Terms and Conditions

Service Agreement

1. Use of account
   Access to the services provided are only available to registered customers. This agreement is between the paying customer and Private Box. Mail can be sent from any organisation or entity the customer chooses but the customer is only limited to whom they can receive mail for. The mail services provided to the customer are not to be re-sold.
   
   Personal plan customers
   On the personal plan, access to the mailing address is permitted only to immediate family and partner/spouse.
   
   Business plan customers
   With the successful submission and acceptance of the PB 130, business customers are permitted to use Private Box as their business address, allowing multiple businesses or entities to receive mail under the same account.
   
   Under no circumstances will Private Box allow anyone who is not related to, or not a representative of, to share the mailing services. The customer is legally responsible for maintaining that the account is being used legitimately. If the customer wants to share the services with a friend, they must create their own account.
   
   
2. Account Security
   The customer is solely responsible for keeping passwords confidential, including all use of the password and account. The customer must notify Private Box immediately if they believe their password has been or may be obtained or used by any unauthorized person or entity. In addition, the customer must notify Private Box immediately if they become aware of any other breach or attempted breach of the security of the account.
   
   
3. Services
   Private Box aim to provide high quality services, all our internal mail is accurately monitored, however due to the quality of service from some postal organisations, Private Box cannot guarantee the delivery of mail to our offices, or guarantee that once mail has left us that it will arrive at its destination. Private Box does not take legal responsibility or liability for the handling or forwarding of any item processed outside of our network. However Private Box will assist the customer with any undelivered mail and as all mail is insured Private Box will assist the customer with the claim process.
   
   
4. Mail Sorting
   To keep prices down Private Box require all mail to be addressed correctly, this ensures a smooth flow of processing and ensures Private Box can process mail on time. If any mail is unidentifiable, e.g. the box number has not been included, the customer may be charged a 'bad address' fee. This compensates the time it takes to make a lookup and manually write the correct box number on the mail.
   
   
5. Incorrectly Addressed Mail
   Private Box holds no responsibility in the processing of incorrectly addressed mail. All mail must have the correct identifier included on all items received.
   
   It is the responsibility of the customer to ensure all mail is addressed correctly. Failure to have the Identifier or Number on the item may result in an incorrectly addressed item. When mail is incorrectly addressed; Private Box will endeavor to find the owner for a mis-sort fee or the item will be held for up to 80 days till it is claimed.
   
   
6. Document Destruction
   This involves the total destruction of documents, mail, parcels or any other information that the customer may select. Once the item has been selected for destruction the customer is transferring the ownership to Private Box.
   
   Private Box holds no liability for any document, mail, parcel, package or information that has been processed through our document destruction service. Any item that has been processed will understandably become totally un-recoverable.
   
   The fee for document and parcel destruction may change at any time without prior notice.
   
   Document destruction fair-use
   The destruction service is deemed a free service, however any large items which are thicker than 17 pages may be charged. Furthermore the selection of mail must not exceed expectations where it can be confusing or time consuming to process.
   
   
7. Mail Scanning
   Mail scanning is a manual process therefore the base rate is considered non refundable. This is due to the time it takes to prepare your item for scanning. The physical scanning itself is considered negligible compared with the time to prepare your item for scanning. The fee for scanning may change over time and we may not notify you of this change.
   
   
8. Mail Storage
   Private Box will hold the customers mail till they need it, as long as the account is active. Storage fee's are charged on the 1st of the month and may change over time without prior notifying you.
   
   
9. Customs Fees
   All Customers are responsible for all extra freight, courier, customs, handling and forwarding charges, Private Box is not responsible for the payment of these fees. Any fees must be organised by the customer.
   
   
10. Prohibited Items
    The Customer may not send or receive any item that is on our Prohibited Items list.
    
    
11. Opening and disclosure of mail items
    We take the opening and inspection of your mail very seriously, however we do not have control over other mail operators who may inspect your items. We take every effort to ensure that your information is never disclosed.
    
    
12. Merchandise
    Private Box classifies merchandise as any goods or products including commodities, materials, supplies, and equipment, which can be purchased within New Zealand or Internationally. Private Box is certified to receive all types of mail, however high valued items require extra care. Therefore Private Box requires a copy of the PB 130 to be submitted in order to receive high valued items.
    
    Failure to submit the PB 130 documentation prior to the reception of merchandise may result in the item being held. The customer will be notified of this and will have up to 4 weeks to resolve the issue. Failure to complete this process will result in the items being returned to sender.
    
    
13. Ending this Agreement and Suspending Services
    
    
    1. Account Suspension
       Private Box relies on a prepaid billing system, whereby the account must be paid prior to services being provided. If the account balance is low or in debit, the customer will be notified of this. Customers are allowed to enter arrears, however this is limited up to 8 weeks, after this time the account will enter the suspension process. Suspended accounts have up to a further 4 weeks till any mail is forfeited to Private Box. Any forfeited mail will become the property of Private Box and will be disposed of at managements discretion.
       
       
    2. Account Closure by Private Box
       Account closure based on illegal or improper use of services; If management have reasonable grounds based on solid evidence, your account may be suspended permanently.
       
       Private Box allows a grace period of up to four weeks to review you case. After this period, any mail may be returned to sender and all remaining funds will be returned to the account holder.
       
       
    3. Account Closure by Customer
       All customers are responsible for the management of the account. Closure of accounts must be performed online by logging into the account and then choosing the close account option from the "My Account" area.
       
       Private Box staff are not authorized to close accounts if requested via email, however staff can close accounts if requested over the phone
       
       Once your account is closed all mail we hold will be destroyed and any future mail that arrives will be returned to sender.
       
       
    4. Your account may be automatically closed if it becomes inactive. Your account will become inactive if:
       1. You make no Payment for 24 months after signing up.
       2. You make no Payment or Login to your Account within 12 months after the last Payment.
          
          
14. Quoted Prices and Weight
    The price calculator includes all shipping and handling fees at our end, but does not include customs fees, tariffs or taxes at the receiving end. Private Box charge only for fees incurred, including reception of goods and the forwarding postage fee. Private Box does not cover any fees at the customers end. If the customer requires knowledge of those fees, they must contact their local Customs Office.
    
    The weight of the total inbox displayed in the members area is only an estimate. All mail is weighed on reception. Private Box can accurately weigh mail to 0.001kg (1g). Private Box do re-weigh prior to forwarding but this may cause discrepancies in the quoted weight and the final weight. Generally the discrepancy may be 1-5%.
    
    Quoted prices and actual send prices could be different and may be increased (or decreased) at anytime without prior notification.
    
    
15. Account and Balance
    Private Box provides an online real time summary of your account balance and fees. It is the customers responsibility to understand when the next payment is due, any correspondence is sent out at the time of billing.
    
    
16. Subscription
    Private Box operate on a subscription basis, when an account is created the customer chooses the period at which payment is made. Customers must keep track of when the next payment is due with a live statement which is available online.
    
    
17. Credit Card Processing
    Your payment details have the security offered by Paystation Limited, a fully AIS PCI DSS compliant Paymark Certified Solutions Provider (CSP), using 128-bit SSL encryption. Credit Card or Pago Wallet details will be sent directly to the acquiring institution for processing. No card data is available to or used by Private Box Ltd. You will be issued with a receipt number at the end of your transaction.
    
    When you make you first card payment you are asked a minimum balance and how much you would like to top up by. Private Box Ltd will automatically debit your card when your balance falls below the limit you have set. If you do not want to store your card, you can easily remove your card.
    
    
18. Refunds
    The Private Box 28 day guarantee covers any residual balance of the customers account and any mail box rental fees incurred. Outside of the 28 day guarantee period, on closure of any account upon request; Private Box can refund the balance of the customers account minus any expenses incurred (see items 18.3 and 18.4). Credit can only be refunded to the original source of credit (see items 18.2 and 18.4).
    
    1. The consumed months (or part of) will be charged at the normal monthly rate eg. Any tri-monthly or yearly discounts will not be used.
    2. The only refund methods are back to the credit card used to make the original purchase(s) or to a bank account.
    3. Refunds to credit cards consume a $5.00 NZD administration fee. We can only refund if the credit card is currently valid (eg. we cannot refund if the card has expired / been blocked etc).
    4. Refunds to bank accounts consume $20.00 NZD administration fee + any bank fee's.
    5. We do not refund using cash or cheques.
       
       
       
19. Chargebacks
    By signing up to Private Box the customer has agreed that they will not initiate a chargeback to their credit card company. Creating a chargeback against Private Box will result in cancellation of the customers account. All additional charges incurred by Private Box will be subject to collection proceedings for the full amount plus the chargeback fee and any other damages incurred by the account holder’s actions. Any chargeback incurred will automatically assume the customer is involved in fraudulent activities.
    
    The correct procedure to get your money back or a refund is to ask a staff member at Private Box.
    
    
20. Credit Card Verification
    Private Box requires all customers whom choose to pay via credit card to verify their card. This simple measure ensures that the Private Box service is 100% secure. After making the first credit card payment, the customer will need to verify the credit card. This simply involves checking the statement (online or paper) for a three digit code. The customer can still use their account whilst they wait for the code to appear.
    
    
21. Business Customers
    Any business operation through Private Box address requires a business plan. If a personal account is found to be performing business activities; the account will be switched over to the business rates.
    
    
22. Registered office service
    This service is provided in good faith. If the customer fails to comply with the requirements set out in the Companies ACT 1993 the contract may be suspended or cancelled without notice.
    
    
23. Company maintenance fees
    All companies registered with Private Box Ltd are subject to a maintenance fee.
    
    
24. Rental Fees
    Rental fees depend on the mailbox purchased. Mailbox rental fees are advertised on the website for the lowest price for the 365/90 day payment options. We may increase (or decrease) prices from time to time without notifying you. Confirmation of the mailbox rental fees are shown when a mailbox is purchased.
    
    

When you signup to become a Private Box customer, you are required to read and agree to our Terms and Conditions. You will be bound to this document so please make sure you read and understand this agreement properly.

By reading this and using our services YOU AGREE AND FULLY UNDERSTAND