Terms and Conditions
These Membership Terms and Conditions (“Terms”) apply to customers wishing to use the facilities at our premises operated by DeskSpace Limited (“DeskSpace”), whos registered office is 1 The Church View, Braddan, IM4 4TF and company number 135090C.
In these Terms ‘we’, ‘our’ or ‘us’ refers to DeskSpace and ‘you’ or ‘Member’ refers to customers(s).
DeskSpace is a coworking space for freelancing professionals, small and medium sized businesses, and start-ups.
Use of the space is reserved for Members who have signed our Membership Terms and Conditions and are up to date with all payments.
DeskSpace is a shared office space. We do not expect our Members to be silent. However, we do expect everyone to be respectful of their surroundings and of the other Members using the space.
DeskSpace is a positive workspace for the local community, and we ask all Members to treat our staff, facilities, other Members and guests with respect. If at any time you have an issue or concern with noise or other anti-social activity in the space, please do talk to our team.
We reserve the right to refuse a Membership application or to terminate a Membership without giving notice.
2. Your Membership
Your Membership will begin on the day your application is confirmed, your first invoice is raised and receipt of your signed Membership Terms and Conditions.
You will then be invoiced on the first of each following month for the duration of your Membership.
Invoices are paid by bank transfer as standard. Please make sure you speak to our team if you need to make a specific payment arrangement outside of the standard Terms.
Invoices are due on the day they are raised and if funds have not cleared within 3 working days of the due date, your Membership will be suspended and access to the space will be denied until payment has been received. Day Members are required to pay by bank transfer or card, in advance of using the space.
Unused days in each chargeable period are non-transferable and do not roll over.
Should you no longer require access to the space, you can cancel your Membership plan by giving one months’ written notice via email to firstname.lastname@example.org.
If you cancel your Membership halfway through a billing cycle, your one months’ notice will come into effect on the date your next invoice is due.
DeskSpace reserve the right to cancel a Membership at any time if a Member is in breach of any of these Terms or any behaviour deemed to be inappropriate by the management. In this situation, fees will not be reimbursed.
3. Use Of Our Space
The subletting of desks, offices, meeting rooms, equipment or facilities is not permitted.
Any complaint about any services provided must be notified in writing by email to email@example.com immediately.
Smoking is not permitted in any of our premises.
Permission to film or video events must be obtained in advance from us.
Food and drink must not be brought onto our premises for resale on the premises.
You must leave the space clean, tidy and arranged as you found it. Any failure to comply will result in us issuing an invoice to you for appropriate cleaning charges.
You are responsible for ensuring your own behaviour and that of any guests is at all times appropriate. We reserve the right to cancel any Memberships or bookings that we in our sole discretion deem inappropriate.
You must not use the rooms or equipment in any way which results in annoyance or disturbance to DeskSpace or any of our employees or visitors or which may bring our name into disrepute.
4. Guest Policy
You are welcome to invite guests into our building. Guests will need to sign in and out. A guest log book is available at the front desk.
As a Member, you are responsible for all actions conducted by your guests. You are required to be present in the building when your guests visit. Guests are not allowed in the building if the Member is not there to collect them.
If you do not have a dedicated office, it is required you have a meeting room booked to host guests.
The use of a meeting room or office includes the hiring of all tables and chairs and equipment within the room as detailed in the room specification.
You are liable for any damage (beyond fair wear and tear) to or loss of our furniture, the meeting room or equipment (whether yours or ours). In the event of any damage or loss to our furniture, the meeting room or our equipment, we will send you an invoice for the cost of repair and/or replacement which must be paid within seven days.
You must not disconnect, change or tamper with any cabling or connections in our premises. In the event of any technical issues our staff will endeavour to rectify the same for you.
You must not move furniture from offices or meeting rooms to any other part of our premises without our consent.
6. Internet Use
Use of the internet by DeskSpace Members implies agreement with our internet use policy.
Members must ensure that they;
- i. Comply with current legislation
- Use the internet in an acceptable way and
iii. Do not create unnecessary business risk to DeskSpace or their company by their misuse of the internet.
Unacceptable behaviour and in particular the following is deemed unacceptable use or behaviour by Members:
- Using the computer to perpetrate any form of fraud, or software, film or music piracy;
- Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such license;
- Hacking into unauthorised areas;
- Undertaking deliberate activities that waste staff effort or networked resources;
- Introducing any form of malicious software into our IT network or systems.
Members are responsible for their own internet security.
We are entitled to implement systems to manage use of the internet to ensure that internet speed is fast for all Members. We may restrict or slow down the use of certain internet activity or websites that have a detrimental impact on our network.
You explicitly authorise DeskSpace to monitor the volume of internet and network traffic, together with the internet sites you visit.
In the event of any issues with the provision of internet service (whether temporary suspension or otherwise) DeskSpace will not accept any liability or be held responsible for any loss or damage whatsoever which may be occasioned to a customer as a result of the occurrence of such issues.
This limitation and exclusion of liability and responsibility shall apply however such loss or damage may arise whether directly or indirectly and you waive any right to make any claim whatsoever against DeskSpace arising out of or in connection with any such loss or damage.
7. Access to our Premises
DeskSpace is open for co-workers, dedicated co-workers and dedicated office users from 8am – 6pm, Monday to Friday. You will be issued with a token or card that allows you access to the building during these times. You may also be issued with a key for any dedicated office.
All tokens or cards and any keys issued to you shall remain our property at all times. You may not copy or reproduce these items and may not issue them to another person without our prior written consent. Each token or card replacement cost is £50 and keys are £25 and shall be charged to your account in any and all instances where they are misplaced/lost or unreturned at the end of your Membership. Lost tokens, cards or keys must be reported immediately by email to firstname.lastname@example.org so that they can be deactivated or locks changed.
Day and co-worker-lite Members have access from 8.30am – 6pm, Monday to Friday.
If you need to make arrangements to come outside of these hours, please speak to our team.
If you require ad hoc weekend workspace, providing the space is not booked for any other purpose, we may be able to offer this on a case-by-case basis.
DeskSpace will be closed, and there will be no access to the space, on Bank Holidays.
You are not permitted to remain in the building overnight.
All Members must follow applicable Government guidelines in respect of COVID 19. If you have symptoms of COVID-19 you should undertake an LFT test. You should not enter our premises if you have a positive test result. Please do not put yourself, or other Members at risk by not following Government guidelines with regard to the containment of the virus.
9. Security and CCTV
DeskSpace is equipped with CCTV cameras for security purposes. The cameras are owned and operated by Governance People Limited. Governance People Limited has the right to monitor and record all activity in the building common areas and car park. Governance People Limited may use CCTV footage to investigate and prevent crime, protect the property of DeskSpace and its members, and to resolve disputes.
Governance People Limited will not share CCTV footage with any third party without the consent of the member involved, except as required by law or court order.
Members agree to comply with DeskSpace policies and procedures regarding CCTV cameras, including:
- Not tampering with or disabling CCTV cameras.
- Not obstructing the view of CCTV cameras.
- Not using CCTV footage for any unauthorised purpose.
If a member violates any of the DeskSpace’s policies or procedures regarding CCTV cameras, DeskSpace may take disciplinary action, up to and including termination of membership.
Governance People Limited is not responsible for monitoring CCTV footage at all times. Governance People Limited may retain CCTV footage for up to 90 days. Members have the right to request access to CCTV footage that pertains to them, subject to certain restrictions.
10. Kitchen and Dining Area
Included in all Membership packages is the use of the kitchen and dining area. There is a fridge, microwave combi-oven, kettle, coffee machine, water filter and dishwasher for you to use while you work in the space.
Please do be considerate of other Members when using this space and ensure you have cleared away any food, drink, cutlery and crockery etc. once you have finished. All cutlery and crockery is dishwasher safe and we ask that you would place used dishes etc. into the dishwasher after use.
We cannot take responsibility for food that is left in the fridge or communal areas. Any food that is left in the fridge past its use by date or left out at night will be disposed of.
The fridge will be cleared every Friday night, so please remember to take home anything you would like to keep.
11. Storage and Lockers (Day, Co-Worker Lite and Co-Workers)
All desks must be cleared each evening with all personal items removed from the space.
If Members need to leave possessions on site there are lockers available. DeskSpace does not recommend leaving valuables in the lockers overnight and can take no responsibility for Members who choose to do so. Please note, we cannot store any large items for Members, even on a temporary basis.
Members must make sure all electrical items are unplugged at the end of each day and removed from the space or stored in your locker.
Members remain responsible at all times for all possessions brought into the space. We recommend you keep valuables with you at all times and that you have appropriate insurance in place to cover against theft or damage.
DeskSpace is not responsible for the loss or damage of any Member’s possessions left in the space or in lockers.
12. Storage (Dedicated Offices)
DeskSpace does not recommend leaving valuables in the offices overnight and can take no
responsibility for Members who choose to do so. Please note, we cannot store any large items for Members, even on a temporary basis.
Members must make sure all electrical items are unplugged at the end of each day. Offices should be locked.
Members remain responsible at all times for all possessions brought into the space. We recommend you keep valuables with you at all times and that you have appropriate insurance in place to cover against theft or damage.
DeskSpace is not responsible for the loss or damage of any Member’s possessions left in the space or in offices.
13. Boardroom / Meeting Room
There is an 8 person meeting room and video conference facility which is available on a fair use basis by dedicated co-workers and dedicated office Members. It can also be hired by other Members and Non-Members.
The meeting room must be booked in advance. Bookings are allocated on a first come, first served basis and we require 24 hour’s notice to cancel a booking.
14. Video Studio
There is a small video studio which is available on a fair use basis by dedicated co-workers and dedicated office Members. It can also be hired by other Members and Non-Members.
The studio must be booked in advance. Bookings are allocated on a first come, first served basis and we require 24 hour’s notice to cancel a booking.
15. Fair Use Policy – Boardroom / Meeting Room and Video Studio
Dedicated -co-workers and dedicated office Members have fair use access to our boardroom and video studio. We therefore have guidelines to prevent any potential abuses. We call those guidelines the “Fair Use Policy”.
Our “Fair Use Policy” states that:
- It’s not fair for one Member to use the boardroom or studio room for the whole day.
- It’s not fair to use a meeting room for 8 people when you’re alone for a phone call and another Member wishes to have a meeting with external guests or a video conference.
- It’s not fair to book a room and not use it but keep it empty for the time of your reservation.
- It’s not fair to pre-book the time slots for a room for the next X months.
We expect every Member to respect the policy. After all, we are part of the same community and we all share these things.
16. Provision of Software
All Software, Services and related products provided to Members under these Terms are provided on an “as-is” basis. You understand, acknowledge and agree that processing outages are normal and may occur from time to time due to failed servers or the storage facility.
Save to the extent expressly prohibited under Applicable Law, you agree that DeskSpace shall not be liable for any loss of business or other damages caused by such outages.
Any rights of use licensed by DeskSpace to a Member shall immediately terminate upon the earlier of (i) termination or expiration of your Membership, (ii) termination of the services with which the software is intended for use; or (iii) failure of the Member to comply with any provisions of these Terms.
17. Registered Office Services
Deskspace does not provide registered office services and you are therefore not permitted to use our address as the registered office of your business.
There is an onsite inkjet printer, scanner and copier, and we are happy to print small quantities for you from time-to-time.
Should you require larger printing quantities, or require regular use of the printer, please talk to a our team and we will see if we can accommodate this.
DeskSpace provides a limited number of on-site parking spaces and there is usually on-street parking available during the daytime.
Reserved spaces are marked accordingly. The remainder of the on-site parking spaces are on a fair use / first come first served basis and cannot be reserved.
Members should note that DeskSpace accepts no liability for loss or damage in respect of any vehicles on its premises. Overnight parking is not permitted.
20. Deskspace Pledge
DeskSpace is a small community. Coworkers, Dedicated Coworkers and Dedicated Office Members must make the DeskSpace pledge:
“ As a longer term DeskSpace Member, I pledge to donate 1 hour per month of my specialist skills and / or resources to aid another DeskSpace Member or Members free of charge“.
21. Fire Safety
Fire alarm tests will be carried out in the space, we will notify Members before these tests are carried out.
In the event of an emergency please make your way out of the building as quickly as possible using the closest exit. Do not run or stop to collect your belongings.
If the building has been evacuated please meet at the fire assembly point which is located at the far end of the car park next to the road. Do not re-enter the building until you have been told it is safe to do so.
22. Electrical Safety
You may use appropriate electrical equipment whilst on our premises. Generally, this will be equipment such as laptops, monitors, mobile devices or printers. Any other electrical items must be subject to our explicit consent in writing before being connected to any electrical socket on our premises.
The use of portable heating equipment is strictly prohibited.
23. Accidents and First-Aid
Any accidents (slips, trips, falls, cuts etc) that occur whilst on our premises must be reported and entered into our accident log.
A first aid kit is located in the kitchen. Any supplies used from the kit must be notified.
Members are required to report any incidents to our team as soon as possible. An Accident Record Form must be used.
24. Liability and Insurance
You release, and hereby agree to indemnify, defend and save harmless DeskSpace and DeskSpace’s subsidiaries (whether or not wholly-owned), affiliates, divisions, and their past, present and future officers, agents, shareholders, Members, representatives, employees, successors and assigns, jointly and individually, from and against all claims, liabilities, losses, damages, costs, expenses, judgments, fines and penalties based upon or arising out of your negligent actions, errors and omissions, willful misconduct and fraud in connection with the participation in or use of the Services. You further agree in the event that you bring a claim or lawsuit in violation of this agreement, you shall be liable for any legal fees and costs incurred by DeskSpace or its respective officers and agents in connection with the defence of such claim or lawsuit.
DeskSpace is not party to or connected in any way to any contract or transaction resulting to or from any Member activities that take place within the space.
You acknowledge that it is the responsibility of the Member to ensure they hold all appropriate insurances. DeskSpace will not be responsible for any losses, costs or expenses incurred as a result of any underinsurance.
You must not use the space, rooms, offices or the equipment for any unlawful, fraudulent, criminal, immoral or similar purpose or in connection with any activity that is in breach of any applicable legislation, rules, regulations or orders of applicable authorities.
The Membership package paid for is an agreement to use the facilities and premises as described in the selected package and is not a lease. The Membership package shall not vest or confer or be deemed to confer any legal estate in any DeskSpace property and nothing herein contained shall create or be deemed to create the relationship of Landlord and Tenant between DeskSpace and the Member.
If access to the space is not possible for any reason, DeskSpace accept no liability for losses, costs or expenses incurred as a result.
Membership is not transferable to a third party.
It is the responsibility of the Member to familiarise themselves with, and cooperate with, policies implemented by DeskSpace and to observe and adhere to all safety procedures that are put in place by management.
Members are not authorised in any way to make alterations to the space, facilities, furniture or décor.
Members have no right to display any notice or advertisement within or outside of the premises. Nothing in these Terms excludes our liability to you for personal injury or death caused by our negligence.
25. Force Majeure
Neither of us shall be liable or responsible to the other for any failure to perform or delay the performance of any obligations under these Terms that is as a result of force majeure. Force Majeure shall mean a cause or event that is not reasonably foreseeable or otherwise caused by or under the control of the party claiming force majeure including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, restraint of government, governmental acts, injunctions, labour strikes and other similar events that are beyond our reasonable anticipation and control despite such parties’ reasonable efforts to prevent, avoid, delay or mitigate the effect of such acts, events or occurrences and which events or the effects thereof are not attributable to a party’s failure to perform its obligations under these Terms.
26. Data Protection and Privacy
We collect and processes customers’ personal data to tailor our range of services to meet the needs of individual customers and to undertake administrative activities in relation to the services. We will only use your personal information for marketing if you have provided us with specific consent by opt-in to receive marketing from us or from our preferred third-party suppliers.
You will treat the financial aspects of your Membership as confidential and will not disclose them to other Members.
28. Photo, Video and Audio
Members hereby grant permission to use their likeness in a photograph, written works, video and audio or other digital reproduction in any and all of its publications, including website entries. Members further give permission for use in any and all of its publications, including website entries, products, web properties, videos, and other marketing materials. Members understand and agree that these materials will become the property of and will not be returned. Members hereby irrevocably authorise DeskSpace and associated parties to edit, alter, copy, exhibit, publish, sell, license or distribute photos, videos, written works, audio including uses in commercial and revenue generation or for any other lawful purpose. Additionally, Members waive any right to royalties or other compensation.
You shall refrain from making or causing to be made any publication, oral or written, of any actual, alleged, or implied defamatory, disparaging, or otherwise derogatory matter pertaining to DeskSpace, including its owners, employees, agents, and Affiliates. This prohibition is specifically meant to be broader than defamation and includes making postings on websites, contacting employees, customers, clients, or vendors, and stating or implying anything negative about DeskSpace by words, actions, context, or any combination of the foregoing.
You are solely responsible for and agree to pay all taxes and other charges imposed by any government authority on the services provided under these Terms and on any transactions processed pursuant to these Terms.
31. Changes to These Terms and Conditions
We reserve the right to change these Terms from time to time. Where possible we will give you reasonable notice of changes and the date they take effect.
32. Service of Notice
Unless specified otherwise any notice must be in writing and sent to us by email to email@example.com. Notices be delivered to you personally whilst you are on-site or at any email address that you have notified us in writing as the appropriate email address for communicating formally with you about these Terms.
33. Law and Jurisdiction
These Terms are governed by the laws of the Isle of Man. Any dispute arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the Manx courts.
In the event that any provision or portion of these Membership Terms and Conditions are determined to be invalid, illegal or unenforceable for any reason, in whole or in part, the remaining provisions of these Membership Terms and Conditions shall be unaffected thereby and shall remain in full force and effect to the fullest extent permitted by applicable law.