1. Our Relationship with You
1.1. In the context of these Terms, the entity AP Stavrinou Law is denoted as the “Firm”, “we”, or “us”.
1.2. The provisions outlined in this document (“Terms”), alongside the engagement letter or email (including any supplementary engagement letter or email) furnished to you pertaining to your specific matter (“Engagement Letter”), collectively constitute the agreement between you and the Firm (“Contract”), under which we offer legal advice and/or representation within the Republic of Cyprus. In the event of any inconsistency, the most recent Engagement Letter shall prevail.
1.3. The Contract governs your association with us as a legal firm. It does not extend to any dealings you may have with a subsidiary or affiliated company of the Firm concerning fiduciary services and/or administrative services.
1.4. The Contract takes effect upon your confirmation of agreement (either verbally or in writing) or at the commencement of service provision, whichever occurs earlier.
1.5. These Terms are subject to periodic updates, which we will bring to your attention through notifications in our email footers. Tailored communications for notification purposes may not be sent. Engaging us to act in any new matter subsequent to such an update implies acceptance of the most recent version of our Terms.
2. Our Advice and Services
2.1. Our advisory services pertain exclusively to the laws of the Republic of Cyprus.
2.2. The scope of a matter (including any alterations thereto) will be mutually agreed upon in the Engagement Letter.
2.3. We shall determine the manner and by whom the services are rendered. If the Engagement Letter designates specific individuals for service provision, reasonable efforts will be made to ensure their involvement. However, we reserve the right to substitute named individuals with others possessing comparable expertise.
2.4. Periodic updates on the progress of instructions will be provided, typically through email or telephone correspondence. Communication will extend orally or in writing to any individual affiliated with the office or institution from which initial contact was made, with instructions accepted from such individuals unless explicitly directed otherwise. Such directives should be directed to the relevant partner and will be applicable solely to the relevant matter.
2.5. Our counsel is extended to the ‘client’ identified in the Engagement Letter, exclusively concerning the instructed matter. In cases where the client comprises multiple individuals, information exchange between clients will occur freely.
2.6. Legal advice or attorney-client privilege is established upon seeking and receiving counsel from us regarding rights and obligations. This privilege further extends to communications related to envisaged or ongoing legal proceedings, litigation, or related matters.
2.7. By consenting to electronic communication methods (including email and messaging applications such as WhatsApp and WeChat), you acknowledge associated risks (such as interception, unauthorized access, and viral threats). We disclaim liability for damages resulting from non-receipt, delayed receipt, unintended redirection, interception by third parties, viruses, or communication corruption post-dispatch. Furthermore, we absolve liability for issues or inadvertent errors relating to electronic communication, particularly concerning commercially sensitive material.
2.8. While providing a diverse range of services to numerous clients, instances may arise where potential conflicts of interest are perceived. While we employ procedures to identify such scenarios, absolute certainty in detection cannot be guaranteed due to the subjective nature of perceived conflicts. In the event of a conflict, immediate notification will be provided, and requisite measures will be taken to safeguard your interests through the implementation of appropriate protocols. Any arrangements to uphold confidentiality and ensure independent advice will be mutually discussed and agreed upon. We pledge not to exploit confidential information for the benefit of third parties or use confidential information from other parties to your advantage.
2.9. Our internal protocols are designed to uphold the confidentiality of information shared with us during the Contract’s duration.
3. Anti-Money Laundering and Know Your Client Requirements
3.1. Engagement across various sectors of our business may necessitate adherence to due diligence and Know Your Client (KYC) procedures to identify clients (including beneficial owners) in compliance with anti-money laundering (AML) and counter-terrorist financing regulations, alongside our internal policies.
3.2. Failure to comply with AML KYC requirements, whether due to inadequate provision of identity evidence, source of funds, or any other pertinent information, reserves our right to discontinue engagement at any stage. Reasonable notice, where feasible, will be provided. In instances where suspicious activities or transactions are observed during our association, we are obligated to fulfill reporting obligations as per relevant laws and regulations.
3.3. Monetary transfers should not be initiated unless expressly requested by us. Unauthorized transfers may lead to cessation of services until regulatory requirements are met, potentially necessitating disclosure to pertinent authorities, with no guarantee of fund return.
3.4. Our bank details should not be disclosed to third parties, nor should payments be made in cash without prior written consent.
3.5. Given our frequent engagement with other legal or professional intermediaries, adherence to AML KYC obligations outlined in clauses 3.1, 3.2, 3.3, 3.4, and 3.6 remains imperative. Prompt disclosure of underlying client identity and provision of contact details are expected from instructing professional advisers, notwithstanding responsibility for our fees. While we presume timely and accurate relay of advice by instructing advisers, we reserve the right to communicate directly with the identified underlying client at any juncture.
3.6. Compliance with Anti-Bribery and Corruption Laws
Neither party shall undertake any action that would result in the other party or its affiliates violating any anti-bribery and corruption laws, regulations, or any legislation or regulations of a similar nature in any jurisdiction.
4. Confidentiality and Personal Data
4.1. We commit to treating all information and/or documentation received concerning our engagement with utmost confidentiality, except where disclosure is mandated by law. In this regard, the Firm will implement necessary security measures.
4.2. By entering into the Contract with us, you acknowledge and consent to the processing of information provided to us, along with any additional personal data and information requested, for the purpose of delivering the services outlined to you as the client.
4.3. Personal data processed is solely for the purpose of providing the specified services and may be transferred to third parties within the European Union and/or third countries only when necessary to fulfill the services.
4.4. Recipients of this information include individuals specified in the Engagement Letter, Firm employees, representatives, affiliates, or appointed personnel required for service provision, as directed by the client.
4.5. Personal data may be utilized, stored, processed, and transferred solely for the purposes outlined in the Contract. For further information on how the Firm handles personal data, please refer to our Privacy Policy available at www.apstavrinou.com.
4.6. Our designated Data Protection Officer can be reached at the following email address: dpo@apstavrinou.com.
4.7. You acknowledge that for the provision of our services, we may receive personal data from third parties. Any changes to your personal data should be promptly communicated to ensure our records are updated accordingly.
5. Fees, Invoicing, and Payment
5.1. Our fee structure and an estimate based on the scope and information available to the Firm at the time will be detailed in our Engagement Letter.
5.2. All estimates and quotations exclude VAT. VAT, if applicable, will be invoiced accordingly.
5.3. We may advise engaging third parties (e.g., correspondent lawyers, experts, etc.) as agents on your behalf, with associated costs billed to you as disbursements. We will seek your approval before proceeding.
5.4. Additional charges may include photocopying, telephone calls, travel, searches, court fees, online data hosting, or other services at standard rates prevailing at the time, along with other related expenses.
5.5. Invoicing for our services may occur at any point during the matter.
5.6. Advance payments toward our fees and/or disbursements may be requested before commencing work. Such funds will be held in a non-interest-bearing account separate from the Firm’s funds. Upon invoicing, authorization is granted to apply the held sums toward settlement.
5.7. We bear no responsibility for funds held in a client account that are inaccessible due to the actions of financial or banking institutions, or any restrictions imposed by them.
5.8. Invoices are due upon receipt and payable in the currency specified without deductions, set-offs, counterclaims, or withholdings (unless mandated by law).
5.9. Should deduction be required (by a banking institution, law, regulation, etc.), you agree to remit additional amounts ensuring the net sum received equals the invoiced amount.
5.10. Third-party payments toward our invoices must be pre-approved. Notwithstanding such approval, you remain liable for the entire invoice amount and any accrued interest.
5.11. In case of non-payment after 30 calendar days:
5.11.1. Interest may be charged on the overdue amount at the reference interest rate set by the Central Bank of Cyprus.
5.11.2. You are liable for costs associated with payment recovery (e.g., legal fees, collection agent fees, tracing agent fees), on an indemnity basis.
5.11.3. Upon written notice (including email), we reserve the right to cease work on the related matter and any other matters. We hold no responsibility for losses arising from such inactivity. In litigious matters, we may also withdraw from court or tribunal records.
5.12. A lien may be exercised over your files and documents until all outstanding amounts due to us are settled in full, in accordance with applicable laws and regulations.
6. Intellectual Property Rights
We retain all copyright and other intellectual property rights concerning materials, documents, and/or processes developed during the course of a matter. Usage and duplication of materials created by us are permissible only in alignment with our advice or specific license terms. All materials must be treated as confidential unless otherwise agreed upon.
7. Termination
You reserve the right to terminate the Contract, and we may cease representation at any time through written notice. We retain possession of your papers, documents, and property until all outstanding fees and expenses are settled.
8. Governing Law and Jurisdiction
The Contract is governed by and construed in accordance with the laws of the Republic of Cyprus. You irrevocably agree that any disputes arising from or related to the Contract and services provided by the Firm shall be settled exclusively by the Courts of the Republic of Cyprus.
9. Complaints
9.1. Initial concerns or complaints regarding our work should be directed to the partner/director handling your instructions. Internal procedures are in place for escalating concerns beyond this level.
9.2. Queries regarding invoices should be raised promptly with the responsible partner or director.