Work.Life Flex Member Terms
Terms and Conditions
In these terms: “We” or “Us” means the Work.Life company you signed up with online. “You” or “Member” means the company/individual signed up online to Flex. “Premises” means shared workspace at Work.Life allocated to Flex membership. “Catering” means food provided by our trusted catering partner, City Pantry. We do not assume liability of responsibility for City Pantry’s actions.
1. Flex Membership Benefits
Subject to the terms of this Agreement we will provide You with the following facilities during Opening Hours:
(i) Use of allocated areas within any Work.Life Premises (“Premises”);
(ii) Use of the shared internet connection;
(iii) Use of meeting rooms, subject to availability in accordance with the charges set out below in Flex Charges. No refunds will be given for bookings that are made and then not used.
(iv) Use of printers/copiers/scanners in accordance with the charges set out below in Flex Charges.
(v) Access to exclusive Work.Life events, promotions and benefits.
(vi) Flex Charges are inclusive of: Maintenance and cleaning of the shared workspace; Front desk and guest services; UK landline and UK mobile call charges using one of our phone booths; Waste and confidential waste disposal.
Use of the Premises is subject to sufficient space being available at the Premises to accommodate safely and comfortably the Members wishing to use the space at any one time. We will determine the capacity levels and our decision in respect of such shall be final and binding. There may be times when space is not available, and you are refused entry to the Premises.
2. Additional Services
The following additional services are available to Work.Life Flex members upon request, and subject to additional charges. See your Membership Manager for information and pricing:
a) Printing credits
b) Meeting room credits
c) Registered Business Address
d) Mail handling
e) Call forwarding and answering service
f) Locker rental
3. Opening Hours
Regular Business Hours: means 8.30am to 5.30pm on Regular Business Days
Regular Business Days: means Monday to Friday, excluding any national holidays
3.1 Work.Life will be staffed during Regular Business Hours on Regular Business Days.
3.2 You will have access to the Premises from 8.30am – 8.30pm, 7 days a week, other than when a pre-planned event is taking place, (of which we will notify you), in which case the Premises is until 6.30pm only.
3.3 You will not have access on national holidays.
3.4 We reserve the right to shorten or amend the above hours at any time. In the event that we make any such changes we shall give you as much notice as possible. There may be circumstances, which are outside of our control, where we cannot give you advance notice of such changes.
4. Mail Handling Services
4.1 If You choose to use this service, You must collect your post from the Premises during Regular Business Hours. All post must be collected on a regular basis.
4.2 It is your responsibility to provide any additional information requested and this service will not commence until the information has been supplied to our satisfaction.
4.3 We shall not accept any item which exceeds 5kg in weight, 50cm in any dimension or 1 cubic foot in volume.
4.4 We retain the right to return to sender any post or parcels that are not collected within 1 month of receipt.
4.5 No warranties are given for the availability of our staff to sign for or forward mail delivered to the Premises outside business hours.
5. Print/Copy Credits
5.1 Print/copy credit bundles can be purchased on a monthly basis, you can add these online or by speaking to your Membership Manager.
5.2 Printouts and copies are charged at 5p per A4 black and white print, 20p per A4 colour print, 20p per A3 black and white, 40p per A3 colour.
5.3 Print/copy credits cannot be rolled over from one month to another.
6. Meeting Room Bookings
6.1 A credit represents a 30-minute period. Meeting rooms are booked in 30-minute increments.
6.2 Meeting room prices can be found online work.life/meeting-rooms
6.3 Credits can be purchased at the time of booking a meeting room or can be purchased in meeting room credit bundles.
6.4 Meeting room credits may be used to purchase meeting rooms across Work.Life locations.
6.5 To keep our meeting rooms as available as possible for all members we ask that when you book a meeting room to please arrive on time. If you do not arrive for your meeting room booking within 15 minutes of the start time and haven’t contacted one of the membership team to let them know you are running late, we will move your booking to an ‘unattended meeting room booking’. Unattended meeting room bookings will still use your credits if you have any available, plus a £25+VAT charge. If you have no available meeting room credits you will be charged the hourly rate for the unattended time.
6.6 Cancellation Policy: You are able to cancel meeting room bookings up six (6) hours prior to the start of your meeting without being charged. For cancellations within 6 hours of the start of your meeting your booking will be moved to an unattended meeting room booking by a member of the Work.Life team.
6.7 If ordering catering for a meeting, You must pay a 50% deposit at the time of ordering, the remaining amount will be charged to You 48-hours prior to the catering time of arrival.
6.8 We cannot take food orders for meeting room bookings happening within the next 24-hours.
6.9 If You are ordering catering within 24-48 hours of the meeting room booking You must pay 100% of the order upfront and no refund will be offered if You later decide to cancel the order.
6.10 Catering orders must be cancelled 48-hours minimum prior to the catering arrival time in order to receive a full refund.
7. Rules and Regulations
7.1 You agree to check-in when you arrive at the Premises and check-out out at the end of each work session. If you fail to check-in but are found to be using the spaces We have the right to charge you the daily cap.
7.2 Use of the Premises is subject to sufficient space being available to accommodate safely and comfortably the members wishing to use the space at any one time. We will determine the capacity levels.
7.3 You are not entitled to bring in guests under your membership without booking a meeting room. If you do require your guests to use non-meeting room facilities, they will need to sign up as a new Flex member.
7.4 Your guests attending a meeting in a pre-booked meeting room must sign in and out at the front desk every time they enter and leave the Premises.
7.5 In order to use Meeting Room facilities, you must check-in to the space using your Flex card.
7.6 You must not carry on any activity or business on the Premises which is dangerous, offensive, noxious, illegal, immoral, or which may become a nuisance, annoyance or inconvenience to Us or other users or any neighbouring premises.
7.7 You will not alter or install any wiring, IT or telecommunications connections without permission from Us.
7.8 You will maintain the facilities in their existing condition and notify Us immediately should any damage occur. You will be responsible for any damage that You or your guests cause to any such facilities.
7.9 You will use the facilities in a way that regards the rights and interests of other users, this includes but is not limited to; noise levels, the amount of space You are utilising, your use of the wireless connection.
7.10 You will not do anything which might invalidate any insurance policy covering part of a building or which might increase the premium. A copy of our insurance policy is available on request
7.11 You are entirely responsible for safety of your property and possessions while using the Premises and all such items must be removed when you leave each day, except for property stored in the pre-paid lockers provided. Property left in the pre-paid lockers is still your responsibility. We accept no responsibility for any loss or damage to your Members or any visitor’s property while using the Premises whether caused by negligence or otherwise.
7.12 You should maintain insurance for your personal property. Such items are not covered under Our insurances. You are responsible for the acts and conduct of your guests.
7.13 You must not allow your keycard to be used by anyone else and you must not “tailgate” someone else when entering or leaving the Premises.
7.14 You will not make copies of any keys or other means of entry to the Premises or lend, share or transfer any keycards to any third party.
7.15 If You lose your keycard, we will arrange for a replacement at £10 per keycard.
7.16 You will not use the name “Work.Life” or use pictures or illustrations of the Premises in any advertising, publicity or other purpose, without our prior consent.
7.17 You will not take or copy information belonging to other members or their guests without their permission.
7.18 You will not bring pets or animals into the Premises without our prior permission, with the exception of guide/ hearing dogs.
7.19 It is Your responsibility to ensure You and Your employees are aware of the health and safety risks and take adequate care when in the space. Please see our Health & Safety noticeboard for our policies and fire evacuation documents to make sure you are aware of Work.Life’s health & safety procedure.
7.20 We have a bandwidth fair usage policy to ensure everyone has ninja-fast WiFi. In the event that excessive usage of bandwidth on a consistent basis is detected we will contact you to propose a suitable solution, for example a dedicated line, just for you! If you decide to decline the suggested solution and the excessive usage continues, we reserve the right to restrict your access at our discretion. An example of excessive resource usage would be someone using more than 5% of the available bandwidth over a period of 24 hours. This would be more than 80GB of downloads in a 24 hour period (which is way more than your monthly data allowance!) per person.
7.21 Acceptable Use Policy (“AUP”): Work.Life does not monitor or exercise control over the content of the information transmitted or stored by our Members, and you the Member assumes all responsibility for such information. The Service may only be used for lawful purposes according to the laws of England and Wales. Sending bulk unsolicited email and violations of system or network security are prohibited. Activities which demonstrably incite denial-of-service attacks (for example the use of “bots” or “flaming” – general anti-social behaviour in online forums etc) are prohibited. Use of the Service for illegal sharing or distribution of software and other intellectual property is prohibited.
8. Flex Charges
8.1 Flex Charges and additional charges shall be paid daily in arrears (invoices are generated and sent daily for the previous day’s charges).
8.2 Payments can be made by Direct Debit only.
8.3 Please check the hourly charge, daily charge and daily cap on our website as these can differ by location.
8.4 Flex Members are charged accordingly:
- There is an initial set up fee of £25 +VAT;
- Sessions are charged per 15 minutes;
- A daily cap will be applied during a Regular Business Day. For example, if a user spends £36 in the space in one session, and the daily cap is £30, then a £30 maximum charge will be billed. Daily caps differ per location, all prices are on the website;
- A minimum charge of £20 is charged at the start of your billing cycle and applied to your account as “Credit” to be used against the invoices that month. The credit is only valid for one month from the day of when it was billed;
- The minimum charge does not take into account spend on printing, meeting rooms, business address and mail handling, registered office address or any other extra spend;
- All Flex Charges and other payments are exclusive of VAT which is payable in addition;
- It is your responsibility to check out at the end of each work session before leaving the Premises;
- If a promotion of free hours is offered when joining Work.Life, this credit must be used during the first month and cannot be rolled over to later months.
9. Late Payments
9.1 You are responsible for paying your invoices on time using the payment method you select in your online account and which You select when you join as a new Flex member. You are also responsible for paying the invoices of those members selected to be paid by You under your account.
9.2 Work.Life reserves the right to immediately charge Your card in the event that any invoice has not been paid as of the applicable due date.
9.3 Work.Life reserves the right to immediately suspend Your membership and the membership of those members paid by You in the event of any unpaid invoices by You due to an invalid payment method on your account, or a rejected card transaction. In this event, You will be unable to access our Premises. We may at our absolute discretion terminate Your membership.
9.4 Work.Life further reserves the right to pursue any and all remedies available to it under applicable law, including reporting you to applicable credit reporting agencies, in the event of any unpaid invoices hereunder.
9.5 Reestablishing your account after full payment of late Fees shall be at Work.Life’s sole discretion. All late payments shall bear interest at 8% per month plus Bank of England Base Rate.
9.6 We will ask you to charge your outstanding balance to a payment method of your choice. If this payment method is declined, please add a new payment profile and try again. Reach out to your bank to ensure your payment method is valid.
10.1 You are able to cancel the membership yourself via your Work.Life account or by contacting our membership team
10.2 You can upgrade Your membership plan at any time by speaking to your Membership Manager or online (e.g. To upgrade from Flex to Local membership) and a pro-rata amount will be calculated for the remaining period of the next membership period on the new membership plan and then charged upon upgrading.
10.3 Upon cancelling your Flex membership any bonus credit will be removed immediately and will not be deducted from current sessions or unpaid invoices. For bonus credit to be used you must be an active member at the point your invoice is issued and charged.
10.4 We shall be entitled to terminate this Agreement immediately by written notice (i) in the event You are in breach of any of your obligations under this Agreement or (ii) otherwise at any time upon the expiry of 1 (one) calendar month written notice to You.
10.5 Termination of this Agreement shall not affect the rights of either party in connection with any breach of any obligation under this Agreement which existed prior to the date of termination.
10.6 Following termination of this Agreement, we will be entitled to dispose of your property remaining at the Premises and charge You the disposal cost without any obligation to You to store such property. We shall not be liable to You by reason of the disposal and You shall indemnify us in respect of any claim made by a third party. Following termination of this Agreement we will not forward or hold any mail.
10.7 If You use our Registered Office service, it is your responsibility to change your address to a new address prior to termination of the Contract. You hereby give your irrevocable authority for Us to change your Registered Office at Companies House to any other address You have given us previously after seven (7) days following termination of the Contract.
11.1 We may at any time alter these Flex Member Terms and may alter Flex charges and other charges. All changes will be e-mailed to members and/or posted on our website 28 days prior to them taking effect. By agreeing to the terms of this Agreement and by using the Membership, You accept that You are obligated to check our website for any changes to these terms and are bound by them. In addition, You agree that You will have been duly notified of the relevant alterations when an email has been sent by us or on our behalf to the email address You have provided.
11.2 Any notice or other communication given under this Agreement can be in writing and delivered by hand or sent by pre-paid first-class post or other next working day delivery service to the address given by You in your online application. A notice or other communication given under this Agreement may be given by e-mail but shall only be accepted when receipt is confirmed.
11.3 You agree to indemnify us and keep us indemnified against all losses, claims, demands, actions, proceedings, damages, costs, expenses or other liability in any way arising from this Agreement and any breach of your obligation contained in this Agreement and the exercise of any rights given by this Agreement.
11.4 Other than in respect of death or personal injury caused by our negligence we shall not be liable for the death of, or injury to You or your employees, customers or invitees or for damage to any property of theirs or for any losses or damages or other liability incurred by them in the exercise or purported exercise of the rights granted by this Agreement.
11.5 This Agreement, the membership and the use of the Premises does not create any landlord and tenant relationship between You and us.
11.6 This Agreement is personal to You. You cannot assign your rights or obligations under this Agreement or share the benefits of this Agreement with anyone else.
11.7 We cannot accept liability for any loss of business, data, etc. by reason of interruption of or failure to provide services when we are carrying out maintenance or due to matters outside of our control.
11.8 This Agreement constitutes the entire agreement between You and Us and supersedes and extinguishes all previous agreements. This Agreement may not be altered except as may be agreed by You and Us in writing or as permitted by this Agreement.
11.9 Each party agrees that it shall have no remedies in respect of any statement, representation, assurance or warranty that is not set out in this Agreement. Each party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in this Agreement.
11.10 If any provision of this Agreement is invalid or illegal then the Agreement will be treated as excluding the invalid or illegal provision.
11.11 You agree that We may process, disclose or transfer any personal data that We hold on or in relation to You provided that We take such reasonable steps to ensure that it is used only to full Our obligation under this Agreement, for work assessment and fraud prevention or to make available information which We reasonably consider may be of interest to You.
11.12 In order to utilise all the functionalities offered by Us, it may be necessary to install software onto your or your employees’ computer. In addition, from time to time at your request We or our sub-contractor may help troubleshoot problems You may have in trying to access certain functionalities such as printing or accessing the internet. You agree that We or our sub-contractor shall not be responsible for any damage to Your computer system relating to such technical support or downloading and installation of any software; We do not assume any liability or warranty in the event that any manufacturer warranties are voided; and offer no verbal or written warranty either expressed or implied regarding the success of any such technical support.
11.13 We reserve the right to claim and keep Small Business Rates Relief to which You may be entitled in respect of your occupation and use of the Premises. At our request, you will complete and sign the appropriate application forms.
11.14 Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation.