Terms and Conditions
1.1. This contract is entered into on the date stated in the Contract Details between Work.Life and the Customer (each as defined below), together Work.Life and the Customer are the parties, and each a party.
1.2. This contract is comprised of (i) the details completed on the sign up form titled ‘Work.Life Resident Contract’ (the “Contract Details”), and (ii) these terms and conditions (“Conditions”), and sets out the terms on which the Your Membership will be managed by Work.Life (the “Contract”).
1.3. If there is any conflict or ambiguity between the terms of the documents listed in clause 1.2, a term contained in the Contract Details shall have priority over one contained in these Conditions.
1.4. These Conditions apply to the Contract to the exclusion of any other terms (excluding, for the avoidance of doubt, the terms contained in the Contract Details) that You seek to impose or incorporate, or which are implied by law, trade custom, practice or course of dealing.
1.5. The Contract applies to all Members, Your Membership, and Your use of the Premises, and sets out Your rights and obligations in respect of the same.
1.6. Except where expressly stated otherwise, the definitions and expressions defined in the Contract Details and used in these Conditions have the same meaning as defined in the Contract Details. The following definitions also apply in these Conditions:
Access Card: means the physical access card provided to Members which grants the Member access to the Premises, Work.Life Locations and, in respect of a Resident Member, their Office Space;
Additional Services: such additional services provided by Work.Life and specifically requested by a Member, as more specifically described in clause 3;
Business Day: means the day(s) on which Work.Life are available to provide (i) any applicable Services, (ii) maintain and service the Premises, and (iii) deal with any issues or queries that arise, being Monday to Friday, excluding any public holidays in England;
Category: means Your Membership category as confirmed in the Membership Details section of the Contract Details;
Charges: means the Member Fees, desk fees, set-up fees, meeting room charges, printing and copying charges, penalty charges, and any further additional charges, expenses and costs as set out in the Contract or as agreed in writing between the parties from time to time;
Commencement Date: means the commencement date of this Contract, being the date of (and as stated in) the Contract Details.
Consumer Price Index: the Consumer Prices Index (CPI)(all items) (United Kingdom), being one of the consumer price indices used as the domestic measure of inflation in the UK, published by the Office for National Statistics or, in the event that the Consumer Price Index is no longer published, an equivalent index;
Contract End Date: shall be the date identified as such in the Membership Details section of the Contract Details, being the earliest date in which this Contract shall terminate, unless it is properly terminated in accordance with clause 17;
Customer: means the contracting entity named in the Who’s Who section of the Contract Details who has purchased our Services, and any reference to You, or Your shall be construed as being a reference to the Customer;
Fair Usage Policy: means Work.Life’s usage policy relating to printing and copy credits, as updated from time to time and available on the Portal;
Guest: shall mean any person who is not a Member and is invited by a Member onto the Premises;
Group: in relation to a company, that company, any subsidiary or holding company of that company from time to time;
Initial Period: the period of one month, commencing on the Start Date;
Inventory: the assessment of the contents and conditions of the Office Space as at the point of a relevant inventory assessment, as set out in in writing between the parties and where appropriate as dealt with in the Who’s Who section of the Contract Details;
Member: means, in respect of Your Membership, together (i) a person associated with the Customer who has been allocated an Access Card, and (ii) a Resident Member;
Member Fees: the fees payable by the Customer for the delivery of the Services, as set out in the Membership Details section of the Contract Details, or in respect of any Extended Term, unless agreed otherwise in writing by Work.Life, as set out in Work.Life’s current price list at the time of renewal of any Initial Term or Extended Term;
Member List: means the list of Resident Members who have been allocated an Access Card, as found on the Portal;
Membership: Your right to use the Premises subject to and in accordance with this Contract.
Membership Manager: the member of Work.Life personnel designated by Us to be Your contact person for the purposes of managing Your Membership and dealing with any requests, issues or concerns;
Office Space: means the designated office space at the Premises to be used by the Member, in accordance with their Membership, as more particularly described in the Who’s Who section of the Contract Details;
Opening Hours: means the hours which the Premises and the Office Space are available for use by Members, being 24 hours a day, 7 days a week, every day of the year;
Portal: means the online platform owned by Work.Life and made available to Members at app.work.life, in order to manage their Membership and receive updates and notifications from Work.Life;
Premises: shall be the Work.Life location as specified in the Who’s Who section of the Contract Details, in which the Office Space is based, and for the purposes of this Contract, includes the Office Space;
Regular Business Hours: means the hours on the Business Days on which Work.Life are available to (i) provide any applicable Services, (ii) maintain and service the Premises, and (iii) deal with any issues or queries that arise, being 8.30am to 5.30pm Monday to Thursday and 8.30am to 5pm Friday;
Resident Member: a Member that has been allocated an Access Card to, and a workstation at, the Premises;
Security Deposit: the deposit amount payable prior to the Start Date, as set out in the Membership Details section of the Contract Details;
Services: the services We provide to Members as specified in clause 2.2;
Start Date: the anticipated date on which Your Office Space will become available for use, as set out in the Membership Details section of the Contract Details, or (where such date cannot be met) such later date as agreed with You on which Your Office Space will become available for use;
Work.Life: means the specified contracting Work.Life entity and supplier of the Services, as stated in the Who’s Who section of the Contract Details, and any reference to Us, or We, shall be construed as being a reference to Work.Life; and Work.Life Location: any Work.Life coworking space, location, property, or premises, that is available for hire under a Work.Life membership and in which members can use the Work.Life services but, for the purposes of these Conditions, specifically excludes the Premises.
2. The Services
2.1. Subject to Your compliance with this Contract, We will use all reasonable endeavours to provide with the Services (as more particularly set out in clause 2 below) and any Additional Services (in accordance with clause 3) during the Opening Hours, in accordance with this Contract in all material respects.
2.2. The Services provided by Us will include:
2.2.1. Access to, and use of, the Premises, subject where applicable to any additional charges beyond the Member Fee as set out in this Contract;
2.2.2. Use of the Office Space; and
2.2.3. Use of or access to:
i. any break-out and communal areas, phone booths, private booths within the Premises;
ii. the shared internet connection (subject to clause 13.2 and 15.1);
iii. meeting rooms in accordance with clause 7, subject to availability;
iv. printers/copiers/scanners, subject to clause 8;
v. the communal postal service under which We will receive mail and deliveries for You during Regular Business Hours;
vi. exclusive Work.Life events, promotions and benefits;
vii. refreshments that are available during Regular Business Hours (subject to availability);
viii. Work.Life Locations (strictly subject to clause 6.12); and
ix. administrative and meeting room credits and discounts, as set out in this Contract,(together the “Services”).
2.3. In delivering the Services (and any Additional Services) to You, We shall:
2.3.1. deliver the Services with reasonable care and skill;
2.3.2. use Our reasonable endeavours to meet any performance dates agreed in writing between the parties, but any such dates shall be estimates only and time for performance by Us shall not be of the essence of this Contract;
2.3.3. comply with all applicable laws, statutes, regulations, and codes, from time to time in force;
2.3.4. use Our reasonable endeavours to observe all reasonable health and safety rules and regulations, and security requirements that apply to the Premises, or any Work.Life Location; and;
2.3.5 use Our reasonable endeavours to take reasonable care of Your property in Our possession, and (on reasonable notice) make the same available for collection by You, provided at all times that if You fail to collect such property, We may deal with it in any manner we see fit, in compliance with this Contract.
2.4. All Services (including any Additional Services) are provided to You on a non-exclusive basis.
2.5. The Start Date is Our best estimate of when Your Office Space will be available. In the event Your Office Space is not available within 30 days of the Start Date (which for the avoidance of doubt is construed to mean any amended Start Date as agreed in accordance with this Contract), You are entitled to cancel this Contract by giving Us written notice at any time in the period commencing 30 days after the Start Date and ending on the date We notify You that Your Office Space is available.
2.6. In the event of such cancellation as set out in clause 2.5, You will be entitled to a full refund of any Security Deposit and any advance Member Fees paid by You less any costs, charges or expenses incurred by Us in preparing, adjusting or adapting the Office Space to Your requirements.
3. Additional Services
3.1. The following additional services are available to all Members upon request, and subject to any additional charges in accordance with clause 2 below:
i. VOIP Telephones;
ii. Additional meeting room hours, which can be booked through the Portal;
iii. Additional printing credits, which can be booked through the Portal;
iv. Additional IT such as dedicated bandwidth: AllWork.Life sites have at least a 1Gb fibre bearer installed with 100Mbps (Upload & Download) (subject to Clause 15.1) provided to members in a shared bandwidth capacity. Subject to availability, additional bandwidth can be provided;
v. The use of the Premises address as Your formal registered office address filed with and confirmed to Companies House (“Registered Business Address”). In the event you cease using this Registered Business Address service, you will comply with all requirements to change your address and remove the same from your website in accordance with clause 17.10.7;
vi. Storage lockers; and
vii. Catering. (together the “Additional Services”).
3.2. Any Additional Services requested by the Members will be provided by Work.Life at an additional cost and subject to Work.Life’s standard service rates and charges from time to time, as confirmed to You by Your Membership Manager.
3.3. If extra or additional services, including any Additional Services, are provided by a trusted partner of Work.Life (or a third party service provider recommended by Work.Life), Work.Life will not be liable for, and does not accept responsibility for the management of, those additional services. Furthermore, it is reiterated that the Customer are solely responsible for any dilapidation costs incurred in order to return the Office Space to the same condition as when it was initially occupied (as determined by the relevant Inventory), the parties agree that Work.Life is entitled to deduct such costs from the Security Deposit.
4.1. Each Member will be provided with an Access Card specifically allocated to that Member.
4.2. Each Member will be added by the Customer (or where otherwise agreed by the Membership Manager) to the Members List as located on the Portal. You are responsible for ensuring that such Members List is up- to-date and accurate, where there are inaccuracies in the Members List, You should notify Your Membership Manager without delay.
4.3. Your Membership will entitle you to receive a specified number of Access Cards, as set out in the Contract Details, which will be allocated to the individual Members.
4.4. You will be required to pay a non-refundable and non-transferable set-up fee of £100+VAT per desk to cover the cost of admin set-up; IT, cards, keys, furniture, company logo and any other set-up items required.
4.5. You will be required to pay a non-refundable and non-transferable set-up fee of £100+VAT per new or additional Member (over the contracted number of Members as specified in the Contract Details), this is separate and in addition to any other fees, including any additional desk or Access Card fees.
4.6. Additional Access Cards can be purchased on an exceptional basis which will be agreed and determined by Work.Life at their sole discretion. There is an additional fee of £100 to purchase an additional Access Card.
4.7. You are responsible for managing the Members (and any Guests) usage of the Premises and Office Space. The maximum number of Members physically present at the Premises at any given time should not exceed the total amount of Members originally set up in the Contract, unless they will be using the meeting rooms previously booked for the relevant period. If You intend to have more Members than originally set in the Contract, You must contact the Membership Manager at least 24 hours in advance during Regular Business Hours. Any request for additional members is subject to Work.Life approval, and failure to comply with this clause 7 may result in additional fees.
4.8. At the sole discretion of the Membership Manager (taking into consideration health, safety and fire regulations) Work.Life will confirm if it is possible to accommodate additional members or Guests. On occasions where we are able to accommodate, additional Guests or team members will be allowed to use our hotdesking area. You will be charged a full day charge for hotdesking usage per Guest (or other additional member) at Work.Life standard rates established for that specific hotdesking area within the Premises.
4.9. Any changes to Members must be notified to Us in writing by You with the full details of any new or departing Member and the effective date of any such change. Only those individuals set out on the Members List shall be deemed to be “Members” and entitled to the benefits described in these Conditions. If the number of Members exceeds the number allocated in the Contract Details You will be required to pay an additional fee (in reference to Clause 4.5.)
4.10. We reserve the right to limit the number of Members at any time, but such limit shall not have the effect of reducing the number of Members or desk space agreed in the Contract Details unless otherwise agreed between the parties in writing.
4.11 For the avoidance of doubt, any specified maximum number of Members as set out in the Contract Details, will exclude the Customer who will not be counted for the purposes of the number of Members.
5. The Portal
5.1. All Members will have access to the Portal to facilitate the Services being provided by Work.Life.
5.2. The Portal will allow each Member to:
i. use, and purchase additional, credits;
ii. book meeting rooms;
iii. access the dashboard containing details of Your Membership and notifications and announcements from Work.Life;
iv. receive messages from Work.Life;
v. access the helpdesk; and
vi. billing details (including how payment should be taken by Work.Life).
5.3. In addition to the above, the Portal will allow Customers to access the invoices, and the Members List but all other Members will have no access to this information.
5.4. Life will use the Portal to notify Members of any issues affecting the Office Space and the Premises, and provide any relevant notices or policies (including those referred to in this Contract) to You.
5.6. In relation to the Portal, the Customer confirms that it shall not, and shall use its best endeavours to ensure that the Members will not:
5.6.2. access, store, distribute, introduce or transmit any viruses, or any material during the course of its use of the Portal that are:
i. detrimental or damaging to the functioning or performance of the Portal;
ii. unlawful, harmful, threatening, defamatory, obscene, infringing, harassing, discriminatory or offensive;
iii. facilitates illegal activity or promotes unlawful violence;
attempt to de-compile, reverse compile, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of the Portal; or
5.6.3. attempt to de-compile, reverse compile, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of the Portal; or
5.6.4. allow any unauthorised access to, or use of, the Portal and, in the event of any such unauthorised access or use, promptly notify Work.Life.
6. Premises and Office Space
6.1. During the term of this Contract, You will have access to and use of the Premises. You will be allocated an Office Space, details of which will be set out in the Contract Details.
6.2. On, or prior to, the Start Date an initial Inventory will be undertaken, the contents of which will be outlined in writing and provided to You.
6.3. On termination or expiry of this Contract a final Inventory will be undertaken and You will be charged any reasonable costs to restore the Office Space (and any relevant areas of the Premises) to its original condition, subject to any reasonable wear and tear, and the initial Inventory.
6.4. Each Access Card will grant the allocated Member access to the Premises, Your Office Space and (where prior consent has been granted by Your Membership Manager and permissions enabled on such Access Card) access to other Work.Life Locations in accordance with clause 6.12.
6.5. We reserve the right to substitute equivalent Office Space elsewhere within the Premises where We, in Our discretion, are reasonably required to do so.
6.6. The Premises will be available to Members at all times during the Opening Hours, however will only be staffed by Work.Life during the Regular Business Hours.
6.7. Your Office Space will comprise of the spaces, features and desk allocations as specified in the Contract Details. In the event You exceed Your allocated desk allowance, You will be charged an additional £100+VAT for each additional unallocated desk used per month. We reserve the right to limit Your additional unallocated desk allowance at any time.
6.8. Additional desks can be requested and, where (at the sole discretion of the Membership Manager taking into account health, safety and fire regulations) the Office Space can accommodate such extra desk(s) , then Work.Life will arrange for the same to be set up and allocated, at an additional non-refundable, non-transferable set-up fee of £100+VAT per additional desk.
6.9. We reserve the right to shorten or amend the Regular Business Hours at any time. In the event that We are required to make any such amendments, We will use Our reasonable endeavours to give You as much notice as possible. There may however be circumstances, which are outside of Our control, where We cannot give You advance notice of such changes.
6.10. You cannot change the Premises, or the Office Space, without Our prior written consent. A change of Premises to a different Work.Life Location, during the term of this Contract may incur additional Member Fees, other set-up fees, and any other reasonable administrative charges.
6.11. You may use any break-out and communal areas, phone booths or private booths within the Premises.
6.12. You are entitled to access and use Work.Life Locations only with the prior written consent of the Membership Manager, such consent shall be requested by You no less than 24 hours prior to Your intended access, in order to enable the Membership Manager to confirm availability at such Work.Life Location.
7. Meeting Rooms
7.1. You are entitled to use the meeting rooms located at the Premises, where available from time to time. Such meeting room use will be charged in accordance with Our current price lists, and Resident Members will receive a 50% discount on all such meeting rooms fees.
7.2. All current charges for meeting rooms can be found on the Portal, and on the Work.Life website at: work.life/meeting-rooms. Meeting room booking and availability can be found on the Portal.
7.3. Resident Members will receive a monthly credit of £100 per contracted desk, up to a maximum monthly credit of £1,200 credit, such monthly credit:
7.3.1. can be monitored, in respect of the balance, by You on the Portal.
7.3.2. can be used to purchase time in meeting rooms;
7.3.3. will be available for use in the month to which the credit applies, and any remaining cannot be rolled over into any subsequent month; and
7.3.4. may only be used in respect of the Premises. Members are entitled to use meeting rooms at other Work.Life locations, but are not entitled to use their monthly credit to make payment of the same.
7.4. In order to keep Our meeting rooms as available as possible for all of Our members:
7.4.1. You must arrive on time for all meeting room bookings;
7.4.2. if You do not arrive Your within 15 minutes of the start time of Your booking, We will move Your booking to an ‘unattended meeting room booking’;
7.4.3. credit used for any unattended meeting room bookings will not be refunded and a £25+VAT charge will be additionally applied;
7.4.4. if You have no available credit, You will be charged at Our standard hourly rate for any unattended meeting room bookings.
7.5. You are able to cancel meeting room bookings up six (6) hours (and up to 48 hours for the boardroom) 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 and still be charged in accordance to Clause 7.4.3.
8. Printing/Copy Credits
8.1. Our Fair Usage Policy in regards to printing and copy credits will apply to all Member and will be available on the Portal, as updated from time to time.
8.2. Members have access to and use of the printers and copiers available at the Premises, and are entitled to a monthly maximum printing usage of £15 credit, the equivalent to 250 black and white prints and 20 colour prints per number of contracted desk in the office (“Fair Use”).
8.3. Your Fair Use balance will reset at the end of each calendar month, and no outstanding balance will roll over to subsequent months.
8.4. Additional printouts and copies beyond the Fair Use are charged at 5p per black and white A4 print, 20p per A4 colour print, 20p per black and white A3 print and 40p per A3 colour print. Such costs may be updated from time to time, as notified to You by Your Membership Manager.
9. Mail Handling Services
9.1. A mail handling service is available to Resident Members, if You choose to use Our mail handling service:
9.1.1. You must collect Your post from the Premises during Regular Business Hours;
9.1.2. all post must be collected on a regular basis. We reserve the right to return to sender any post or parcels that are not collected within 1 month of receipt;
9.1.3. You must provide any additional information requested by Us;
9.1.4. We will not be able to commence provision of the mail handling service until all reasonable required information has been supplied to Us, to Our satisfaction;
9.1.5. We do not take responsibility for any lost items; and
9.1.6 We will not accept any item which exceeds 5kg in weight, 50cm in any dimension or 1 cubic foot in volume.
9.2. No warranties are given for the availability of Our staff to sign for or forward mail delivered to the Premises outside Regular Business Hours.
10.1. You will be entitled to invite Guests to the Premises provided, and based on your undertaking that:
10.1.1. You will be present with such Guest at all reasonable times during their visit;
10.1.2. the Guest leaves the Premises with You and, for the avoidance of doubt, at the same time as You;
10.1.3. You will be responsible for the actions of Your Guests at all times;
10.1.4. You will be responsible for ensuring that Your guests are aware of and agree to be bound by these Conditions;
10.1.5. any breach of these Conditions by a Guest will be treated as if You have committed such breach;
10.1.6. Your Guests will sign in and out at the front desk every time they enter and leave the Premises;
10.1.7. You will notify Your Membership Manager of any Guests at the Premises no later than 12 hours prior to such Guests attendance at the Premises; and
10.1.8. You and Your Guests will comply with the most up to date version of Work.Life’s Guest Policy, as made available by Work.Life, or on the Portal, from time to time.
10.2. We reserve the right, at Our sole discretion, to grant or refuse access to the Premises to any Guest at any time. For the avoidance of doubt, no prior acceptance of a Guest’s access will be considered future consent to access, regardless of whether such access is ongoing or occasional.
10.3. Guest access to the Premises or other Work.Life Location will be limited at all times (unless agreed otherwise in writing, by Your Membership Manager, only in exceptional circumstances and at their sole discretion) to a maximum of 2 hours per Business Day during Regular Business Hours.
10.4. Guests are entitled to use meeting rooms (subject at all times to booking and availability) but no other area of the Premises, unless expressly agreed with Us in writing.
10.5. Work.Life reserves the right to charge a full day charge for hotdesking usage per Guest, including applying such charges in the event Work.Life’s Guest policy is not adhered to by the Customer, all Members, and the Guests. Work.Life’s standard rates for that specific hotdesking area within the Premises from time to time will apply.
11. Security Deposit
11.1. Prior to the Start Date (in accordance with clause 12.4), and in order to commence provision of Our Services, We will require You to pay to Us the Security Deposit specified in the Contract Details being (unless agreed otherwise in the Contract Details):
11.1.1. in respect of Category 1 Members, 2 months Member Fees; or
11.1.2. in respect of Category 2 Members, 3 months Member Fees.
11.2. The Security Deposit must be paid within 72 hours of the Commencement Date.
11.3. If You wish to terminate this Contract prior to the Start Date and You confirm the same to us in writing and within 72 hours of the Commencement Date:
11.3.1. where the Security Deposit has already been paid, You will be refunded the Security Deposit in full and the Contract will be terminated; or
11.3.2. where the Security Deposit has not yet been paid, no Security Deposit will be payable and the Contract will be terminated.
11.4. If you wish to terminate this Contract more than 72 hours after the Commencement Date then Work.Life will be entitled to deduct all costs, expenses and charges (including Early Termination Charges) from the Security Deposit.
11.5. The Security Deposit is held by Work.Life to offset any costs, charges, or damages suffered or incurred by Work.Life for the duration, and following termination of, this Contract. We will hold Your Security Deposit for the duration of the term of this Contract, We will only use the Security Deposit to cover Our Charges, Early Termination Charges, losses and costs incurred in accordance with this Contract, including but not limited to costs and losses incurred by us in order to return the Office Space to its original marketable position, and to recover our costs for removing the Office Space from (and returning it to) the market.
11.6. For the avoidance of doubt, the Security Deposit will not be considered as a line of credit. You acknowledge and agree that whilst we are able to utilise the Security Deposit to cover our Charges and costs in accordance with clause 11.5 above, You are not able to use the Security Deposit as a means to pay any Charges or rectify a suspension.
11.7. If any sums are due to Us but are unquantified on the date of termination of the Contract, then We may deduct an amount equal to a reasonable estimate made by Us of the sums due, and upon quantification of such sums, will return any remaining balance to You.
12. Charges and Payment
12.1. In consideration of the delivery and provision of the Services, You will pay the Charges in accordance with this clause 12.
12.2. The Charges, and any other payments payable in accordance with this Contract:
12.2.1. are payable monthly in advance, by Direct Debit on the first working day of each calendar month (unless agreed otherwise in writing);
12.2.2. notwithstanding clause 12.2.1 above, must be paid to Us in full and cleared funds, no later than within 14 days of the start of the relevant month (the “Payment Date”);
12.2.3. cover all Services (and any agreed Additional Services to be provided) and are inclusive of maintenance and cleaning of the Premises; front desk and guest services; waste and confidential waste disposal; and printing stationery and consumables; and
12.2.4. are exclusive of VAT, which You shall additionally be liable to pay to Us at the prevailing rate (if applicable), subject to receipt of a valid VAT invoice.
12.3. Prior to Your Start Date, You will complete, sign and provide Us with a Direct Debit mandate to Your bank or building society for payment of (as applicable) the Security Deposit, Charges and all other payments payable in accordance with this Contract.
12.4. The Security Deposit and the Charges in respect of the Initial Period, must be paid within 72 hours of the date of this Contract and no later than 72 hours prior to Your Start Date, whichever occurs first.
12.5. For the avoidance of doubt, the Security Deposit and the Charges in respect of the Initial Month may be paid by bank transfer to the bank account confirmed by Us, however, in the event a bank transfer is the initial method of payment used, the Direct Debit for ongoing Member Fees will still be required to be completed and signed prior to the Start Date.
12.6. You are responsible for ensuring that invoices (for You or the Members) are settled by Direct Debit, unless otherwise agreed by Us in writing in accordance with clause 12.8. If payment is declined, You must immediately update Your payment method, to ensure any payments due are paid by the Payment Date.
12.7. If Your bank account, or the bank account details, change, it is Your responsibility to update Your payment method by notifying the Membership Manager of the change without delay, and ensure the accuracy of such details at all times.
12.8. If You are unable to set up a Direct Debit with Us, You must agree an appropriate payment method with Work.Life’s Finance team, prior to Start Date, and undertake at all times to make payment via that method on the due date confirmed to You by Us.
12.9. If You are paying by BACS transfer, You will be charged a £50+VAT administrative set-up fee.
12.10. The Member Fees cover the Membership only for You and Members listed on the Portal.
12.11. For the avoidance of doubt, all set-up fees (including new/additional Member set-up, new/additional desk set-up and Access Card allocation) are independent and separately payable from one another and reflect the set-up of each aspect and the administrative and other charges associated with the same.
12.12. We are entitled to increase the Charges with effect from 1 January of each year in accordance with inflation to reflect increases in costs as indicated by the Consumer Price Index.
12.13. Notwithstanding clause 12.12, after the Contract End Date (or the end of any applicable Extended Term) has passed We reserve the right to adjust the Charges at any time. We will provide You with one months’ prior notice of any increase in the Charges.
12.14. If You do not accept the change in the Charges, You will be entitled to terminate the Contract in accordance with clause 17. For the avoidance of doubt, where no termination notice is received prior to the change in Charges, the change will automatically occur from the date confirmed to You in the notice given under clause 12.13.
12.15. If You fail to pay Your Charges or any other payments owed to Us within 14 days following the Payment Date (or any other due date as confirmed in writing by Us), We reserve the right at Our absolute discretion and with immediate effect to deny You access to the Premises and suspend Your Membership until the arrears are paid or terminate Your Membership with immediate effect.
12.16. If payment via direct debit, credit or debit card fails on more than two occasions, We may require You to pay an additional administrative fee of £50+VAT in respect of each payment attempt thereafter.
12.17. All late payments (those over 14 days from the due date) shall bear interest at 8% per annum plus Bank of England Base Rate, such interest being calculated from the due date until payment. This is in addition to any debt collection administration charges per outstanding invoice as follows:
i. £40 charge for debts under £1,000;
ii. £70 charge for debts under £10,000; and
iii. £100 charge for debts over £10,000.
13. Rules and Regulations
13.1. In order to ensure that all of Our members can enjoy the Work.Life Locations, and the Premises, We require You, Members and Guests to adhere to Our rules and regulations when using the Premises or any Work.Life Location. You shall, and shall ensure that all Members and Guests shall:
13.1.1. ensure prompt and full payment of all relevant and applicable Charges, and any other due payments on the Payment Date, or any other agreed due dates;
13.1.2. perform all of the obligations contained in these Conditions, or as notified to You in accordance with Our policies and procedures;
13.1.3. not carry out 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 Members or any neighbouring premises;
13.1.4. not alter or install any wiring, IT or telecommunications connections without prior written consent from Us;
13.1.5. maintain the Office Space in its existing condition (as at the Start Date) and notify Us immediately should any damage occur. You will be responsible for any damage that You and/or Your Members or Guests cause to any such Office Space;
13.1.6. use the Office Space in a way that regards the rights and interests of other Members, this includes but is not limited to; noise levels, the amount of space You are utilising, Your use of the wireless connection;
13.1.7. not do anything which might invalidate any insurance policy covering part of a building or which might increase the premium;
13.1.8. be entirely responsible for the safety of Your property and possessions while using the Premises and all such items must be removed when You are not present, except for property locked in Your Office Space or 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 Guests’ property while using the Premises whether caused by negligence or otherwise, excluding however, any loss or damage caused by Our wilful actions;
13.1.9. maintain insurance for Your personal property. For the avoidance of doubt, Your personal property is not covered under Our insurances;
13.1.10. not allow Your member card to be used by anyone else and You must not “tailgate” someone else when entering or leaving the Premises or allow anyone to “tailgate” You;
13.1.11. not make copies of any keys or other means of entry to the Premises or lend, share or transfer any keys or member card(s) to any third party. If You lose Your key or member card, We can arrange for a replacement at £10+VAT per member card or £20+VAT per key;
13.1.12. notify Your Membership Manager of any lost or stolen key or member card immediately, but no later than within 12 hours of such loss or theft;
13.1.13. not use the name “Work.Life” or use pictures or illustrations of the Premises in any advertising, publicity or other purpose, without Our prior written consent;
13.1.14. not use any of Our addresses to register Yourself, Your company(ies) or any associated companies with Companies House without prior written consent from Us, in accordance with the use of Our Registered Business Address service.
13.1.15. not take or copy information belonging to other Members or their Guests without their prior permission;
13.1.16. not bring pets or animals into the Premises without Our prior written consent, with the exception of guide/ hearing dogs, in accordance with Our pet policy (which can be found on the Portal). Any violation of Our pet policy, will result in an automatic ban on any future consent to bring pets or animals to the Premises;
13.1.17. at all times be responsible for the acts and conduct of members on the Members List and Your Guests. It is Your responsibility to ensure that members on the Members List are aware of the terms and conditions of this Contract;
13.1.18. comply with all Work.Life policies concerning the Premises, the Office Space, and the Portal as provided to You from time to time including the AUP (as defined in clause 13.3 below);
13.1.19. co-operate with Work.Life in all matters relating to the Services;
13.1.20. use reasonable endeavours to observe all health and safety and security requirements that apply at the Premises (or any Work.Life Location), that have been communicated to You. Our Health & Safety noticeboards contain Our policies and fire evacuation documents to enable You to ensure You are aware of Our health & safety procedures.; and
13.1.21. comply with all applicable laws, statutes, regulations, and codes from time to time in force in respect of its use of the Services.
13.1.22. We reserve the right to deactivate any Access Card that has not been used for 3 months or more. Reactivation of such Access Card must be completed in person on the Premises with a Membership Manager.
13.2. We have a bandwidth fair usage policy to ensure everyone has 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. If You decide to decline the suggested solution and the excessive usage continues, We reserve the right to restrict Your access to the internet 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.
13.3. Acceptable Use Policy (“AUP”): Work.Life does not monitor or exercise control over the content of the information transmitted or stored by Our Members. You assume all responsibility for such information. The Service may only be used for lawful purposes according to the laws of England and Wales.
13.4. 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.
13.5. To ensure all Members get as much light as possible regardless of where offices are located, We prohibit frosting or any other covering of glass above 50cm over the privacy vinyl line on the office glass. All alterations to glass and walls in the office must be approved by Your Membership Manager in advance and any costs associated with these alterations will be paid for by You.
13.6. Failure to adhere to any of the rules and regulations in, or breach of, this clause 13, may, at Our sole discretion, result in:
13.6.1. suspension of Your Membership until such breach is remedied;
13.6.2. loss of Your Security Deposit, in accordance with clause 11; and/or
13.6.3. termination of this Contract in accordance with clause 17.
13.7. If Work.Life’s performance of Our obligations under the Contract is prevented or delayed by any act or omission of You, the Members, Your Guests, or any other of Your agents, subcontractors, consultants or employees, Work.Life shall:
13.7.1. not be liable for any costs, charges or losses sustained or incurred by You that arise directly or indirectly from such prevention or delay;
13.7.2. be entitled to payment of the Charges despite any such prevention or delay; and
13.7.3. be entitled to recover any additional costs, charges or losses that Work.Life sustains or incurs that arise directly or indirectly from such prevention or delay.
14. Resident Member Obligations
14.1. In addition to Your adherence to Our rules and regulations as set out in clause 13, You will:
14.1.1. keep the Office Space clean, tidy and clear of rubbish;
14.1.2. take good care of the Office Space and the Inventory;
14.1.3. use the Office Space only as offices for the purposes of Your business and not for any use that provides services directly to the visiting public, or competes with Our business of providing of office accommodation.
14.1.4. take full responsibility for any Guests at all times whilst they are on the Premises or at any Work.Life Location in accordance with clause 10;
14.1.5. not make any alteration or addition to the Office Space, or any part of the Premises, without Our prior consent which We may withhold at Our discretion;
14.1.6. be responsible for the security of the Office Space; and
14.1.7. ensure that doors are kept locked and access to the Office Space is kept secure when You leave.
15. Disclaimer and Limitation of Liability
15.1. We do not guarantee uninterrupted access to the internet and phones at the Premises. We shall not be liable for any losses suffered by You, or any of Your Members or Guests as a result of any disruption in service, or any other issues, with the internet connection We provide or any phone connections, use of printers or copiers or any other software or hardware provided at any of the Premises.
15.2. We cannot guarantee uninterrupted access to the Premises where such access restriction is due to circumstances outside of Our reasonable control. We shall not be liable for any losses suffered by You or any of Your Members or Guests as a result of the closure of any of the Premises or Work.Life Location at any time for reasons outside of Our reasonable control.
15.3. We shall not be liable for any losses suffered by You or any of Your Members or Guests as a result of any refusal of use of, access or entry to the Premises or Work.Life Location at any time due to any breach by You (or Your Members or Guests) of this Contract.
15.4. With the exclusion of death or personal injury caused by Our negligence in accordance with clause 15.7, We shall not be liable for the death of, or injury to You or Your Members, employees, or Guests or for damage to any property of Yours or theirs or for any losses or damages or other liability incurred by You or them in the exercise or purported exercise of the rights granted by the Contract.
15.5. Neither party to this Contract shall be liable for (a) any loss of business; (b) loss or profits; (c) loss of or damage to goodwill; (d) indirect or consequential loss by reason of interruption of or failure to provide Our services at any time.
15.6. Notwithstanding paragraph 15.4 and subject to 15.3, Our total liability to You, whether in contract, tort (including negligence) for breach of statutory duty or otherwise, arising under or in connection with the Contract shall be limited to the total charges paid by You in the 12 months preceding such breach.
15.6. Nothing in this Contract limits any liability which cannot legally be limited, including but not limited to liability for (i) death or personal injury caused by negligence, or (ii) fraud or fraudulent misrepresentation.
15.7. Neither party may benefit from the limitations and exclusions set out in this clause in respect of any liability arising from its deliberate default.
15.8. In order to utilise all the Services (and Additional Services) offered by Us, it may be necessary to install software onto Your or Your employees’ computers. 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 or Services, 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 give any 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 or any third party software installed.
16.1. You shall indemnify Us in full against all costs, expenses, damages and losses, including any interest, fines, legal and other professional fees and expenses incurred by Us as a result of or in connection with any bonafide claim brought against Us by anybody as a result of any action, or omission to act by You, any of Your Members (including any additional members) or any of Your Guests. Provided that any such action or omission is not caused by a breach by Us of Our obligations pursuant to this Contract.
16.2. We shall indemnify You in full against all costs, expenses, damages and losses, including any interest, fines, legal and other professional fees and expenses incurred by You as a result of or in connection with any bonafide claim brought against You by anybody as a result of any action, or omission to act by Us provided that any such action or omission is not caused by a breach by You of Your obligations pursuant to this Contract.
17. Termination and Suspension
17.1. For the purposes of this Contract, where We refer to “suspension”, this shall mean the immediate temporary cease of the provision to You of any Services, or Additional Services until either (i) the reason for, or cause of, such suspension is resolved to Our satisfaction, or (ii) We terminate this Contract in accordance with this clause 17, due to the inability (for whatever reason), or Your failure, to rectify the cause of such suspension. Termination shall mean the complete and permanent cease of the provision to You of any Services, or Additional Services. No suspension or termination shall prevent Work.Life from being entitled to any Charges or payments due to it.
17.2. The Contract shall commence on the Commencement Date and shall continue, unless terminated earlier in accordance with this clause 17, until the Contract End Date (the “Initial Term”) when it shall automatically extend for 12 months (“Extended Term”) at the end of each Initial Term and at the end of each Extended Term (with such Member Fees and other charges or costs being updated to reflect Work.Life’s current price list at the time of such extension, or as agreed by Work.Life in writing at such time), unless a party confirms to the other party in writing with such notice as is required in accordance with clause 17.5, prior to the end of any Initial Term or Extended Term that the Contract should not automatically extend, in which case this Contract shall automatically expire on the Contract End Date (in respect of an Initial Term), or the last day of the Extended Term.
17.3. Either party may terminate this Contract immediately on notice within 72 hours of the Commencement Date and will receive return of any necessary Security Deposit in accordance with clause 11.3 or 11.4 (less any reasonable costs incurred in returning the Office Space to a marketable position following adaptions made to the Office Space in accordance with your specification, or instructions).
17.4. For the avoidance of doubt, with the exception of any cancellation in accordance with clause 2.5, any termination notice given at any time that falls 72 hours after the Commencement Date will need to be provided in accordance with this clause 17 and will be subject to any applicable notice periods and Early Termination Charges set out herein.
17.5. Following the expiry of the Initial Term, and without affecting any other right or remedy available to it, either party may terminate this Contract after the Contract End Date by giving to the other party:
17.5.1. in respect of Category 1 Members, not less than 2 months written notice to terminate, expiring on the last working day of the calendar month in which the 2 months’ notice expires; or
17.5.2. in respect of Category 2 Members, not less than 3 months written notice to terminate, expiring on the last working day of the calendar month in which the 3 months’ notice expires.
17.6. Without affecting any other right or remedy available to it, either party to the Contract may terminate it with immediate effect by giving written notice to the other party if:
17.6.1. the other party commits a material breach of any term of the Contract which breach is irremediable or (if such breach is remediable) fails to remedy that breach within a period of 30 days after being notified in writing to do so;
17.6.2. the other party repeatedly breaches any of the terms of this agreement in such a manner as to reasonably justify the opinion that its conduct is inconsistent with it having the intention or ability to give effect to the terms of this Contract;
17.6.3. the other party fails to pay any amount due under the Contract on the due date for payment;
17.6.4. the other party takes any step or action in connection with its entering administration, provisional liquidation or any composition or arrangement with its creditors (other than in relation to a solvent restructuring), applying to court for or obtaining a moratorium under Part A1 of the Insolvency Act 1986, being wound up (whether voluntarily or by order of the court, unless for the purpose of a solvent restructuring), having a receiver appointed to any of its assets or ceasing to carry on business or, if the step or action is taken in another jurisdiction, in connection with any analogous procedure in the relevant jurisdiction;
17.6.5. the other party suspends, or threatens to suspend, or ceases or threatens to cease to carry on all or a substantial part of its business; or
17.6.6. the other party’s financial position deteriorates to such an extent that in the terminating party’s reasonable opinion the other party’s capability to adequately fulfil its obligations under the Contract has been placed in jeopardy.
17.7. In the event of any termination by You under clause 17.5 (excluding, where notice is given following a rise in Charges under clause 12.13 or where there has been a cancellation in accordance with clause 2.5), or by Us under clause 17.6:
17.7.1. more than 72 hours after the Commencement Date but before the Start Date, You will be liable for any Members Fees payable up to the end of the relevant notice period, in accordance with clause 17.5; or
17.7.2. after the Start Date You will remain liable for any Members Fees payable up to, as applicable, either (i) the Contract End Date, or (ii) the end of any Extended Term,
(the “Early Termination Charges”).
17.8. For the avoidance of doubt, the Early Termination Charges do not apply to:
17.8.1. any termination by You, where You are providing Us with a termination notice under clause 17.2 (expiry of the Contract at the end of an Initial Term or Extended Term);
17.8.2. any termination within 72 hours of the Commencement Date in accordance with clause 17.3;
17.8.3. any termination by You, where a termination notice is given under clause above strictly in accordance with clauses 12.13 and 12.14 (termination due to a rise in Charges following a Contract End Date, or the end of an Extended Term);
17.8.4. any termination by You, where a termination notice is given under clause 17.6; or
17.8.5. any termination by Us, where a termination notice is given under clause 17.5 above.
17.9. For the purposes of clause 17.6.1, a material breach means a breach (including an anticipatory breach) that is serious in the widest sense of having a serious effect on the benefit which the terminating party would otherwise derive from:
17.9.1. a substantial portion of this agreement; or
17.9.2. any of the obligations set out in clauses 12, or 13.
17.10. On termination of the Contract for whatever reason (both before or after the Start Date):
17.10.1. You shall immediately pay to Us all of Our outstanding unpaid invoices and interest and, in respect of Services (and any Additional Services) supplied but for which no invoice has been submitted, We may submit an invoice, which shall be payable immediately on receipt;
17.10.2. We shall be entitled to use the Security Deposit to recover any unpaid Charges or any other outstanding sums due to us in accordance with clause 11 (including, where the Contract is terminated prior to the Start Date, any reasonable costs incurred in returning the Office Space to a marketable position following adaptions made to the Office Space in accordance with your specification, or instructions);
17.10.3. The balance of any remaining Security Deposit, following any reasonable deductions (to include, but not limited to, any Charges, Early Termination Charges, and/or any additional costs and expenses incurred by Us in dealing with an early termination, or returning the Premises and the Office Space to a marketable state) in accordance with this Contract, shall be repaid to You within 30 Days;
17.10.4. any provision of the Contract that expressly or by implication is intended to come into or continue in force on or after termination or expiry of the Contract shall remain in full force and effect;
17.10.5. termination or expiry of the Contract shall not affect any of the rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination or expiry, including the right to claim damages in respect of any breach of the Contract which existed at or before the date of termination or expiry;
17.10.6. following 7 days’ notice of confirmation to You that we hold Your personal property, 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 the Contract We will not forward or hold any mail;
17.10.7. if You use Our Registered Business Address service, You warrant that You will immediately, and no later than within 48 hours of termination or expiry, (i) change Your address at Companies House and (ii) remove any Work.Life addresses from Your website; and
17.10.8. you must leave the Office Space clean and tidy. All alterations must be removed, and the Office Space reinstated to Our satisfaction. You will be charged for replacement keys and for locks where keys are not returned. You will be charged a termination cleaning and maintenance charge of £75+VAT per desk, or a minimum charge of £400+VAT for offices with less than five desks. You will be charged to replace any damaged furniture in Your Office.
18. Data Protection
18.2. The parties shall comply at all times comply with their data protection obligations as set out in the Data Protection Act 2018.
19.1. Force majeure: Neither party shall be in breach of the Contract nor liable for delay in performing, or failure to perform, any of its obligations under the Contract if such delay or failure result from events, circumstances or causes beyond its reasonable control.
19.2. Severance: If any provision or part-provision of the Contract is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of the Contract.
19.3. Entire Contract: The Contract constitutes the entire agreement between You and Us and supersedes and extinguishes all previous agreements. The Contract may not be altered except as may be agreed by You and Us in writing or as permitted by the Contract.
19.4. Assignment: You shall not assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with any or all of Your rights and obligations under the Contract without Our prior written consent.
19.5. Business Rates: The payment of all business rates for the Office Space will be made by Us on Your behalf provided You return to Us a signed ‘Letter of authority’ within 14 days of Your Start Date. We will liaise with the relevant Council to ensure all business rates are paid where a signed ‘Letter of authority’ has been returned to Us.
19.6. Small Business Rates Relief: 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 and authority forms so We can apply on Your behalf. You will be liable to pay Us the full amount of business rates charged in relation to Your tenancy and in line with Your agreement if You fail to return to Us signed application forms within 14 days of Your Start Date.
19.7. Reservation of Rights: We reserve the right to pursue any and all remedies available under applicable law, including reporting You to applicable credit reporting agencies, in the event of any unpaid invoices hereunder.
19.8. Remedies: Each party agrees that it shall have no remedies in respect of any statement, representation, assurance or warranty that is not set out in the Contract. Each party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in the Contract.
19.9. Waiver: A waiver of any right or remedy under the Contract or by law is only effective if given in writing and shall not be deemed a waiver of any subsequent right or remedy. A failure or delay by a party to exercise any right or remedy provided under the Contract or by law shall not constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict any further exercise of that or any other right or remedy. No single or partial exercise of any right or remedy provided under the Contract or by law shall prevent or restrict the further exercise of that or any other right or remedy.
19.10. Status: The Contract, Your Membership and the use of the Premises does not create any landlord and tenant relationship between You and Us.
19.11. Notice: Any notice or other communication given under the Contract shall be in writing and can be delivered by hand or sent by pre- paid first-class post or other next working day delivery service to the addresses given in the Contract Details. A notice or other communication given under the Contract may be given by e-mail but shall only be accepted when receipt is confirmed.
19.12. Variation: We reserve the right to review and alter these Conditions to reflect the changing needs of the business and to comply with new legislation. All changes will be e-mailed to Members and/or posted on Our website 28 days prior to them taking effect. You will be bound by the new terms from the effective date (as notified).
19.13. Third Party Rights: The Contract does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Contract. The rights of the parties to rescind or vary the Contract are not subject to the consent of any other person.
19.14. Governing Law: The Contract , and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by and construed in accordance with the laws of England and Wales.
19.15. Jurisdiction: Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the Contract or its subject matter or formation.