Terms of Service

1. Definitions

In these Terms of Service, the following words have the meanings set out below:

• "V Mailbox", "we", "us", or "our" means V Mailbox, a Commercial Mail Receiving Agency (CMRA) operated by its sole owner, located at 2160 Highway 7, Unit 6, Vaughan, Ontario, L4K 2S9, Canada.
• "You" or "Customer" means the individual or legal entity that has registered for and is using the V Mailbox service.
• "Service" means all features and functionality provided by V Mailbox, including but not limited to mail receiving, open-and-scan, forwarding, cheque deposit, shredding, and local pickup.
• "Mailbox" means the unique street address assigned to you through V Mailbox for the purpose of receiving mail and packages.
• "Mail Item" means any letter, parcel, package, or other postal item received on your behalf.
• "Account" means your registered user account on the V Mailbox platform.
• "Wallet" means the prepaid credit balance held within your Account and used to pay for on-demand services.
• "Personal Plan" and "Business Plan" refer to the subscription tiers offered by V Mailbox as described in Section 17.

2. Eligibility

You must be at least 18 years of age to use V Mailbox. By creating an Account, you represent and warrant that:

• You are at least 18 years old;
• You have the legal capacity to enter into a binding agreement;
• You will use the Service only for lawful purposes and in compliance with all applicable Canadian federal and provincial laws; and
• All information you provide to us is accurate, current, and complete.

3. Account Registration

To access V Mailbox, you must create an Account by providing your full legal name, a valid email address, a Canadian mailing address, and any additional information we request. You are responsible for:

• Keeping your login credentials confidential;
• All activity that occurs under your Account;
• Notifying us immediately at support@vmailbox.ca if you suspect unauthorized access to your Account.

We reserve the right to refuse registration or cancel Accounts at our sole discretion.

4. Identity Verification (KYC)

As a Commercial Mail Receiving Agency operating under Canada Post regulations and applicable Canadian law, we are required to verify the identity of all customers before activating a Mailbox. You must submit:

• Two (2) pieces of government-issued identification, at least one of which must include a photograph (e.g., passport, driver's licence, provincial ID card); and
• A completed Canada Post Form CMR-1 (Consent Form for CMRA Services), or our equivalent authorization form.

Your Mailbox will not be activated until identity verification is complete. We may suspend or terminate your Account if we are unable to verify your identity or if you provide false or misleading identification documents.

5. CMRA Status & Mail Authorization

V Mailbox is a Commercial Mail Receiving Agency (CMRA). Your Mailbox address is a physical street address at our facility. You acknowledge and agree that:

• Your Mailbox address must be used with your unit designator (e.g., "2160 Highway 7 Unit 6 – PMB [Your Number], Vaughan, ON");
• You may not represent your Mailbox address as your personal residential address for the purpose of committing fraud or for any purpose prohibited by law;
• We are authorized to receive mail and packages on your behalf and to take the actions you request through your Account dashboard; and
• We do not guarantee delivery by Canada Post, courier companies, or other carriers. We are not liable for items lost or delayed in transit before they arrive at our facility.

6. Mail Receiving

Upon receiving a Mail Item addressed to your Mailbox, we will:

• Log the item and notify you by email and/or through your Account dashboard;
• Photograph the exterior of the item (envelope or package) and make the image available in your dashboard at no charge;
• Hold the item securely at our Vaughan, Ontario facility pending your instructions.

We handle all received Mail Items with reasonable care. However, we are not responsible for items that arrive damaged, wet, or otherwise compromised prior to receipt at our facility.

7. Open & Scan Service

At your request, we will open your mail item and scan its contents to a high-resolution PDF, which will be uploaded to your Account. The Open & Scan fee is C$0.50 per page (minimum one page per item).

By requesting Open & Scan, you authorize us to open the envelope or packaging and to digitize its contents. We will handle all documents with care and confidentiality.

Scanned documents are stored securely and are accessible only by you through your Account. We do not read or analyze the content of your mail beyond what is necessary to perform the scanning service. For our data retention policy, see our Privacy Policy.

8. Mail Forwarding

At your request, we will forward your Mail Items to any address you designate. Forwarding fees consist of:

• Carrier charges: the actual cost of postage or shipping charged by Canada Post or the courier selected; plus
• Handling fee: as posted in your Account dashboard at the time of the request.

All forwarding fees will be charged to your Wallet. If your Wallet balance is insufficient, we will notify you and the item will be held until payment is received. We are not responsible for delays, loss, or damage occurring during transit once a Mail Item has been handed to the carrier.

International forwarding may be subject to customs duties, taxes, and import restrictions of the destination country. You are solely responsible for any such charges and for compliance with applicable import laws.

9. Cheque Deposit Service

V Mailbox offers cheque deposit services for eligible customers. We will scan and deposit cheques made out to you to a designated Canadian bank account that you have registered in your Account. Fees are:

You authorize V Mailbox to endorse and deposit cheques on your behalf. We are not responsible for holds, delays, or rejections applied by your bank. We do not guarantee the clearance of any cheque. If a cheque is returned or dishonoured after deposit, you are responsible for any associated bank fees, and we may deduct such fees from your Wallet.

We may refuse to deposit cheques at our discretion, including cheques that appear altered, third-party cheques, or cheques exceeding limits set by us from time to time.

10. Shredding & Recycling

At your request, we will securely shred or recycle Mail Items using a cross-cut shredder. The fee is C$0.50 per item. Once shredding or recycling is confirmed, the action is irreversible and we will not be liable for any item destroyed.

11. Local Pickup

You may pick up your Mail Items in person at our Vaughan, Ontario facility during posted business hours. The local pickup fee is C$1.00 per visit, charged to your Wallet. You must present valid photo identification matching your registered Account details upon pickup.

12. Mail & Package Storage

Mail Items are held at our facility on the following terms:

Package and oversize items may be subject to different storage fees as posted in your Account dashboard. Storage fees will be charged automatically to your Wallet. If your Wallet balance is insufficient, your Account may be suspended until fees are paid.

Items held beyond 90 days without instruction or payment may be treated as abandoned and will be recycled or disposed of at our discretion, without liability to V Mailbox.

13. Prohibited Items

You must not use V Mailbox to receive any item that is prohibited by law or by Canada Post regulations, including but not limited to:

• Illegal drugs, controlled substances, or drug paraphernalia;
• Firearms, ammunition, or weapons (unless fully compliant with all applicable laws and with our prior written consent);
• Explosive, flammable, radioactive, or hazardous materials;
• Stolen goods or counterfeit items;
• Any item that infringes a third party's intellectual property rights;
• Live animals or biological specimens not permitted by law; or
• Any item whose importation or possession is otherwise illegal in Canada or the Province of Ontario.

We reserve the right to refuse, return, or surrender to law enforcement any item we reasonably believe is prohibited. We are not liable for any loss or damage arising from our refusal to handle a prohibited item.

14. Perishable Items

V Mailbox is not equipped to store perishable food, fresh flowers, temperature-sensitive medications, or other items requiring refrigeration or climate control. If we receive a perishable item on your behalf, we will notify you immediately. If you do not provide forwarding or pickup instructions within 24 hours, we may dispose of the item without liability.

15. Cash, Currency & Valuables

V Mailbox strongly discourages the receipt of cash, currency, gift cards, jewellery, precious metals, or other high-value items through your Mailbox. We are not responsible for the loss, theft, or damage of any such items. If such items are received, we will notify you and hold them under the same storage terms as other Mail Items. We do not insure valuables and recommend you use a secure, insured courier service for such items.

16. Your Mailbox Address

Your Mailbox address is assigned to you for the duration of your active subscription. You may not:

• Transfer or sublease your Mailbox address to another person or entity;
• Use your Mailbox address to register a Canadian business without first obtaining our written consent and complying with all applicable corporate, provincial, and federal registration requirements; or
• Use your Mailbox address in a manner that constitutes fraud, misrepresentation, or a violation of law.

Your Mailbox address will be deactivated upon cancellation or termination of your Account. We are not responsible for any mail delivered to your Mailbox address after deactivation, and such mail may be returned to sender.

17. Plans, Fees & Payment

V Mailbox offers the following subscription plans:

All prices are in Canadian dollars (CAD) and are exclusive of applicable taxes. Harmonized Sales Tax (HST) of 13% applies to all fees charged to Ontario customers. Applicable taxes will be displayed at checkout and on your invoice.

Subscription fees are billed in advance on a monthly or annual basis, depending on your selected billing cycle. On-demand service fees (scanning, forwarding, cheque deposit, shredding, storage overages, etc.) are charged to your Wallet as they are incurred.

We accept major credit cards and other payment methods as offered in your Account. You authorize us to charge your payment method on file for all subscription fees and any Wallet top-ups you initiate. You are responsible for keeping your payment information current and accurate.

We reserve the right to change our prices upon 30 days' written notice to you by email. Continued use of the Service after the notice period constitutes acceptance of the new prices.

18. Wallet & Prepaid Balance

Your Wallet is a prepaid credit balance held in your Account. You may add funds to your Wallet at any time. Wallet funds are used to pay for on-demand services automatically as you request them.

Wallet balances are non-transferable between Accounts. Wallet funds do not expire as long as your Account remains active. Upon cancellation of your Account, any remaining Wallet balance greater than C$1.00 will be refunded to the original payment method, minus any outstanding fees, within 14 business days.

19. Cancellation & Refunds

You may cancel your subscription at any time through your Account dashboard or by contacting us. Cancellation takes effect at the end of your current billing period. You will continue to have access to your Account until the end of the paid period.

Monthly subscribers: We do not offer partial-month refunds. No refund will be issued for the current month upon cancellation.

Annual subscribers: If you cancel within 7 days of an annual renewal date and have not used any on-demand services since renewal, you may request a pro-rated refund for the unused months. After 7 days, no refund will be issued for the current annual term.

On-demand service fees (scanning, forwarding, cheque deposit, etc.) are non-refundable once the service has been performed.

To request a refund or discuss your cancellation, contact us at support@vmailbox.ca.

20. Account Suspension & Termination

We may suspend or terminate your Account immediately, without prior notice, if we reasonably determine that you have:

• Violated any provision of these Terms;
• Failed to pay any outstanding fees after a 7-day grace period;
• Provided false, inaccurate, or misleading information during registration or verification;
• Used the Service for any illegal, fraudulent, or harmful purpose; or
• Compromised the safety or reputation of V Mailbox, its staff, or other customers.

Upon termination, your Mailbox address will be deactivated, and any Mail Items held at our facility will be returned to sender or disposed of after a 30-day holding period. We will make reasonable efforts to notify you of any items requiring disposition.

21. Privacy & Personal Information

Your privacy is important to us. Our collection, use, and disclosure of your personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using V Mailbox, you consent to the practices described in our Privacy Policy.

22. Legal Compliance & Law Enforcement

We cooperate fully with Canadian law enforcement and regulatory authorities. We may, without notice to you, disclose your Account information, Mail Item records, or the contents of scanned documents to:

• Law enforcement agencies presenting a valid warrant, court order, or other lawful demand;
• Regulatory bodies with lawful jurisdiction over our operations; or
• Canada Post, as required under CMRA regulations.

We reserve the right to report to law enforcement any suspicious activity involving your Mailbox or Account, including suspected use of the Service for illegal purposes.

23. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT ANY WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE CANADIAN LAW, V MAILBOX DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:

• IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT;
• WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE; AND
• WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF ANY INFORMATION PROVIDED THROUGH THE SERVICE.

Some provinces do not allow the exclusion of implied warranties, so some of the above exclusions may not apply to you.

24. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE CANADIAN LAW, V MAILBOX AND ITS OWNER, EMPLOYEES, AGENTS, AND SERVICE PROVIDERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, INCLUDING LOSS OF DATA, LOSS OF PROFITS, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

In any event, our total aggregate liability to you for any claim arising out of or relating to the Service or these Terms shall not exceed the greater of: (a) C$100.00; or (b) the total fees you paid to V Mailbox in the three (3) calendar months immediately preceding the event giving rise to the claim.

Some provinces do not allow limitations on liability for certain types of damages, so some of the above limitations may not apply to you.

25. Indemnification

You agree to defend, indemnify, and hold harmless V Mailbox and its owner, employees, agents, and service providers from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable legal fees) arising out of or relating to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) any item received on your behalf through the Service.

26. Service Availability & Downtime

We strive to maintain the V Mailbox online platform 24/7, but we do not guarantee uninterrupted service. Scheduled maintenance will be announced in advance when practicable. Physical mail handling services are available during our posted business hours at our Vaughan, Ontario facility. We are not liable for any loss or damage arising from downtime, delays in notification, or inability to access your Account.

27. Force Majeure

V Mailbox shall not be liable for any delay or failure to perform its obligations under these Terms if such delay or failure is caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemics, government orders, labour disputes, power outages, internet or telecommunications failures, or disruptions to Canada Post or courier services.

28. Modifications to These Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

• Post the updated Terms on our website with a new effective date; and
• Send you an email notification to the address registered with your Account at least 14 days before the changes take effect.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must cancel your Account before the effective date.

29. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms or the Service shall first be submitted to good-faith negotiation between the parties. If a dispute cannot be resolved by negotiation within 30 days, either party may submit the dispute to the courts of competent jurisdiction located in York Region, Ontario, Canada, and each party irrevocably consents to the exclusive jurisdiction of such courts.

30. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions of these Terms shall continue in full force and effect.

31. Assignment

You may not assign or transfer your rights or obligations under these Terms, in whole or in part, without our prior written consent. V Mailbox may assign these Terms or any rights hereunder without restriction. Any attempted assignment in violation of this section is null and void.

32. Entire Agreement

These Terms, together with our Privacy Policy and any other policies or guidelines published by V Mailbox on our website, constitute the entire agreement between you and V Mailbox with respect to the Service and supersede all prior agreements, representations, and understandings, whether written or oral, relating to the same subject matter.

33. Contact Us

If you have any questions, concerns, or complaints about these Terms or our Service, please contact us: