Chiltern WorkSpace

Updated May 2026

For a professional and scalable legal structure, Chiltern WorkSpace should use the following hierarchy:

1. Master Terms & Conditions

2. Coworking & Office Licence Agreement

3. Therapy Room Practitioner Terms

4. Virtual Office & Registered Address Terms

5. Meeting Room Terms

6. Privacy Policy

7. Cookie Policy

8. NHS / Public Sector Addendum

9. House Rules & Community Guidelines

10. Refund & Cancellation Policy

MASTER TERMS & CONDITIONS

1. Introduction

These Terms & Conditions govern the use of services provided by Chiltern WorkSpace (“we”, “our”, “us”). By booking, using, or accessing our services, premises, website, or facilities, you (“Client”, “Member”, “User”) agree to these Terms.

These Terms apply to:

• Coworking memberships

• Private office licences

• Meeting room bookings

• Therapy room hire

• Virtual office services

• Mail handling services

• Business address services

• Event space bookings

• Day passes and hot desks

• Website use and online bookings

2. Legal Status of Occupation

All workspace, office, meeting room, and therapy room use is provided under a temporary licence agreement only.

Nothing in these Terms creates:

• a tenancy;

• a lease;

• exclusive possession;

• security of tenure;

• landlord and tenant relationship.

Chiltern WorkSpace retains full control and management of all premises at all times.

3. Eligibility

You must:

• be at least 18 years old;

• provide accurate information;

• comply with all applicable laws and regulations;

• maintain any licences, qualifications, or registrations required for your business activities.

We reserve the right to refuse service at our discretion.

4. Bookings & Payments

All bookings are subject to availability.

Payment terms:

• Memberships are payable in advance.

• Meeting rooms may require payment at booking.

• Virtual office services require monthly recurring payment.

• Therapy room bookings may require deposits.

Late payments may result in:

• suspension of services;

• denial of access;

• termination of agreements;

• debt recovery action.

Commercial late payment interest may be charged in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

5. Refunds & Cancellations

Payments are generally non-refundable except where required by law or otherwise agreed by Chiltern WorkSpace.

Cancellation periods:

• Meeting rooms: minimum 48 hours notice

• Therapy rooms: minimum 48 hours notice

• Monthly memberships: 30 days written notice

• Virtual office services: 30 days written notice

Failure to provide notice may result in charges.

We may cancel bookings where:

• payment fails;

• misuse occurs;

• safety concerns arise;

• operational issues occur.

6. Client Responsibilities

Clients must:

• behave professionally and respectfully;

• avoid excessive noise or disruption;

• maintain cleanliness;

• comply with health and safety requirements;

• avoid illegal or unethical activities;

• ensure visitors comply with these Terms.

The following are prohibited:

• harassment;

• discrimination;

• illegal activities;

• dangerous materials;

• unauthorised filming or recording;

• use of the premises for residential purposes.

7. Security & Access

Access arrangements may change at any time.

Clients are responsible for:

• securing personal belongings;

• protecting passwords and access codes;

• ensuring visitors sign in where required.

We may refuse access where:

• payments are overdue;

• behaviour is inappropriate;

• safety concerns arise.

CCTV may operate within communal areas for security, safety, crime prevention, and operational purposes.

8. Internet & Technology

Internet access is provided on a best-efforts basis.

We do not guarantee:

• uninterrupted connectivity;

• bandwidth speeds;

• data security;

• compatibility with all systems.

Clients are responsible for maintaining appropriate cybersecurity measures.

9. Confidentiality & Sensitive Discussions

Clients are responsible for protecting confidential, commercially sensitive, medical, therapeutic, legal, or financial information.

Unless expressly stated:

• rooms are not guaranteed to be soundproof;

• we do not guarantee complete privacy;

• clients remain responsible for GDPR compliance.

Recording conversations without consent is prohibited.

10. Insurance

Clients are responsible for maintaining adequate insurance for:

• public liability;

• professional indemnity;

• employer liability where applicable;

• contents and equipment.

We may request evidence of insurance.

11. Limitation of Liability

Nothing in these Terms excludes liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation;

• liabilities that cannot legally be excluded.

Subject to the above, Chiltern WorkSpace shall not be liable for:

• indirect or consequential losses;

• loss of profit;

• loss of business;

• loss of opportunity;

• loss of data;

• interruption to services.

Our total aggregate liability shall not exceed the total fees paid by the client during the previous three months.

12. Force Majeure

We shall not be liable for delays or failures caused by events beyond our reasonable control including:

• power outages;

• internet failures;

• severe weather;

• flood;

• fire;

• pandemic;

• government restrictions;

• utility failures;

• industrial disputes;

• terrorism;

• civil unrest.

13. Termination

We may suspend or terminate services immediately where:

• Terms are breached;

• illegal activity is suspected;

• abusive behaviour occurs;

• payments remain overdue.

Clients must immediately vacate the premises upon termination.

14. Data Protection

We process personal data in accordance with UK GDPR and the Data Protection Act 2018.

Please refer to our Privacy Policy for further details.

15. Equality & Accessibility

Chiltern WorkSpace is committed to equal treatment and reasonable accessibility adjustments in accordance with the Equality Act 2010.

We aim to provide an inclusive environment for all clients and visitors.

16. Governing Law

These Terms are governed by the laws of England & Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England & Wales.

COWORKING & OFFICE LICENCE AGREEMENT

1. Nature of Agreement

This agreement provides a revocable licence to use workspace facilities.

No tenancy or exclusive possession rights are granted.

Desk locations and offices may be changed where operationally necessary.

2. Membership Types

Memberships may include:

• hot desk access;

• fixed desks;

• private office use;

• coworking memberships;

• day passes.

Membership inclusions may change periodically.

3. Access Hours

Access hours depend on membership type.

Extended access may be withdrawn where:

• misuse occurs;

• security concerns arise;

• payments are overdue.

4. House Rules

Members must:

• maintain professional conduct;

• keep noise to reasonable levels;

• avoid disturbing others;

• leave shared spaces clean.

Phone calls should be taken respectfully in communal areas.

5. Guests

Guests may only attend with prior permission where required.

Members remain responsible for guest behaviour.

6. Storage

Storage facilities may be provided without liability.

Items left onsite remain entirely at the owner’s risk.

7. Termination

Memberships may be terminated with notice as specified in membership plans.

Serious breaches may result in immediate termination.

THERAPY ROOM PRACTITIONER TERMS

1. Practitioner Responsibilities

Practitioners are solely responsible for:

• client care;

• safeguarding;

• professional conduct;

• record keeping;

• confidentiality;

• clinical decision-making.

Chiltern WorkSpace does not supervise or regulate practitioner services.

2. Professional Qualifications

Practitioners must:

• hold appropriate qualifications;

• maintain professional memberships where applicable;

• maintain professional indemnity insurance;

• comply with applicable regulatory standards.

Evidence may be requested.

3. Prohibited Activities

The following are prohibited:

• illegal medical treatments;

• unlicensed procedures;

• unsafe practices;

• discriminatory conduct;

• misleading health claims.

4. Safeguarding

Practitioners working with vulnerable adults or children must maintain appropriate safeguarding procedures and DBS checks where legally required.

5. Confidentiality

Practitioners remain solely responsible for:

• protecting client confidentiality;

• secure handling of records;

• GDPR compliance.

Rooms are not guaranteed to be fully soundproof.

6. Clinical Waste

Practitioners must remove or safely dispose of all clinical or hazardous waste in accordance with applicable regulations.

7. Insurance

Minimum required insurance:

• Professional indemnity insurance

• Public liability insurance

Evidence may be requested annually.

VIRTUAL OFFICE & REGISTERED ADDRESS TERMS

1. Compliance Requirements

Clients must complete all identity verification and compliance checks before services commence.

This may include:

• photo identification;

• proof of address;

• company verification;

• anti-money laundering checks.

2. Lawful Use

Virtual office services must not be used for:

• fraud;

• scams;

• misleading activities;

• unlawful trading;

• prohibited Companies House filings.

3. Mail Handling

Mail handling services are provided on a reasonable efforts basis.

We are not liable for:

• postal delays;

• lost items;

• courier failures.

Uncollected mail may be returned or destroyed after reasonable notice.

4. Right to Suspend

We reserve the right to immediately suspend services where:

• suspicious activity is identified;

• compliance concerns arise;

• requested documentation is not provided.

We may cooperate with regulators, law enforcement, banks, and Companies House where legally required.

5. Public Listing Consent

Clients authorise use of the workspace address for approved business registration purposes only.

No ownership rights over the address are granted.

NHS & PUBLIC SECTOR CLAUSES

1. Purpose

These clauses apply to all NHS organisations, public sector bodies, local authorities, healthcare sectors

Chiltern WorkSpace
5 Chiltern Business Centre
63-65 Woodside Road
Amersham, HP6 6AA
Email: hello@chilternworkspace.co.uk
Phone: 01494 417903/07865589211