Terms and Conditions

Base Collective Limited
Last updated: 29 October 2026

1. About Base Collective

These terms apply to company formation, registered office and director service address services supplied by Base Collective Limited, trading as Base Collective.

Company number: 16392079
Contact address: Suite 5, The Barns, Lane End Farm, Kelsall Road, Ashton Hayes, CH3 8BH
Email: [email protected]
Telephone: 01244 740 525

“Base”, “we”, “us” and “our” mean Base Collective Limited. “You” means the customer purchasing the service.

Anyone ordering on behalf of a company must have authority to act for that company.

Separate services, including bookkeeping, payroll and other business support, may require a separate engagement letter. They are not included simply because you purchase a formation or address service.

We are not Companies House or HM Revenue & Customs. Purchasing our services does not imply endorsement by either organisation.

2. Availability and eligibility

Company formation and address services will only begin once the necessary regulatory approvals and registrations are in place.

Our initial services are available to UK companies, or customers requesting a UK company formation, where:

• All directors and ultimate beneficial owners are resident in the UK.
• The ownership and control structure can be understood and verified.
• The business has a lawful purpose.
• We can complete our required checks and manage the risks involved.

Residence is separate from nationality. UK-resident applicants of any nationality may apply, subject to the same checks.

We may decline an application that falls outside our service scope or where we cannot satisfactorily complete our checks.

Our Cheshire address is in England. It can only be used as a registered office where compatible with the company’s registration jurisdiction. It cannot be the registered office of a company registered in Scotland or Northern Ireland.

Customers resident in Scotland or Northern Ireland may still apply for other suitable services. We will confirm suitability before accepting the order.

3. Orders and acceptance

Your order is a request to purchase the selected service, subject to our checks and acceptance.

Payment or an automated order acknowledgement does not mean your application has been accepted. A payment receipt confirms receipt of payment only.

Before acceptance, you must complete our customer information form, required identity checks and any requests for supporting information.

A service contract is formed when we send our written acceptance email. That email will identify the approved service, customer and activation date or formation arrangements.

You must not use our address, file it with Companies House or advertise it before receiving written permission from us.

We will not submit a company formation until our checks are complete and we have accepted your instructions.

4. Identity and business checks

We carry out checks to understand our customers, who owns or controls their businesses, and why they require our services.

You must provide accurate, complete and current information, including where requested:

• Your identity and residential address.
• Company details, business activities and actual operating location.
• Directors, shareholders and ultimate beneficial owners.
• Ownership percentages, voting rights and other control arrangements.
• Details of anyone acting on your behalf and evidence of their authority.
• Relevant overseas connections and the purpose of the service.
• Additional evidence needed to resolve questions or complete enhanced checks.

We use Didit and may use other suitable sources to support identity verification and screening.

Document uploads may be accepted through verification. We may request clearer documents, additional evidence or another verification method where necessary.

An automated verification pass does not guarantee acceptance. We review the information and make our own decision.

We may repeat checks during an ongoing relationship. You must respond reasonably promptly to requests for updated information and notify us promptly of changes to directors, ownership, control, residence, business activities or authorised contacts.

We may pause an application or service where required checks are incomplete or concerns remain unresolved. We may be legally restricted from explaining certain decisions or disclosures.

5. Prices and upfront payments

The price, billing frequency, included features and separately charged items will be shown before you place your order.

VAT will be shown where applicable. Companies House and other government fees will be identified separately where relevant.

Payment is taken in full upfront at checkout through Stripe. All orders remain subject to completion of our verification checks and written approval.

Payment does not activate the service, authorise a company formation submission or grant permission to use our address.

If your application is not approved, we will refund your payment in full, without deducting Stripe processing fees or Didit verification costs, subject to any legal restriction on returning funds.

We will not incur optional third-party charges or purchase additional services on your behalf without your agreement.

Changes to existing subscription prices will follow section 15.

6. Refunds before activation

If Base declines your application before activating the service or submitting an authorised formation, we will provide a full refund.

We will also refund an order in full if you withdraw it before our written acceptance and before any service has been supplied.

Refunds will normally be made through the original payment method, without undue delay and within 14 days of our decision or receipt of your withdrawal. Your payment provider may take additional time to display the refund.

We will not charge a refund fee or deduct payment-processing or verification costs from these refunds.

We will not redirect refunds to an unrelated person or account without appropriate checks.

Returning funds remains subject to applicable legal restrictions. Where a restriction applies, we will handle funds in accordance with the law.

7. Consumer cancellation rights

Our services are intended for business purposes. However, where you qualify as a consumer, your statutory rights apply and are not excluded by these terms.

For an online service contract, you normally have 14 days from the day after the contract is formed to cancel without giving a reason.

To cancel, email [email protected] with a clear statement of your decision. You may use the cancellation form at the end of these terms, but this is not compulsory.

We will not start supplying a service during that period unless you expressly request an early start.

If you request an early start and then cancel during the cancellation period, we may charge only a lawful, proportionate amount for services actually supplied, provided the required information and request have been obtained. Payment-processing and verification costs are not automatically deductible.

If a service is fully performed during the cancellation period, you lose the statutory cancellation right only where the legal conditions are met, including your express request to start and acknowledgement that the right will be lost on full performance.

A company formation and an ongoing address subscription are separate services for this purpose. Completing a formation does not, by itself, fully perform an ongoing address subscription.

Where a refund is due, we will normally use the original payment method and will not charge a refund fee.

8. Company formation services

You are responsible for providing accurate formation instructions and confirming your authority to submit them.

Before submission, you must check the proposed company name, directors, shareholders, ownership, share structure, addresses and other details we ask you to approve.

Names and applications remain subject to Companies House requirements and decisions. We do not guarantee acceptance, name availability, incorporation by a particular date, or any banking, tax or commercial outcome.

Processing times are estimates unless expressly agreed otherwise.

We will submit the agreed application after acceptance and completion of the required checks. We will provide the resulting documents and notify you of the outcome.

If an application is rejected by Companies House, we will explain the available correction or resubmission options where possible. Any additional charge must be agreed before it is incurred.

For cancellation after submission, refunds will reflect applicable law, work actually performed and government fees that cannot be recovered. This does not limit your remedies where the problem results from our error or failure to exercise reasonable care and skill.

Formation does not include ongoing filings, tax registrations, accounting, legal advice or address services unless expressly included in your package.

9. Registered office and director service addresses

Permission applies only to the companies and individuals identified in our written approval and only to the services purchased.

A registered office service does not automatically include a director service address. Providing a director service address does not mean Base acts as a director.

Our services do not provide:

• A residential address.
• A staffed office or trading premises for your business.
• Meeting facilities, workspace or a right to occupy the property.
• Permission to represent that your staff or business operations are based at our office.
• General business mail or parcel handling unless separately agreed.

You must not resell, share or transfer permission to another company or individual, including a connected business, without our written approval and separate checks.

You must not use the address to mislead others about your location, size, staffing or activities. Legitimate use for privacy and receipt of official correspondence is permitted within the agreed service.

You remain responsible for accurate filings and your legal obligations. We will perform the agreed address and mail-handling service with reasonable care and skill.

10. Official correspondence and scanning

Our initial mail service covers official correspondence addressed to an approved company or individual.

This includes correspondence from Companies House, HMRC, courts, regulators and other public authorities, together with legal notices and documents served on the approved company or officer.

Routine customer or supplier post, advertising, personal mail, goods and parcels are not included unless expressly agreed.

By purchasing a scanning service and confirming your authority, you authorise Base to receive, open, scan and email correspondence within the agreed service to your nominated email address.

You must nominate an email address that you control and are authorised to use for the recipient. Notify us promptly if that address changes or becomes insecure.

Scanning turnaround

We aim to scan and email official correspondence within one working day of receipt, and will do so no later than seven working days after receipt.

Working days exclude weekends and public holidays in England.

Where correspondence appears urgent or time-sensitive, including court documents or notices with a response deadline, we will prioritise it and take reasonable steps to notify you promptly.

Scanning does not include legal interpretation or advice about the contents.

You must monitor your nominated inbox, including spam folders, and act on correspondence. If we become aware that delivery has failed, we will take reasonable steps to contact you using the details held.

Original correspondence

We will retain original correspondence securely for 30 calendar days after emailing the scan.

After that period, we will securely destroy it unless:

• You have requested the original within the retention period.
• Another arrangement has been agreed.
• A legal requirement means it must be preserved.

Requests for originals must reach us within those 30 days. Any agreed forwarding charge will be confirmed in advance.

Documents that cannot reasonably be scanned will be handled separately by agreement. We will notify you promptly where an item requires different handling.

We may refrain from opening items that appear unsafe, are outside your authority or require different handling. We will deal with them appropriately and notify you where lawful and practicable.

The 30-day period concerns physical originals. Digital scans and other records are subject to our separate retention arrangements and Privacy Policy.

11. Parcels and unapproved recipients

We do not offer parcel or package handling at launch. You must not arrange deliveries of goods to our address.

Unexpected parcels may be refused or returned where practicable. We do not promise storage, inspection or onward delivery of goods.

Mail for a company or individual not on our approved register does not establish permission to use the address.

We may investigate unauthorised use, request correction and report it to Companies House or another appropriate authority.

We will handle unknown mail lawfully and will not forward it to an unverified requester.

12. Subscriptions and renewals

Your order and acceptance email will state whether the service is monthly or annual, its price and the initial service period.

Unless clearly stated otherwise before purchase:

• Monthly services renew monthly.
• Annual services renew annually.
• You may stop the next renewal by emailing [email protected] before the renewal payment is taken.

We will confirm cancellation and the service end date by email.

Stopping renewal does not normally end the current paid period. Outside statutory cancellation rights, unused time is not normally refundable simply because you choose to stop using an available service.

This does not affect a refund due because of our breach, an agreed refund or another legal entitlement.

Where we end a prepaid service for our own convenience, rather than your breach or a legal restriction, we will refund the unused period proportionately.

We will notify you before an annual renewal is charged, including its date, price and how to cancel.

13. Suspension and termination

We may suspend or terminate a service where reasonably necessary because:

• Required identity or ownership checks cannot be completed or maintained.
• Material information is false, misleading or withheld.
• The service is used unlawfully or outside the agreed permission.
• Payment remains overdue after notice.
• Continuing would breach a legal or regulatory obligation.
• A serious security or safety concern requires action.

Where a problem can reasonably be corrected, we will normally explain it and allow a reasonable opportunity to resolve it.

Immediate action may be necessary for serious misuse, urgent risk or a legal requirement. We may be restricted from providing details.

Suspension or termination does not automatically entitle us to retain every payment. Refunds and charges will be assessed under these terms and applicable law.

We will not withhold correspondence or destroy evidence where doing so would conflict with our legal duties.

14. Ending address use

When permission ends, you must stop using the address and promptly update Companies House, HMRC and other relevant records.

Where the end date is known in advance, arrange a replacement address before that date.

Ending the subscription does not itself remove the address from public records. We may follow up continued use and use the appropriate reporting or rectification process.

We will normally return mail received after permission ends to the sender where practicable, unless another arrangement has been agreed or a legal requirement applies.

Continued receipt of mail does not renew permission to use the address.

15. Changes to services and terms

We may make reasonable changes to reflect legal requirements, security needs or changes to how the service operates.

For material changes affecting an existing subscription, including price increases, we will normally give at least 30 days’ notice. Shorter notice may be necessary where the law or an urgent security issue requires it.

We will not retrospectively change the agreed price for a service already paid for.

If a proposed change materially disadvantages you, you may end the affected service before it takes effect without an additional cancellation charge. Where appropriate, we will refund the unused prepaid period.

Updated website terms do not automatically replace the agreed terms for an existing contract without appropriate notice and any agreement required by law.

16. Personal information and records

Our Privacy Policy explains how we collect, use, share, secure and retain personal information.

We may share information with verification providers, payment providers, Companies House, regulators and other recipients where necessary and lawful.

Ending a service or receiving a refund does not automatically require deletion of all records. We may need to retain information to meet legal duties, resolve disputes or maintain appropriate evidence.

Retention and deletion will follow our documented schedule and applicable law. We will not retain information indefinitely simply because a system allows it.

17. Our responsibilities and liability

We will provide the agreed services with reasonable care and skill.

You remain responsible for business decisions, accurate instructions and acting on correspondence and legal deadlines. This does not excuse any failure by Base to perform its agreed responsibilities.

Nothing in these terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any liability or statutory right that cannot lawfully be excluded or limited.

For business customers, subject to those exceptions and to the extent reasonable and permitted by law:

• We are not liable for indirect or consequential loss.
• Our total liability arising from the affected service in any 12-month period is limited to the fees paid or payable for that service during that period.

For consumers, we remain responsible for foreseeable loss or damage caused by our breach or failure to exercise reasonable care and skill. Statutory remedies are unaffected.

We will take reasonable steps to minimise disruption caused by events outside our reasonable control and keep you informed. If we cannot supply a prepaid service, we will assess termination and any refund fairly and in accordance with the law.

18. Complaints and contact

Send complaints to [email protected], explaining the issue and the outcome you are seeking.

We will acknowledge and investigate complaints in accordance with our published Complaints Procedure.

We will communicate service notices through your nominated email address or another agreed method. You must keep your contact details current.

19. General terms

These terms, your accepted order and any expressly agreed service-specific conditions form the agreement for the services described.

Separately agreed conditions will identify the provisions they change. Your statutory rights take priority.

If a provision is unenforceable, the remaining provisions continue where they can operate fairly and lawfully.

These terms are governed by the law of England and Wales. Business disputes are subject to the courts of England and Wales.

Consumers retain any right to rely on mandatory protections or bring proceedings in another court available to them under applicable law.

Consumer cancellation form

Complete this form only if you wish to cancel. You may instead send another clear cancellation statement.

To: Base Collective Limited
Email: [email protected]
Postal address: Suite 5, The Barns, Lane End Farm, Kelsall Road, Ashton Hayes, CH3 8BH

I/we give notice that I/we cancel the contract for the following service:

Service:
Order reference:
Date ordered:
Customer name:
Customer address:
Date:

Signature, only if submitted on paper: