Chiltern WorkSpace – Terms and Conditions of Use

Effective Date: 01/06/2025
Last Updated: 01/07/2025

By accessing or using the services, facilities, or booking systems of Chiltern WorkSpace, you agree to comply with and be legally bound by the following Terms and Conditions. If you do not agree to these terms, you may not use our services.

1. Definitions

• "We", "Us", "Our": Refers to Chiltern WorkSpace and its owners/operators.

• "You", "Your", "Client", "Customer": Refers to the person or entity using our services.

• "Services": Refers to all facilities and services offered by Chiltern WorkSpace including but not limited to workspace hire, meeting rooms, hot desks, business services, and associated bookings.

2. Booking Policy

• All bookings must be made through our approved booking platform, email confirmation, or in writing.

• A minimum of 24 hours’ notice is required for all bookings.

• Payment must be received in full at the time of booking unless otherwise agreed in writing.

• Bookings are non-transferable without written permission.

• Use of space must strictly adhere to the purpose stated during the booking.

3. Cancellation & Refund Policy

• Cancellations made more than 24 hours before the start time will be eligible for a credit note or rescheduling, subject to availability.

• Cancellations made less than 24 hours before the start time are non-refundable.

• No refunds will be issued for no-shows.

• Any refunds granted are entirely at our discretion and will be processed within 14 business days.

• Refunds will exclude transaction and administrative fees.

4. Use of Workspace

• You must conduct yourself in a professional manner at all times.

• Damage to property, equipment, or furnishings will be charged to the responsible party at full replacement cost.

• The space must be left clean and tidy. Additional cleaning fees may be applied where applicable.

• We do not permit illegal activities, offensive behaviour, or any conduct that disturbs other clients.

• You are responsible for any guests or employees accompanying you.

5. Add-On Services

Chiltern WorkSpace offers optional paid add-on services including:

• Printing and mail handling

• International business support

• Business start-up services

• Technology rentals (e.g., monitors, projectors)

• Administrative and back-office support

• Virtual office services

All add-ons are billed separately and must be requested in advance.

6. Technology Use

• Use of our Wi-Fi or tech equipment is at your own risk.

• You must not engage in activities that compromise the security or functionality of our network.

• We reserve the right to suspend or revoke access for misuse or policy violations.

7. Liability Disclaimer

• We are not liable for any loss, theft, damage, or disruption to your property, data, or business.

• You agree to indemnify and hold Chiltern WorkSpace harmless from any claims or demands, including legal fees, arising from your use of the services.

• We are not responsible for technical issues, force majeure events, or third-party service disruptions.

8. Privacy & Data

Please refer to our [Privacy Policy] and [Cookie Policy] for how your data is handled. Your data will never be shared without lawful basis.

9. Changes to Terms

We reserve the right to amend these terms at any time. Updates will be posted on our website. Continued use of services constitutes acceptance of updated terms.

10. Jurisdiction

11.Chiltern WorkSpace – Payment Terms & Conditions

Chiltern WorkSpace – Payment Terms & Conditions

1. Payment Due Dates

   • All invoices issued by Chiltern WorkSpace are payable within 7 calendar days of the invoice date unless otherwise agreed in writing.

   • Payment must be made in full without deduction, set-off, or counterclaim.

2. Accepted Payment Methods

   • Payments may be made by bank transfer, debit/credit card, or other approved methods as specified on the invoice.

   • Cheques are not accepted unless agreed in advance.

3. Late Payments

   • Any invoice not settled within the stated payment period will be considered overdue.

   • Late payments will incur:

     • A £25 administrative fee per overdue invoice, and

     • 3% monthly interest (or the maximum permitted by law) on the outstanding balance until paid in full.

4. Suspension of Services

   • Chiltern WorkSpace reserves the right to suspend or terminate services immediately in the event of non-payment.

   • Suspension does not relieve the customer of their obligation to pay outstanding balances.

5. Refunds & Non-Refundable Fees

   • Unless otherwise stated, all fees, deposits, and charges are non-refundable.

   • Prepaid services (e.g., virtual office packages, address rentals, mail handling) are strictly non-refundable once activated.

6. Debt Recovery

   • If payment is not received within a reasonable time frame, Chiltern WorkSpace reserves the right to:

     • Engage a debt collection agency, and/or

     • Pursue legal proceedings to recover outstanding balances.

   • Customers will be liable for all additional costs incurred in recovering the debt, including legal fees and collection charges.

7. Termination for Non-Payment

   • Repeated late or non-payment may result in permanent termination of services.

   • Any termination does not remove the customer’s liability for unpaid fees.

8. Governing Law

   • These Payment Terms are governed by the laws of England and Wales.

   • Any disputes shall fall under the exclusive jurisdiction of the courts of England and Wales.

These Terms and Conditions are governed by the laws of England and Wales. Any disputes shall be resolved in the courts of the United Kingdom.

Pricing & Payment Disclaimer

The pricing information displayed on the Chiltern WorkSpace website is provided for general guidance purposes only and does not constitute a contractual offer. All workspace rates, meeting room fees, full office unit pricing, and business service fees are subject to availability, confirmation, and formal agreement.

Chiltern WorkSpace reserves the right to amend, update, or withdraw pricing at any time without prior notice.

Availability & Quotations

All workspace bookings, memberships, and service agreements are subject to availability at the time of enquiry and written confirmation.

Any quotation provided by Chiltern WorkSpace is valid for the period stated within the quotation and may be withdrawn or amended thereafter.

Pay-As-You-Go Rates

Hourly, half-day, and full-day rates apply strictly to the time period booked and confirmed. Extensions beyond the agreed booking time may incur additional charges at the applicable hourly rate.

Monthly Memberships

Monthly memberships are billed on a recurring basis unless otherwise agreed in writing. Membership fees may vary depending on:

• Workspace type

• Number of occupants

• Access requirements

• Optional add-on services

• Business address or virtual office services

Membership benefits, inclusions, and access rights may be modified at the discretion of Chiltern WorkSpace, provided reasonable notice is given where applicable.

Additional Charges

Additional charges may apply for:

• Extra occupants beyond agreed capacity

• Premium business services

• Administrative support

• Extended access hours

• Damage, misuse, or breach of agreement

• Mail handling, forwarding, or scanning services

• Specialist equipment or custom workspace arrangements

All such charges will be clearly communicated prior to billing where reasonably practicable.

VAT & Taxes

All prices are inclusive or exclusive of VAT as stated. Where VAT is applicable, it will be charged at the prevailing rate in accordance with UK law.

Errors & Omissions

Chiltern WorkSpace shall not be held liable for typographical errors, technical inaccuracies, or outdated information displayed on the website. In the event of any discrepancy, the pricing confirmed in writing by Chiltern WorkSpace shall prevail.

Limitation

Publication of pricing on this website does not create a legally binding contract. A binding agreement is formed only once a formal contract or written confirmation is issued and accepted by both parties.

Terms & Conditions – Workspace Use

Chiltern WorkSpace

These Terms & Conditions govern the use of workspace, meeting rooms, office units, and related services provided by Chiltern WorkSpace. By booking or using our facilities, you agree to the following terms.

1. Bookings & Access

All bookings are subject to availability and confirmation.

Access to Chiltern WorkSpace is permitted only during agreed hours unless otherwise arranged in writing. Users must vacate the premises at the end of their booked period unless an extension has been agreed.

Chiltern WorkSpace reserves the right to refuse or cancel bookings at its discretion.

2. Payment

All pay-as-you-go bookings must be paid in advance unless otherwise agreed.

Monthly memberships and office rentals are billed on a recurring basis. Late payments may result in suspension of access.

Additional services or time extensions will be charged at the applicable rates.

3. Use of Workspace

Workspace is provided for professional business use only. The following are not permitted:

• Illegal or unlawful activities

• Activities that cause disturbance to other members

• Excessive noise or disruptive behaviour

• Use of the space for residential purposes

• Subletting or transferring workspace to third parties

Members and guests must behave respectfully toward other users and staff at all times.

4. Guests & Visitors

Guests are permitted only with prior approval and must sign in where required.

The booking member is responsible for the conduct of their guests and any damage caused.

5. Equipment & Facilities

All equipment, furniture, and facilities must be used responsibly.

Users are liable for any damage caused through negligence or misuse.

Chiltern WorkSpace is not responsible for loss, theft, or damage to personal belongings. Users are advised to maintain appropriate insurance.

6. Internet & IT Usage

WiFi and internet access are provided for business use. Users must not:

• Engage in unlawful downloads or activity

• Attempt to access restricted systems

• Introduce viruses or harmful software

Chiltern WorkSpace does not guarantee uninterrupted internet access and is not liable for service interruptions.

7. Health & Safety

All members must comply with health and safety regulations while on the premises.

Emergency exits must not be obstructed.

Any hazards or incidents must be reported immediately.

8. Termination of Access

Chiltern WorkSpace reserves the right to suspend or terminate access immediately if these Terms & Conditions are breached.

9. Changes to Terms

Chiltern WorkSpace may update these Terms & Conditions at any time. Continued use of the workspace constitutes acceptance of the updated terms.

Meeting Room Terms & Conditions

Chiltern WorkSpace

These Terms & Conditions apply specifically to the booking and use of meeting rooms and event spaces at Chiltern WorkSpace.

By confirming a booking, you agree to the following:

1. Bookings & Payment

All meeting room bookings must be confirmed in advance and are subject to availability.

Full payment is required at the time of booking unless otherwise agreed in writing.

Bookings are not secured until payment has been received.

2. Cancellation Policy

Cancellations must be made in writing.

• Cancellations made more than 48 hours before the booking start time may be eligible for rescheduling or credit at our discretion.

• Cancellations within 48 hours of the booking start time are non-refundable.

• No-shows are non-refundable.

Chiltern WorkSpace reserves the right to cancel bookings due to unforeseen circumstances. In such cases, a full refund or alternative date will be offered.

3. Use of the Meeting Room

Meeting rooms must be used strictly for professional business purposes.

The following are not permitted without prior written consent:

• Events exceeding the agreed number of attendees

• Alcohol consumption

• Filming or commercial recording

• Political or controversial events

• Activities causing excessive noise or disruption

Chiltern WorkSpace reserves the right to end a booking immediately if behaviour is inappropriate or disruptive.

4. Time Limits

Access is permitted only during the booked time period.

Rooms must be vacated promptly at the end of the booking. Overtime usage will be charged at the applicable hourly rate.

5. Damage & Liability

The booking party is responsible for:

• Any damage to furniture, equipment, or facilities

• Cleaning costs beyond normal use

• Loss or misuse of equipment

Chiltern WorkSpace accepts no responsibility for loss or damage to personal items brought onto the premises.

6. Equipment & Technology

WiFi, screens, and presentation equipment are provided where stated. While we aim to ensure reliability, Chiltern WorkSpace cannot guarantee uninterrupted connectivity or technical performance.

Users are responsible for ensuring compatibility of their own devices.

7. Health & Safety

All guests must comply with health and safety regulations.

Maximum room capacity must not be exceeded.

Emergency exits must remain clear at all times.

8. Right to Refuse Service

Chiltern WorkSpace reserves the right to refuse or terminate bookings where these Terms are breached.

Virtual Office & Business Address Terms

Chiltern WorkSpace

These Terms apply to all virtual office, registered office, business address, and mail handling services provided by Chiltern WorkSpace.

1. Service Eligibility

Virtual office services are provided for legitimate business purposes only.

Chiltern WorkSpace reserves the right to conduct identity verification and compliance checks in accordance with UK regulations, including anti-money laundering requirements.

Services may be refused or terminated if satisfactory documentation is not provided.

2. Registered Office & Business Address Use

The address may only be used for the services agreed (e.g., registered office, director service address, trading address).

The address must not be used:

• For fraudulent, illegal, or misleading purposes

• To imply physical office occupancy where none exists

• For high-risk or regulated activities without disclosure

3. Mail Handling

Mail handling services may include collection, scanning, forwarding, or storage depending on the package selected.

Mail will be held for a reasonable period. Uncollected mail may be returned to sender or securely destroyed after notice.

Chiltern WorkSpace is not responsible for delays caused by postal services or third-party couriers.

4. Prohibited Deliveries

The address may not be used for:

• Large parcels or pallet deliveries (unless agreed in writing)

• Hazardous materials

• Personal mail unrelated to business

Items received in breach of these terms may be refused or returned.

5. Fees & Renewals

Virtual office services are payable in advance on a monthly or annual basis.

Failure to renew services before expiry may result in:

• Suspension of mail handling

• Removal of address authorisation

• Notification to Companies House (where legally required)

Outstanding balances may result in service termination.

6. Compliance & Termination

Chiltern WorkSpace reserves the right to:

• Request updated identification documents

• Suspend services where misuse is suspected

• Terminate services immediately in cases of unlawful activity

Where services are terminated due to breach, refunds will not be issued.

7. Limitation of Liability

Chiltern WorkSpace shall not be liable for:

• Loss of business arising from mail delays

• Errors made by third-party delivery providers

• Indirect or consequential loss

8. Changes to Terms

These Terms may be updated periodically. Continued use of services constitutes acceptance of the revised Terms.

Contact

If you have any questions regarding these Terms, please contact:

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