Spainbox terms and conditions

Mailboxes rental and Virtual address terms and conditions

Subject to the customer observing the Terms and Conditions set out below, Spainbox (“the Company”) agrees to provide a mailbox service (“the Mailbox Service”) to the customer (“the Customer”) for the term (“the Term”) at the premises (“the Premises”) specified in the Mailbox Service Agreement (“the Agreement”).

  1. The Mailbox Service provided by the Company will consist of the following services:
    1. The Company will provide the Customer with a mailbox address at the Premises for which the Customer will pay a Registration Fee.
    2. Where a physical mailbox is requested at the Premises, the Company will provide the Customer with a key to that mailbox for which the Customer will pay a Key Deposit Fee, refundable on return of the key promptly at the end of the Term.
    3. Where a virtual address service is requested at the Premises, the Customer can collect mail from the sales counter during the Premises opening hours.
    4. Where 24 hour access is available at the Premises and requested by the Customer, the company will provide the Customer with door entry access for which the Customer will pay a 24 Hour Access Fee.
    5. The Customer may use the Mailbox Service address provided by the Company as the Registered Address at Companies House, provided that the Customer complies with Companies House requirements and pays an annual Registered Company Address Fee.
    6. The Company will receive on the Customer’s behalf all pre-paid mail addressed to the Customer’s mailbox and will deposit the same in the Customer’s mailbox.
    7. The Company will receive on the Customer’s behalf items of Special, registered or recorded delivery mail provided that, if the Customer refuses to accept any such item, the Customer will pay any costs or fees associated with its refusal or return.
    8. The Company will receive items requiring cash on delivery, subject to the Customer making advance arrangements for their receipt and payment by the Company to the satisfaction of the Company.
  2. Payment for the Mailbox Service (“the Payment”) is payable in full in advance. The Customer may terminate the Mailbox Service at any time. There will be no refunds for early termination by the Customer.
  3. The Company may in its absolute discretion refuse to accept delivery of any item for any reason, including, without limitation, that
    1. there is no or insufficient prepaid postage; or
    2. any Payment is outstanding; or
    3. in the Company’s opinion, delivery of the item is in breach of Condition 7; or
    4. the Customer is using the Mailbox Service for the delivery of unreasonably large items of mail or an unreasonable volume of items of mail; or
    5. any item received is addressed to an individual or business name not listed as a mailing name within the Agreement; or
    6. if the Mailbox Service is being used for the storage or delivery of items of value.
  4. If the Customer breaches any of these Terms and Conditions, the Company may terminate the Mailbox Service forthwith. The Customer following termination hereby authorises the Company at the Company’s absolute discretion either to retain, or destroy any items of mail addressed to the Customer or any items on the Premises which are the property of the Customer, or to return them to the sender, or to return them to the last known address of the Customer at the Customer’s risk.
  5. If the Customer fails to make any Payment, any mail received after the expiry of the existing agreement may, at the Company’s absolute discretion, be retained for up to 30 days pending Payment. In this event a Late Payment Fee will be charged.
  6. If the Customer uses the Mailbox Service address within any advertising undertaken via third parties including but not limited to printed or online directories, search engine portals or on the Customer’s own or any other websites, Payment will be required to cover the entire advertising period for which the Mailbox Service address is displayed.
  7. If any Payments or other sums are outstanding to the Company, the Company shall have a lien over all uncollected items until such Payments are duly made.
  8. The Customer undertakes
    1. not to use the Mailbox Service for any purpose which in the Company’s considered opinion may be deemed to be illegal or antisocial and if it does so it acknowledges that the Company may report the same to any relevant authority; and
    2. not to send or deliver or permit to be sent or delivered to the Premises any illegal, defamatory, obscene, dangerous or bulky object or material.
  9. If the Customer is in breach of condition 8 of these Terms and Conditions, then the Company may terminate the mailbox service with immediate effect. In this instance there will be no refund of the Payment.
  10. The Customer authorises the Company and any of its representatives to sign at their discretion on the Customer’s behalf for any deliveries addressed to the Customer’s mailbox address.
  11. If the Customer fails to remove any item within one month of notice to that effect being given (“the Notice Date”) then the Customer hereby authorises the Company in its absolute discretion, either to destroy such items or to return them either to the Customer at the Customer’s last known address or to the sender at any time after the Notice Date without further notice at the Customer’s expense.
  12. Any person having possession of the Customer’s mailbox key is deemed to be authorised by the Customer and the Company will not be bound to enquire into the authority of such a person. The Company will not be liable for any loss or damage arising in the event that the key is in the possession of an unauthorised person.
  13. If the Customer loses the key of the mailbox or fails to return it to the Company on termination of this Agreement, the Customer will forfeit the Key Deposit Fee referred to in 1.ii above. The customer will pay a Key Replacement Fee if a new key is required.
  14. The Customer will indemnify the Company against any expense, liability, loss, claim or proceedings incurred by the Company arising from use by the Customer of the Mailbox Service, except to the extent that the same is caused by the negligence of the Company.
  15. The Customer may check by telephone or email to see if they have any mail. The Company is not obliged to open and read mail or tell who it is from.
  16. Packages and oversized mail received addressed to the Customer will be held for one week at no extra charge, after which a Package Holding Fee will be levied per item held, per day or fraction thereof.
  17. Where the Customer utilises the Mailbox Service for the regular receipt of parcels or significant volumes of mail which exceed the capacity of the mailbox allocated, a Mail Handling Fee will be applied at the discretion of the Company.
  18. The Mailbox Service is not to be used for the storage or delivery of items of value. The Company has no knowledge of the value of any item of mail and will not accept notification of value. The liability of the Company in respect of any damage or loss is limited to £5 for each claim and in aggregate shall not exceed the amount of the Payment in any Term.
  19. The Company shall not be liable for any indirect or consequential loss, including loss of profit, nor for any liabilities, costs, claims, demands or expenses arising from any event beyond its control including, but not limited to, any loss, damage, delay or misdelivery on the part of National Postal Mail or any other carrier.
  20. In order to activate the mailbox service the Customer is required to provide:
    1. the full name, address and telephone number of all persons for whom mail is to be received, held or forwarded;
    2. the nature of business to be undertaken or reason for rental where rental is not for business purposes. A business can be defined as an activity involving the sale of goods and/or services;
    3. two original forms of identification for all persons for whom mail is to be received, held or forwarded, of a type approved by the Company, including a ‘proof of identity’ and a ‘proof of address.’  The Company may disclose this information if requested by an appropriate authority or if required for the pursuit of legal action.

    If the Customer fails to produce valid ID within 30 days of commencement of the Rental Period, the Company reserves the right at its sole discretion to refuse to accept delivery of items and/or return them to sender.

  21. The Customer may select a Mail Forwarding service. The Company will forward mail to an address nominated by the Customer on an agreed basis. For this service the Customer will pay a Mail Forwarding Fee in addition to the cost of materials and postage or courier charges each time mail is forwarded. A Mail Forwarding deposit will be payable in advance.
  22. It is the responsibility of the Customer to notify the Company of any change in address or contact details, or any change to named recipients of mail in writing, during the period of the Mailbox Agreement.
    1. The rights and obligations of the Company and the Customer under this Agreement shall be governed and construed in accordance with Spanish law.
    2. The Customer may not assign any of its rights or benefits hereunder.
    3. These Terms and Conditions shall prevail notwithstanding any conflict with the terms and conditions of any order or contract submitted by the Customer in respect of the Mailbox Service or any other services provided by the Company.
  23. Where the Customer has purchased the mailbox rental service online, the Customer may cancel the order and receive a full refund provided the Company receives the Customer’s request in writing from within 24 hours of the purchase transaction. The Mailbox Service purchase will be considered live and operational once the Company has issued the mailbox number. The Term will commence at this time. Any cancellation of a Personal Mailbox Service, where the service has not been used, made up to 14 days after this point, will incur a cancellation charge of 25 euros including VAT to cover administration costs. In all other circumstances clause 2 will apply.
  24. Notwithstanding clause 2, payment may be made in instalments in limited, specific circumstances, under the Mail Boxes Etc. Direct Debit scheme where this is offered by the Company.
  25. The Company is obliged to maintain accurate and current details of the Customer as required by relevant Spanish authorities. These requirements may change from time to time. The Customer will promptly advise any change in details and provide all information reasonably requested and accepts that mail and packages may be withheld and/or inspected at the Company’s discretion, pending investigation of information provided.
  26. Google places addresses, Only active clients that are using mailboxes at spainbox will be allow to use his Spainbox address at Google places, that means that only after at least 6 months of activity, we can process Google Spain letters and reports about PIN codes. If your company use spainbox address to receive returns you only need 1 month of activity receiving returns.
  27. Money Laundering Regulations and the Spanish Local Authorities  – Under the Money Laundering Regulations  (as updated from time to time) and where applicable the Spanish Local Authorities, we may be required to verify the identity of those we deal with. This may include checking against electronic and other databases (public or otherwise).
  28. Data Protection (the Act) – The information on this form may also be used to verify identity. That information will be held securely on our systems. It will only be passed to other group companies of ours and our and their trading partners for use exclusively in connection with the provision of serviced and/or virtual offices and related services. It will not be passed to any other party without your express permission, unless we are required to do so by law or regulation. We will store the information and our verification thereof in accordance with relevant legislation after which it will be destroyed. The Act confers rights of access to certain information we hold. Details are available on request. In addition this information may be used for the prevention or detection of offences for fraud prevention purposes. We may share any information we collect with the Police to assist with investigations and/or enquiries as well as other public or private sector agencies or representative bodies complying with legislation and in accordance with relevant statutory and regulatory obligations. Information may be shared with the Business Centre Association and their members. Information shared in this way will not be used for marketing purposes.

Shipping terms and conditions

  • 1) Spainbox (“the Company”) acting as forwarding agent for the Customer requesting and paying for the service (“the Customer”) will receive from the Customer the goods to be carried (“the Goods”) and arrange for their carriage by an appropriate carrier (“the Carrier”).
  • 2) This agreement supersedes all previous agreements, arrangements and undertakings between the parties and constitutes the whole agreement between the Customer and the Company. These Terms and Conditions shall prevail notwithstanding any conflict with the terms and conditions in any order or contract submitted by the Customer in respect of any other services provided by the Company.
  • 3) The Customer acknowledges that the carriage of the Goods will be on the standard terms and conditions of the Carrier and that any Enhanced Cover provided will be on the standard terms and conditions of the provider. Copies of all terms and conditions are available from the Company on request.
  • 4) For each parcel the Customer shall provide a full and accurate postal address, including the postcode, and contact telephone number and where appropriate VAT number of both the consignee and the sender. The Customer shall provide a commercial/pro forma invoice if required and will retain copies of both these and a Parcel Shipping Order as these will be required to support any claim.
  • 5) The Company’s liability is limited to the level stipulated in the Carrier’s current terms and conditions or, if greater, the value of the Goods declared by the Customer (“The Value”), subject to the payment of the Enhanced Cover compensation fee as specified on the Parcel Shipping Order. No compensation is payable for consequential loss unless specifically requested, defined, agreed and paid for under Enhanced Cover.
  • 6) The Company on payment of the relevant Packaging Material and Packaging Labour charges will pack the Goods to the standard required by the Carrier. Compensation up to a maximum of £75 per consignment will be payable for loss or damage to a parcel packaged by the Company except where the Customer has paid an additional fee for Enhanced Cover.
  • 7) The Goods will not contain any substance that is dangerous or illegal. A list of dangerous goods and other prohibited items is available from the Company. The carriage of the Goods is subject to the acceptance of the Goods by the Carrier. If the Carrier does not accept the Goods for carriage, the Company will hold the Goods and notify the Customer. In this instance, payment will not be refunded and any additional consequential packaging and shipping charges will be payable by the Customer.
  • 8) The Customer acknowledges that the Carrier’s packaging standards for pressure, shock, vibration, temperature and compression have been explained by the Company and that the Customer accepts that neither the Company nor the Carrier will be liable for any damage claimed to any Goods packed by the Customer. In this instance the carriage of the Goods packaged by the Customer is at the Customer’s own risk.
  • 9) The Company acts as an agent for the Customer and accordingly is not liable for any acts or omissions by the Carrier, including but not limited to any liabilities, costs, claims, demands or expenses arising from:
    • i) any loss or damage to the Goods
    • ii) any failure or delay to delivery or misdelivery of the Goods and in this respect the Customer accepts that any statement made by the Company as to probable date of delivery of the Goods by the Carrier is merely a statement of opinion by the Company and not a representation on behalf of the Carrier.
  • 10) The Company or the Carrier may, at its option, or upon the request of the competent authorities, open and inspect any shipment at any time, and shall incur no liability of any kind therefore.
  • 11) All complaints relating to the carriage of the Goods must be addressed in writing to the Company within 14 days of the date of shipment as shown on the Parcel Shipping Order. The Company will make all reasonable efforts to process and resolve complaints with the Carrier but accepts no responsibility for their satisfaction. The Customer accepts that no claim relating to Goods damaged on arrival at their destination will be satisfied without an inspection by the Carrier’s local agent of the damaged parcel(s) and packing.
  • 12) Duty and taxes are controlled by the country of destination and are subject to change without notice. The Company cannot predetermine the amount of duty and tax for a given shipment. Duty and Taxes as well as other charges including, but not limited to, customs penalties, storage costs, or other expenses incurred as a result of an action by customs or failure by the Customer or the consignee to provide proper documentation or to obtain a required license or permit, will be charged to the consignee. The Customer, however, is liable for payment in the event of non-payment by the consignee. Packages refused by the consignee, or which for any other reason cannot be delivered, will be either abandoned or returned to the Customer at the Customer’s cost, and in the event, the Customer is liable for all shipping and other applicable charges specified, including any duties and taxes if levied.
  • 13) Shipments are delivered to the consignee’s address. There is no obligation to deliver a shipment to the consignee personally. The Company may deliver to someone other than the person named on the Air Waybill.


Standard Terms and Conditions of Carriage relating to Compensation and Enhanced Cover 

  • 14) The declared value for Enhanced Cover should represent the total actual value of the item covered including all shipping and packaging charges. Where a lower value of cover is declared and paid for, the maximum settlement in the event of a claim will be the cost of the loss or damage, proportioned down to the extent that the value has been understated.
  • 15) The Company shall not be liable (whether for payment of compensation or refunds or otherwise) for failure to perform, or delay in performance of any of its obligations under these Conditions to the extent that such delay or failure results from circumstances outside its control, including without limitation any adverse weather conditions, traffic congestion, mechanical breakdown, obstruction of public or private highway or from any civil or industrial action whatsoever.
  • 16) The Company shall not be liable in respect of any parcel where any person has been fraudulent or dishonest in any way in respect of that parcel or misrepresents his/her authority to receive a parcel on the consignee’s or the Customer’s behalf.
  • 17) The Company shall not be liable to pay compensation for loss of, or damage to a parcel:
    • i) due to latent or inherent defect, vice or natural deterioration of items;
    • ii) containing Goods covered by specific exclusions;
    • iii) containing tickets, (including without limitation airline tickets, tickets for any mode of transportation, or coupons which are exchangeable for goods or services).
  • 18) Any compensation payable under these Conditions for loss of or damage to any collectable shall be limited to the actual value as confirmed by satisfactory written or printed evidence. Such compensation will not exceed the value declared by the Customer and carries an absolute limit of 25,000 euros per consignment. The Customer will be required to prove value.
  • 19) The Company shall not be liable to pay any refund or compensation in respect of a parcel containing restricted or prohibited goods, a list of which is available from the Company upon request, or otherwise despatched in contravention of any relevant provision in these conditions.
  • 20) The Company shall not be liable to pay any refund or compensation in respect of a parcel which is damaged or delayed as a result of being inadequately packaged by the Customer, incorrectly or partially addressed, or accompanied by incomplete posting or customs documentation.
  • 21) The Company shall not be liable for any damage arising out of changes in temperature or pressure where the Goods have been packaged by the Customer.
  • 22) In accordance with applicable regulations in various jurisdictions the Company or the Carrier is required to undertake X-ray screening. The Company or the Carrier may undertake such screening and the Customer and consignee hereby waive any possible claims for damages as a result of screening.
  • 23) The Company shall not be liable in any circumstances for any claim which relates to seizure or detention of the Goods in the course of transit by customs or other government authorities.
  • 24) In relation to electronic items sent by the Customer, the Company shall not be liable for any mechanical or electrical fault if there is no evidence that the Goods have been physically damaged by the Carrier during transit. For electronic items compensation will only cover material damage which may be caused to the Goods in transit.
  • 25) All claims for compensation must be made on a fully completed Spainbox claim form (available to download from, which must be received by the Company within 14 days of despatch.
  • 26) The Company will require the Customer to substantiate a claim by providing any relevant information about the parcel. This includes proof of despatch, proof of value, at least 3 estimates for repair costs, cost price, invoices, weight and nature of the item(s) lost or damaged. In the case of damage the Customer will provide photographs of the parcel and any items damaged as well as retain the parcel and its packaging for inspection.
  • 27) The Company may make such investigations as it deems necessary to satisfy itself of the validity of any claim.
  • 28) Where a compensation payment is claimed for damage, the Company may, at its sole discretion, choose to (i) pay the cost of repair and any associated loss of value suffered by the Customer; or (ii) arrange for repairs to be made at its expense and compensate the Customer only for any associated loss of value; or (iii) pay the full value declared for the damaged item, and take title to the item, in which case the Customer will ensure the careful return of the item to the Company at the Company’s expense.

Specific Exclusions 

  • 1) Dangerous and Prohibited Goods (as classified below)
  • 2) Money (cash – except numismatic/collectable coins and notes, stamps – except philatelic items and negotiable instruments equivalent to cash such as endorsed stocks, bonds, letters of credit and banker’s drafts)
  • 3) Shipments to PO Box addresses or their equivalent
  • 4) Foodstuffs and beverages requiring refrigeration or other environmental control
  • 5) Lottery or other gambling tickets or receipts
  • 6) Perishables

Prohibited Goods 

  • 1) Shipments requiring The Company to obtain any special licence or permit for transportation, importation or exportation
  • 2) Shipments the possession, carriage, importation or exportation of which is prohibited by any law, statute or regulation in the Spain or the country of destination
  • 3) Packages that are wet, including wet ice, leaking, or emit an odour of any kind
  • 4) Live animals and insects, household pets and live fish
  • 5) Human corpses, organs or body parts, disinterred human remains, except blood, urine, other liquid diagnostic specimens or cremated human remains
  • 6) Firearms, weaponry, ammunition and their parts
  • 7) Drugs, including prescription drugs

Dangerous (Hazardous) Goods 

  • 1) Class One: Explosives
  • 2) Class Two: Gases compressed, liquefied or dissolved under pressure
  • 3) Class Three: Flammable liquids
  • 4) Class Four: Flammable solids
  • 5) Class Five: Oxidising substances and organic peroxides
  • 6) Class Six: Toxic and infectious substances
  • 7) Class Seven: Radioactive material
  • 8) Class Eight: Corrosives
  • 9) Class Nine: Miscellaneous dangerous goods