automated answering service with immediate effect until such amount is paid in full.
6.10 Unwanted Calls. VHQ/RHQ does not take any responsibility for any inbound calls, including, without limitation, any inbound calls from (a) telemarketers or promotional companies, (b) callers who misdialed, or (c) or callers who do not leave messages. VHQ/RHQ makes best endeavours to facilitate the blocking of numbers as nominated by Customer to minimise the number of such calls, however these calls qualify as inbound calls and may result in Usage Charges in accordance with Section 6.2.
7.1 Revisions to Prices.VHQ/RHQ may revise the Price List or charges set forth in these Terms from time to time. Such revisions may include, without limitation, changes to the amounts of the Subscription Charges or Usage Charges for VHQ/RHQ Paid Services, changes to the usage allowances included in the Pricing Plans, and discontinuation of Pricing Plans.
(a) Each such revision will take effect after reasonable notice is provided by being posted to the RHQ Website, except that any such revision that affects a Selected Paid Service will apply to Customer starting at the commencement of a Paid Service Term beginning no less than thirty (30) days from the date which RHQ provides notice of such revision to Customer in accordance with Section 16.8. If Customer does not agree to any such revision, Customer may terminate the affected Selected Paid Services in accordance with Section 10.1 below and discontinue its use of such Selected Paid Services. If Customer does not terminate its use of any affected Selected Paid Service prior to the effective date of such revision, Customer will be deemed to have agreed to such revision with respect to such Selected Paid Service.
(b) If a Pricing Plan selected by Customer is discontinued, Customer will select a new Pricing Plan from then-current pricing plans offered by RHQ. If Customer does not select a valid new Pricing Plan prior to the effective date of such discontinuation, then (i) RHQ may suspend the affected Selected Paid Service until Customer selects a valid new Pricing Plan or (ii) Customer may terminate the affected Selected Paid Service by written notice.
7.2 Changes to Services or Terms. VHQ/RHQ may from time to time make changes to any Selected Paid Service (including, without limitation, the scope, nature and other details of such Selected Paid Service), these Terms, VHQ/RHQ’s Fair Use Policy (as defined in Section 8.4 below) or any other terms or conditions appearing on the VHQ/RHQ Website that may be referred to in these Terms, in each case by providing notice to Customer in accordance with Section 13.3. Each such change will be effective on the date of such notice if such change is made by VHQ/RHQ to comply with any applicable laws or to address any actual or potential third party claims, or if such notice is provided to Customer during the Trial Service Term; otherwise, it will be effective at the end of the Paid Service Term in which such notice is delivered, provided that if such notice is delivered less than fifteen (15) days prior to the end of such Paid Service Term, such change will be effective at the end of the subsequent Paid Service Term. If Customer does not agree to such change, Customer may terminate the affected Selected Paid Services in accordance with Section 10.1 below and discontinue its use of all other affected VHQ/RHQ Offerings. If Customer does not terminate such Selected Paid Services and discontinue its use of all other affected VHQ/RHQ Offerings prior to the effective date of such change, Customer will be deemed to have agreed to such change. For avoidance of doubt, this paragraph does not apply to changes to the Price List, which are addressed in Section 7.1.
8.1 Information Provided by Customer. Customer represents that all information provided by Customer to VHQ/RHQ (including, without limitation, all contact information and information regarding Customer’s Credit Card) is accurate, up-to-date and complete at the time it is provided to VHQ/RHQ. Customer will update all such information so that it remains accurate, up-to-date and complete at all times.
8.2 Forwarding Phone Numbers. Some VHQ/RHQ Offerings may involve the forwarding of calls or messages to phone numbers specified by Customer (“Forwarding Telephone Numbers”). Customer represents that all Forwarding Telephone Numbers are under Customer’s direct control, and Customer will not direct VHQ/RHQ to forward calls or messages to any phone numbers not under Customer’s direct control. In addition, Customer acknowledges and agrees that VHQ/RHQ will have the right to refuse to forward calls and messages to any telephone number in VHQ/RHQ’s discretion, in which case Customer will need to provide a different telephone number to receive forwarded calls and messages.
8.3 Compliance with Laws. Customer will at all times comply with all applicable laws and regulations in connection with its use of VHQ/RHQ Offerings. Customer will not use any VHQ/RHQ Offerings to engage in, or to encourage or assist others to engage in, any illegal or fraudulent activities.
8.4 VHQ/RHQ Fair Use Policy. In connection with its use of VHQ/RHQ Offerings, Customer will at all times comply with VHQ/RHQ’s fair use policy (“Fair Use Policy”). The Fair Use Policy pertains to:
(a) Customer’s usage during the Trial Service Term. RHQ may shorten or end the Trial Service Term of the Customer with immediate effect should it determine, at its absolute discretion, that the Customer’s usage is in any way unreasonable.
(b) Customer’s inbound call durations on ReceptionistPlus and Message Express subscriptions. After providing reasonable notice, RHQ may require that Customer’s Account be re-configured, that Customer transition to a MyAssistant subscription or terminate any or all Selected Paid Services with effect at the end of the then current Paid Service Term, should it determine, at its absolute discretion, that the Customer’s inbound call durations are in any way excessive or unreasonable. (c) Customer’s call transfer durations. After providing reasonable notice, RHQ may require that Customer’s call transfers be charged on a per minute basis or terminate any or all Selected Paid Services with effect at the end of the then current Paid Service Term, should it determine, at its absolute discretion, that the Customer’s use of call transfers is in any way unreasonable.
This Fair Use policy may be amended by RHQ from time to time.
8.5 Other Prohibited Activities. Customer will not, and will have no right to:
(a) sell, resell or otherwise provide any VHQ/RHQ Offerings to third parties, or use or otherwise exploit any VHQ/RHQ Offerings for the purpose of selling or otherwise providing to third parties the benefit of any VHQ/RHQ Offerings or any products or services that are similar to any VHQ/RHQ Offerings;
(b) overburden, disable or otherwise disrupt any VHQ/RHQ Offerings or interfere with the use of any VHQ/RHQ Offerings by any other VHQ/RHQ customers; or
(c) obtain or attempt to obtain any materials or information regarding any VHQ/RHQ Offerings or any other user of VHQ/RHQ Offerings through any means not intentionally made available or provided for by VHQ/RHQ through the VHQ/RHQ Website or any VHQ/RHQ App.
8.6 Indemnification. Customer will indemnify, defend, and hold harmless VHQ/RHQ from and against all liabilities, damages, and costs (including settlement costs and reasonable attorneys’ fees) arising out of any breach by Customer of this Section 8 or any third party claim relating to any of Customer’s products, services or businesses.
9.1 Insufficient Funds. VHQ/RHQ may suspend the performance of any or all Selected Paid Services if any charge submitted by RHQ to Customer’s Credit Card as permitted under these Terms is declined or is initially accepted but subsequently reversed, or any amount payable by Customer under these Terms is not otherwise paid when due.
9.2 Emergency Suspension. VHQ/RHQ may suspend the performance of any or all Selected Paid Services and disable Customer’s access to Customer’s Account and any VHQ/RHQ Offerings if VHQ/RHQ has any reason to believe that (a) Customer has committed any breach of Section 8 or has engaged in any activity that could disrupt any VHQ/RHQ Services, or (b) there has been any unauthorized access to Customer’s Account or unauthorized use of any VHQ/RHQ Services in Customer’s name.
10.1 Termination by Customer. Customer may terminate any or all of the Selected Paid Services at any time by sending RHQ an email to email@example.com that identifies the Selected Paid Services to be terminated and the date on which Customer desires such termination to take effect (“Requested Termination Date”), which date will be no earlier than three (3) days after the date such email is sent. The effective date of such termination will be, at VHQ/RHQ’s election, either (i) the Requested Termination Date or (ii) three (3) days after the date such email is sent. If a new Paid Service Term starts prior to the effective date of such termination, Customer will incur the applicable Subscription Charge for the new Paid Service Term.
10.2 Termination by VHQ/RHQ
(a) For Cause. VHQ/RHQ may terminate any or all Selected Paid Services if (i) Customer commits a breach of Section 5.2, 8.3, 8.4 or 8.5, (ii) Customer commits any other breach of these Terms and fails to remedy such breach within five (5) days, or (iii) Customer ceases conducting business in the normal course, becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its business or assets, avails itself of or becomes subject to any petition or proceeding relating to insolvency or the protection of the rights of creditors, or any other insolvency or bankruptcy proceeding or other similar proceeding for the settlement of Customer’s debt is instituted.
(b) For Convenience. VHQ/RHQ may terminate for convenience any Selected Paid Service by providing notice to Customer in accordance with Section 13.3. Such termination will be effective immediately if such Selected Paid Service is terminated by VHQ/RHQ to comply with any applicable laws or to address any actual or potential third party claims; otherwise, it will be effective at the end of the Paid Service Term in which such notice is delivered.
10.3 Effect of Termination
(a) Subscription Charges. VHQ/RHQ will have no obligation to refund any Subscription Charges paid by Customer for any Selected Paid Service upon any termination thereof.
(b) Prepaid Usage Credit. VHQ/RHQ will refund to Customer any unused balance of the Prepaid Usage Credit if (i) VHQ/RHQ terminates all Selected Paid Services for convenience in accordance with Section 10.2(b) above or (ii) Customer terminates a Selected Paid Service in accordance with Section 10.1 in response to, and within ten (10) days of, VHQ/RHQ making a change or revision as described in Section 7.1(a) or 7.2, and there are no other Selected Paid Services. VHQ/RHQ will have no obligation to refund any unused balance of the Prepaid Usage Credit if the Selected Paid Services are terminated by either party under any other circumstances.
(c) Phone Calls and Messages. Following termination of any VHQ/RHQ Service, VHQ/RHQ will not be responsible in any way for answering calls, taking or delivering messages, or performing any other activities in connection with such VHQ/RHQ Service.
(d) Customer’s Account. Upon termination of all VHQ/RHQ Services, VHQ/RHQ may terminate Customer’s Account and Customer’s access thereto.
(e) Customer Data. VHQ/RHQ will have no obligation to retain any data or other information (including, without limitation, any messages or call logs) obtained or generated by VHQ/RHQ in connection with any VHQ/RHQ Service after termination of such VHQ/RHQ Service.
(f) Service Reinstatement. Following termination of any VHQ/RHQ Service, VHQ/RHQ will have no obligation to reinstate or otherwise recommence such VHQ/RHQ Service. If VHQ/RHQ elects (in its discretion) to reinstate or otherwise recommence a terminated VHQ/RHQ Service, VHQ/RHQ may require that Customer pay a reinstatement fee of $50.
12.1 VHQ/RHQ and Customer all agree to comply with the relevant data protection regulation and laws (the “Data Protection Laws”), these being; up to and including 24 May 2018, the Data Protection Act 1998 (the “Act”) and thereafter the General Data Protection Regulation (“GDPR”) (as amended or updated from time to time). Further VHQ/RHQ and Customer acknowledge that these Terms, in part or whole, do not relieve, remove or replace, either VHQ/RHQ or Customer’s obligations under the Act or GDPR.
12.2 VHQ/RHQ and Customer acknowledge that for the purposes of the Act and GDPR, RHQ is the data processor (the “Processor”) and the Customer is the data controller (the “Controller”) in relation to Customer’s personal data (“Personal Data”). The Controller hereby appoints the Processor with respect to processing activities undertaken in the course of the provision of receptionist services.
12.3 RHQ and Customer acknowledge and agree that the Processor is subject to the following obligations:
12.3.1 The Processor shall comply with the relevant Data Protection Laws and must: –
12.3.2 The Processor is responsible for ensuring that each of its employees, agents, subcontractors or vendors are made aware of its obligations regarding the security and protection of the personal data and the terms set out in this agreement.
12.3.3 The Processor shall maintain induction and training programs that adequately reflect the Data Protection Law requirements and regulations.
12.3.4 Any transfers of personal data to a third country or an international organisation shall only be carried out on documented instructions from the Controller; unless a legal requirement exists, the Processor shall inform the Controller of that legal requirement before processing.
12.3.5 The Processor shall maintain a record of all categories of processing activities carried out on behalf of the Controller, containing: –
12.3.6 The Processor shall maintain records of processing activities in writing, including in electronic form and shall make the record available to the supervisory authority on request
12.3.7 When assessing the appropriate level of security and the subsequent technical and operational measures, the processor shall consider the risks presented by any processing activities, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data transmitted, stored or otherwise processed.
12.4 VHQ/RHQ and Customer acknowledge and agree that the Controller is subject to the following obligations:
12.4.1 The Controller is responsible for verifying the validity and suitability of the Processor before entering into a business relationship.
12.4.2 The Controller shall carry out adequate and appropriate onboarding and due diligence checks for all Processors, with a full assessment of the mandatory Data Protection Law requirements.
12.4.3 The Controller shall verify that the Processor has adequate and documented processes for data breaches, data retention and data transfers in place.
12.4.4 The Controller shall obtain evidence from the Processor as to the: –
12.4.5 Where the Controller has authorised the use of any Sub-Processor by the initial Processor, the Controller must verify that similar data protection agreements are in place between the initial Processor and Sub-Processor.
12.4.6 Where the Controller has authorised the use of any Sub-Processor by the initial Processor, the details of the Sub-Processor must be added to a register of Sub-Processors.
12.5 The Controller and Processor acknowledge they understand and agree to the following specifics with respect to the Processor’s processing activities:
13.1 Disclaimer of Warranties. Customer acknowledges and agrees that Customer’s use of the VHQ/RHQ offerings is at Customer’s sole risk. To the maximum extent permitted by applicable law, the VHQ/RHQ Offerings are provided “as is” and “as available,” with all faults and without warranty of any kind, and VHQ/RHQ expressly disclaims all representations and warranties (whether express, implied, statutory or otherwise) regarding any VHQ/RHQ offerings or any other aspects of this agreement, including, without limitation, any warranties of title, satisfactory quality, non-infringement of third party rights, accuracy, quiet enjoyment, merchantability or fitness for a particular purpose, and any warranties arising out of any industry custom or course of dealing. Without limiting the foregoing, RHQ makes no representations or warranties regarding the quality, accuracy or content of any information or messages received on behalf of customer, and VHQ/RHQ does not warrant that any VHQ/RHQ offering will be free of mistakes, defects or inaccuracies, will be available without interruption, or will meet customer’s requirements.
13.2 Statutory Guarantees. VHQ/RHQ does not exclude, restrict or modify any liability that cannot be excluded, restricted or modified, or which cannot be excluded, restricted or modified except to a limited extent, as between VHQ/RHQ and Customer by law. However, where such statutory provisions apply, to the extent to which VHQ/RHQ is entitled to do so, VHQ/RHQ’s liability will be limited at its option to:
13.3 Limitations of Liability. To the extent not prohibited by applicable law, and regardless of the theory of liability (contract, tort or otherwise), in no event will (a) VHQ/RHQ be liable under or in connection with this agreement for any indirect, special, incidental, consequential, exemplary or punitive damages, or any damages for business interruption or loss of revenues, profits, business or data, even if VHQ/RHQ knew or should have known of the possibility of such damages, or (b) VHQ/RHQ’s aggregate liability under or in connection with this agreement exceed the total of all amounts paid by Customer to VHQ/RHQ for the VHQ/RHQ Offerings giving rise to liability applicable to the Paid Service Terms during which the events giving rise to liability occurred. The foregoing limitations will apply even if the above stated remedy fails of its essential purpose.
13.4 Essential Part of Bargain. Customer acknowledges that the disclaimers of warranties and limitations of liability set forth in these Terms are essential to the bargain between Customer and VHQ/RHQ, and that VHQ/RHQ would not have been willing to enter into these Terms or to provide any VHQ/RHQ Offerings to Customer absent any such disclaimers or limitations.
13.5 Exceptions. The laws of some jurisdictions may not allow the exclusion of implied warranties or limitations on applicable statutory rights of a consumer. If such laws apply to Customer, some or all of the warranty exclusions and limitations of liability set forth in these terms may not apply to Customer.
14.1 Confidentiality.Each party must keep all Confidential Information of the other party confidential and secret at all times, only use and disclose that Confidential Information to the extent necessary for compliance with its obligations and duties in accordance with the provisions of this Agreement and must take all action necessary to maintain the confidential nature of the other party’s Confidential Information.
14.2 Disclosure required by law.A party may disclose the Confidential Information of the other party if legally compelled to do so by any judicial or administrative body in which case it must promptly inform the other party and take all reasonably available legal measures to avoid such disclosure.
14.3 Return or destruction of Confidential Information. Each party must, on receipt of written notice from the other party requiring the return or destruction of any of the Confidential Information in the possession, custody or control of the relevant party:
14.4 Definitions For the purposes of this Agreement:
15.1 Subject to section 15.9, a party must not start court proceedings in respect of a dispute arising out of or in connection with this agreement (“Dispute“) unless it has complied with this section 15.
15.2 If any Dispute arises, the party claiming that a Dispute has arisen must notify the other party (giving details of the Dispute) and the parties will make every effort to resolve the Dispute by mutual negotiation followed by mediation in accordance with this section 15.
15.3 During the seven day period after a notice is given under section 15.2 (or such longer period agreed to in writing by the parties to the Dispute) (the “Initial Period”), each party must use its best efforts to resolve the Dispute through mutual negotiation between a representative from each party with authority to agree to a resolution of the Dispute.
15.4 If the parties are unable to reach a resolution of the Dispute by mutual negotiation of their representatives by the end of the Initial Period, each party agrees that the Dispute must be referred for mediation in accordance with the laws of Arizona.
15.5 The role of any mediator is to assist in negotiating a resolution of the Dispute. A mediator may not make a decision that is binding on a party unless that party has so agreed in writing.
15.6 Any information or documents disclosed by a party under this section:
15.7 Each party must bear its own costs of complying with this section and the parties must bear equally the costs of the mediator.
15.8 If a party has complied with sections 15.1 to 15.4 and the Dispute has not been resolved within 21 days from the end of the Initial Period, then either party may terminate the dispute resolution process by giving written notice to the other party.
15.9 Nothing contained in this section will deny any party the right to seek injunctive relief from an appropriate court.
15.10 The dispute resolution procedures in this section will not apply where a party is entitled under this Agreement to immediately terminate this Agreement.
16.1 Governing Law and Venue. This Agreement will be governed by and construed pursuant to the laws of Arizona, United States and the parties agree to submit to the jurisdiction of the Courts of Arizona, United States in connection with any dispute relating to this Agreement.
16.2 Force Majeure. If VHQ/RHQ or customer is prevented from or delayed in complying with an obligation by an event beyond its reasonable control, performance by it of that obligation is suspended during the time compliance is prevented or delayed.
16.3 Severability. If the whole or any part of a provision of this Agreement is invalid or unenforceable in a jurisdiction it must, if possible, be read down for the purposes of that jurisdiction so as to be valid and enforceable. If however, the whole or any part of a provision of this Agreement is not capable of being read down, it is severed to the extent of the invalidity or unenforceability without affecting the remaining provisions of this Agreement or affecting the validity or enforceability of that provision in any other jurisdiction.
16.4 Waiver.A party does not waive a right, power or remedy if it fails to exercise or delays in exercising the right, power or remedy. A single or partial exercise by a party of a right, power or remedy does not prevent another or further exercise of that or another right, power or remedy. A waiver of a right, power or remedy must be in writing and signed by the party giving the waiver.
16.5 Survival.Any indemnity or obligation of confidentiality in this Agreement is independent and survives termination of this Agreement. Any other term which by its nature is intended to survive termination of this Agreement survives termination of this Agreement.
16.6 Assignment.Customer will not assign, whether in whole or part, the benefit of this Agreement or any rights or obligations under this Agreement, without the prior written consent of RHQ, which will not be unreasonably withheld.
16.7 Entire Agreement.This Agreement constitutes the entire agreement between the parties in connection with its subject matter and supersedes all previous agreements or understandings between the parties in connection with its subject matter.
16.8 Notices to Customer. Any notice from VHQ/RHQ to Customer required, permitted or otherwise contemplated by these Terms may be provided by VHQ/RHQ to Customer by email, text message, message in the client portal on the VHQ website, telephone or voicemail message.
Last Updated: 16 November 2020