Terms and Conditions

For contracts with entrepreneurs (§ 14 BGB), legal entities under public law and special funds under public law. Status: 31 October 2026.

1. Scope and contracting parties

These Terms and Conditions apply to the services agreed in the Service Contract provided by
VOffices - Telerion GmbH
Q7, 24
68161 Mannheim
HRB 726791 | VAT ID: DE220591295
hereinafter VOffices.

The sole contracting party is the customer named in the Service Contract. Conflicting terms of the customer apply only if expressly accepted in text form. Individual agreements take precedence.

2. Conclusion of contract, identification and cooperation

Offers are non-binding unless expressly stated to be binding. The contract is concluded by signature of both parties or by express acceptance in text form. VOffices may make activation conditional on a successful identity and eligibility check, required documents, verification of the telephone number and the first payment.

The customer keeps its register data, beneficial owners, contact details, external address for service and authorised persons up to date and notifies material changes without undue delay. Where there are reasonable doubts, appropriate evidence may be requested.

3. Scope of services and limits

VOffices provides only the services expressly agreed in the Service Contract and its annexes. Location, service hours, mail handling, telephone numbers, IVR, call answering, AI functions and optional use of rooms depend on the selected plan.

Services outside the agreed scope must be ordered separately and may be subject to charges. Constant reachability, uninterrupted availability or any particular commercial result is not owed unless expressly agreed.

4. Business address and permitted use

Use of the VOffices address is limited to the agreed purpose and the agreed company name. Passing it on, sublicensing it or use by further legal entities requires prior consent in text form. The virtual office contract does not create any right of tenancy, possession or exclusive use of premises.

Whether the address is suitable as a registered office under the articles of association, a domestic business address, a permanent establishment, a tax domicile or for registrations with authorities depends on the individual case and the legal requirements; this is not guaranteed without an express individual commitment. The customer is responsible for correct register, trade, imprint (Impressum) and tax details. VOffices may prohibit unlawful, misleading or non-agreed uses of the address.

5. Receipt and handling of mail

Mail services exist only to the extent booked. The customer authorises VOffices, to the extent required for this purpose, to accept addressed items; mail is opened and digitised only on the basis of a separate express instruction and an agreement compliant with data protection law.

In particular, the acceptance of cash-on-delivery items, dangerous goods, perishable goods, oversized parcels or items with special identity or delivery requirements is not agreed. Official or court service of documents is handled only where legally permissible and expressly agreed. Mail is forwarded to the address confirmed by the customer against the agreed shipping and handling costs.

The customer ensures timely collection or instructions. Mail that is retained, undeliverable or received after the end of the contract is governed by the separate provisions in Section 13.

6. Telephony, telephone numbers and IVR

Telephone numbers are provided only within the limits of regulatory and technical availability; there is a claim to a specific number only after written confirmation. Required evidence of local area assignment and identity must be provided.

Telephone numbers must not be used abusively, unlawfully or for harassment. The customer provides forwarding destinations, announcements and routing instructions in good time and lawfully. Connection, forwarding, premium-rate number and international charges may be incurred separately, insofar as agreed in advance.

Number porting at the end of the contract takes place within the statutory framework and in accordance with the procedures applicable at the time.

7. Human and AI-assisted call answering

For personal call answering and AI services, the customer specifies permissible call scripts, escalation rules, information and contact persons. AI responses may contain errors; VOffices does not owe any professional legal, tax or medical advice and does not act as legal representative, unless expressly agreed.

The customer is responsible for the accuracy of the content it provides. Before live operation, the parties determine which information is collected, stored, transcribed or transmitted to third parties; required notices to callers as well as data protection roles and contracts are governed separately. Calls are recorded only where legally permissible and separately approved.

8. Meeting rooms and workspaces

Rooms may be used only with a confirmed reservation, during the agreed times and in accordance with the house rules handed out on site. Permanent or exclusive provision is not part of the virtual office contract.

The customer is liable in accordance with statutory provisions for damage culpably caused by it or its visitors. Prices, cancellation terms and any deposits are set out in the respective booking confirmation.

9. Prices, invoices and late payment

The agreed prices are net prices plus statutory VAT. Recurring charges are invoiced in advance; variable services are invoiced after performance or as agreed. Invoices may be transmitted electronically. Payments are due within the period agreed in the Service Contract or stated on the invoice.

In the event of default, the statutory consequences of default apply. After a prior reminder and an appropriate deadline, VOffices may, in the event of significant payment default, suspend services that are not strictly necessary until payment is made, insofar as this is proportionate and legally permissible. Further rights remain unaffected.

10. Price changes

During an agreed fixed initial term, the base charges remain unchanged unless otherwise individually agreed. For subsequent terms, VOffices may announce changed prices in text form at least six weeks before they take effect. In this case, the customer may terminate the contract with effect from the end of the current contract period.

Price changes for additional or usage-based services require an effective agreement or a transparent adjustment basis provided for in the contract.

11. Security deposit

A security deposit is owed only if it is expressly specified in the Service Contract. It serves to secure claims due under the contractual relationship, is not an advance payment and is repaid within a reasonable period after the end of the contract and settlement of outstanding claims. Any amounts retained are accounted for in a comprehensible manner.

12. Contract term, renewal and termination

The initial term is set out in the Service Contract. For a monthly term, the contract is renewed by one month at a time unless terminated in text form with one month's notice to the end of a month. For an initial term of twelve months, the contract is renewed by one month at a time after expiry unless terminated with three months' notice to the end of the initial term. For other individually agreed terms, the expressly agreed notice periods apply.

The right to terminate for good cause remains unaffected. Notices of termination may be sent to the contract email address stated in the Service Contract; receipt and identity must be verifiable.

13. Consequences of termination

When the contract ends, the right to use the business address and the agreed services ends. The customer removes the address without undue delay from its website, imprint (Impressum), business stationery, directories and other publications and arranges any required register changes without culpable delay. VOffices may request reasonable evidence of this.

For items received after the end of the contract, a time-limited forwarding or collection arrangement may be agreed against separate remuneration; otherwise, items are returned to the sender where permissible. Statutory retention and surrender obligations remain unaffected. Telephone numbers and forwarding are terminated in accordance with statutory number porting rights.

14. Prohibited use and extraordinary measures

Prohibited uses include in particular deception about an actual place of business, unlawful business activity, fraud, spam, unlawful telephone marketing, sanctions violations and use for unidentified third parties.

Where there are concrete indications of serious violations, VOffices may, after weighing the interests involved, take necessary and proportionate protective measures; for remediable violations, generally after notice and a reasonable period to remedy. The right to extraordinary termination remains unaffected.

15. Liability

VOffices is liable without limitation for intent and gross negligence, for damage resulting from injury to life, body or health, and in cases of mandatory statutory liability. In the event of a slightly negligent breach of material contractual obligations, liability is limited to the foreseeable damage typical for the contract at the time the contract was concluded. Otherwise, liability for slight negligence is excluded.

These provisions also apply to vicarious agents and do not affect mandatory claims. For postal and telecommunications services, overriding mandatory statutory liability rules apply.

16. Data protection and confidentiality

The parties comply with applicable data protection law. VOffices provides information about the processing of its own customer data in separate data protection notices. Insofar as VOffices processes personal data on behalf of the customer, the parties conclude an agreement pursuant to Art. 28 GDPR before the relevant processing begins, provided the legal requirements are met.

The customer provides the necessary information, instructions and legal bases for transmitted contacts, call content and mail scans. Confidential business information is used only for contractual purposes, unless there is a statutory disclosure obligation.

17. Force majeure and service disruptions

In the event of occurrences beyond a party's reasonable control, in particular large-scale network or power outages, natural events and measures by authorities, the affected performance obligations are suspended for the duration of the disruption, insofar as legally permissible. The parties inform each other and endeavour to mitigate damage. Statutory rights in the event of prolonged impossibility or service disruption remain in place.

18. Final provisions

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. The place of jurisdiction is Mannheim, insofar as legally permissible.

Amendments and additions require at least text form, unless a stricter form is prescribed by law; individual agreements take precedence. Should any provision be invalid, the statutory provisions apply; the validity of the remaining provisions remains unaffected.

Last updated: 31 October 2026