Platform26 House Rules

These are our house rules which may change from time to time and apply to all our facilities.

Accommodation

1. Centre access: Virtual office and Membership customers have access to centres during manned hours 09:00 until 17:00 unless otherwise arranged with the Community Manager of the Platform 26. We shall provide use of conference rooms and private offices subject to availability and upon reservation only. We shall also provide business and administrative support services on demand (to the extent available). Use of these services may be subject to additional fees.
2. Upon move in: We will ask you to sign an inventory of all accommodation, furniture and equipment you are permitted to use, together with a note of it’s condition, and details of the keys and fobs issued to you.
3. You may not put up any signs on the doors of your accommodation or anywhere else that is visible from outside the rooms and windows you are using without written approval. We reserve the right to charge a fee for any signage and to specify its design to ensure it remains in keeping with the Centres design.
4. Taking care of your property: You must take good care of all parts of the business centre, it’s equipment, fittings and furnishings that you use. You must not alter any part of it.
5. Keys and security: Any keys or entry cards which we let you use remain our property at all times. You must not make any copies of the keys and/or fobs or allow anyone to use them without our consent. Any loss must be reported to use immediately and you must pay agreed fee for replacement keys or fobs and of changing locks, if required. This rule improves security levels of the business centre. If you are permitted to use the business centre outside normal working hours, it is your responsibility to lock doors to your accommodation and to the business centre when you leave. This is to ensure the safety of individuals and property at the business centre.
6. Virtual Office or any other memberships cannot be carried over to future months or used for meeting rooms. Private office assignment is at our sole discretion and all usage subject to our house rules.

Use

7. You shall not leave any corridor doors, exit doors or door connecting corridors during or after business hours. For security purposes and if you do so, it will be at your own risk. All corridors, halls and stairways shall not be obstructed by you or used for any purpose other than egress or ingress. You can only use public areas with our consent and those areas must always be kept neat and attractive.
8. Your name and address: At your request and cost, we are happy to include your name in the house directory at the business centre, where this facility is available. You must not use our name in any way in connection with their business. You may use the business centre as your registered address subject to compliance with applicable law. In particular within one month of signing a service agreement and from time to time at our request, you must provide us with an official document certifying your registered address, a copy of the identity card of the legal representative of the Company and a copy of the articles of association of the Company signed.
9. Your employees and guests shall conduct themselves in a business-like manner; proper business attire shall always be worn; the noise level will be kept to a level so as not to interfere with or annoy other customers and you will abide by our directives regarding security, keys, parking and other such matters common to all occupants.
10. You shall not, without prior written consent, store or operate in your office(s) or business centre(s), any computer (excepting a personal computer) or any other large business machine, reproduction equipment, heating equipment, stove, radio, stereo equipment or other mechanical amplification equipment, vending or coin operated machine, refrigerator, boiler or coffee equipment. Additionally, you must not conduct a mechanical business therein, do any cooking therein, or use or allow to be used in the building where the business centre is located, oil burning fluids, gasoline, kerosene for heating, warming or lighting. No article deemed hazardous on account of fire or any explosives shall be brought into the business centre. Offensive gases, odours or liquids shall be permitted. No firearms shall be permitted. The business centre is intended to be used solely for office use.
11. The electrical current shall be used for ordinary lighting, powering personal computers and small appliances only unless written permission to do otherwise shall first have been obtained by us at an agreed cost to you. If you require any special installation or wiring for electrical use, telephone equipment or otherwise, such wiring shall be done at your expense by the personnel designated by us.
12. You may not conduct business in the hallways, reception area or any other areas except in your designated office without our prior written consent.
13. You shall bring no animals into the building other than assistance dogs. Assistance dogs are permitted at Platform 26 provided they are kept strictly under control and do not become a nuisance to other occupiers. Whilst in the centre unless in the customers unit, dogs should always be on a lead. Fouling by dogs is not permitted under any circumstances within the centre and they should be exercised away from the centre.
14. Membership: Member may be accompanied by visitors/guests or customers during days included office usage. The number of guests cannot exceed the number of workstations in the unit. If we feel that the amount of guests is being abused or exceeds the capacity of the office, you may be asked to book a meeting room.
15. The customer shall not use the Business Centre for manufacturing or storage of merchandise except as such storage may be incidental to general office purposes. The Customer shall not occupy or permit any portion of the Business Centre to be occupied or used for the manufacture, sale, gift or use of alcohol, narcotics or tobacco in any form.
16. No additional locks or bolts of any kind shall be placed upon any of the doors or windows of the business centre by you nor shall any changes be made to existing locks or the mechanisms thereof.
17. In order to ensure that all Centre users have a safe and secure working environment, member their employees and visitors must comply with all health and safety requirements by law and as are otherwise applicable to the Centre.
18. Audio Visual: If playing audio visual content at the Business Centre (whether through their own or the Provider’s equipment), it is the responsibility of member to obtain any relevant third-party licences and/or pay any third-party fees.
19. Canvassing: Members may only solicit other Members for business or any other purpose through centre approved channels (e.g. notice-boards, networking events).
20. All property belonging to you or any of your employee, agent or invitee shall be at risk of such person only and we shall not be liable for damages thereto or for theft or misappropriation thereof.
21. Smoking, of any type I.e. nicotine, electronic, vaping or any other form shall be prohibited in all public areas, including conference and training rooms. No smoking shall be permitted anywhere in the business center.

Services and obligations

22. Furnished office accommodation: You will not affix anything to the windows, walls or any other part of the office or the business centre or make alterations or additions to the office or the business centre without prior written consent.
23. Office services: We are happy to discuss special arrangements for the use of the facilities outside the business centre standard opening hours or, the standard working days. There may be an additional charge for such special arrangements. This can be discussed at the time of arrangement.
24. All pay-as-you-use services are subject to the availability of the business centre staff at the time of any service request. We will endeavour to deal with a service request at the earliest opportunity and provide the additional service you require, but we will not be held responsible for any delay.
25. If in our opinion, we decide that a request for any pay-as-you-use service is excessive, we reserve the right to charge an additional fee at our usual published rates based on the time taken to complete the service. This will be discussed and agreed between us at the time you make such request.
26. Services provided by your community team will be available during standard opening hours. Internet access and phone lines are available after hours and weekends.
27. Mail acceptance policy: For Virtual Office members with mail handling service, we will not accept any items exceeding 50cm (1 feet) in any dimension. Items of larger size will only be accepted upon mutual prior agreement. For office and coworking members, receipt of packages that contain any dangerous, live or perishable goods shall be entitled in our absolute discretion to return any uncollected items or refuse to accept any quantity of items it considers unreasonable or unlawful. We do not guarantee or assume responsibility for any of the services hereunder. Note: We may charge an administrative fee if we feel that there is excessive volume of mail received and processed by our team on your behalf.
28. We hold no liability over loss or damage of delivered or any in transit goods.
29. At Platform 26 we use camera recording for security purposes, whereby signage will be clearly posted.
30. Know You Customer (KYC) requirements: For some services we provide, local regulation may require that we obtain confirmation of personal and business identification/documentation from you. Where this is a requirement, we will only be able to commence those services you have contracted for once you have provided the requested information.
31. Fair usage: Where unlimited services (e.g. telephone calls, printing, scanning etc.) are included within a service package these are subject to a fair usage as defined by the provider. The provider reserves the right to limit or withdraw the members use without notice if the provider feels member is in breach of fair use.

Our service agreement

32. Nature of our services agreement: We may assign the services agreement at any time without your consent. This clause reflects the fact that you are taking a services office agreement and not a lease that we retain overall control of the business centre. You have no real-property or commercial property interest of any kind in the building where the business centre is located. Where you are a company and it merges with another or you need to allow an affiliate to use the services provided under the services agreement, you will explain the need for any change to us and we will give careful consideration in each case. We need to make sure we know and are satisfied with the identity of each occupant of the business centre.
33. Company name change: If there is a need to change the name of your company, requests must be made in writing. Please note that you can request to receive up to one previous invoice regenerated with your new company name. This invoice can only be generated for the last three invoices before the date the change was made. Depending on your country there might be additional documentation required before the name change can take effect.
34. We reserve the right to immediately suspend services and/or terminate the agreement if we determine that our facility or address is being used in connection with possible fraudulent activity or activity that may be a violation of laws or governmental regulations.
35. Our building address may be used as a registered company address whilst there is an active service agreement in place, with our approval. It is your responsibility to update their company details when the agreement ends. Failure to do so within ten working days of the agreement end date will result in a penalty of £2000 which we will charge to you.

Fees

36. Activation fees: There will be a one-time, non-refundable per-occupant fee for all memberships. This fee will cover all aspects of onboarding, administration and setup. For office, coworking, dedicated desk customers, there will be a fee for each new occupant that is added. If there is a move to a different office in the same building no fees will be assessed if the occupants do not increase. For moves to a new location (at your request) all occupants will be assessed a fee as they will have to be set up again at the new location. If you switch product (e.g. change from Virtual Office to Office) you will be charged the relevant activation fee for the new product.
37. Pay-as-you-use (one off) services: Fees for pay-as-you-use services, plus applicable taxes, in accordance with our rates which may change from time to time, are billed and payable upon receipt of invoice.
38. Unlimited Coffee & Tea/Kitchen Amenity service: Allows you and your visitors access to unlimited self-service coffee and hot beverages and is charged per office occupant in our members only kitchen located on the first floor.
39. Office restoration service: A fee of £120 will be charged upon your departure or if you, at your option, choose to relocate to different unit within the business centre. We reserve the right to charge additional reasonable fees for any repairs needed above and beyond normal wear and tear.
40. Business Continuity Service: Business Continuity is a service that is provided for 3 months following your departure (agreement end date) from the business centre, to cover the management of mail, fax, calls and visitors. Prices can be obtained upon request.

Description:
a. Should any visitors come to the centre, our team will give them the new office address. Also provided is a one-page flyer with your new contact information to make it easy for visitors to find you.
b. We will continue to collect mail to ensure correspondence is not missed. If you choose to have them forwarded to the new address, we will do so at the additional cost.

If the Business Continuity package is not purchased:
i. Phones will be disabled with no forwarding message.
ii. Mail will be returned to sender.
iii. No information will be given to customers other than they no longer have space there.

41. Late payment and penalty: All invoices are due upon receipt. Late fee dates will vary based on the type of service/invoice that is provided. If member does not pay fees when due, a service fee of £25 plus 5% penalty will be charged on all overdue balances under £500. For balances equal to or greater than £500 a fee of £50 plus 5% penalty will apply. If the Customer disputes any part of an invoice, Member must pay the amount not in dispute by the due date or be subject to such late fee and penalty. The provider also reserves the right to without services (including for the avoidance of doubt, denying members access to member unit while there are any outstanding fees, penalties and interest or member is in breach of the Service Agreement which, for the avoidance of doubt, includes these House Rules.
42. Business Rates: By signing our service agreement, you agree to provide information and sign relevant documents to allow The Provider to claim any relief on business rates which at The Provider’s risk is already included in your service fee with reference to the Business Centre within 2 working days of such request. Note: Business rates are not included in Platform 26.
43. Mainline answering: The ‘main line answering’ service for any of the Office and Virtual Office products is not intended for main sales lines, large marketing campaigns, call centres and/or main customer support lines. We reserve the right to charge an additional fee of £5 per call, should your business exceed 80 calls a month.
44. Taxes: The Customer will pay all current taxes paid by The Provider to any government authority. This currently applies to the business rates and VAT.

Liability

45. Mail: You release us from any liability arising out of or incurred in connection with any mail or packages received on your behalf.

Force Majeure:

46. We shall have no liability to you under this agreement if it is prevented from, or delayed in, performing its obligations under this agreement or from carrying on its business by acts, events, omissions or accidents beyond its reasonable control, including (without limitation) strikes, failure of utility service or transport network, act of God, war, riot, civil commotion, malicious damage, disease or quarantine restrictions compliance with any law or governmental order, rule, regulation or direction, accident, fire, flood, storm or default of suppliers and subcontractors. Our obligation to perform it’s obligations shall be suspended during the period required to remove such force majeure event. We shall notify you as soon as reasonably possible of the force majeure event and propose a suitable alternative accommodation (if any) in the same business centre.

IT and technology policy

Introduction

This policy applies where you wish to use our Telecommunication and Internet connectivity services and equipment.

Our Internet service provides you with an Internet connection that provides regular business activity such as web browsing, the ability to send and receive electronic communications, access to business applications and like.

Our Internet and telecommunications

a) You acknowledge that we do not monitor the content of information transmitted through our telecommunications lines or equipment, which includes, but is not limited to, Internet access, telephone, fax lines and data lines (“Telecommunications Lines”). You further acknowledge that we are merely providing a conduit for your Internet transmissions, similar to a telephone company, and that we accept no liability for the content of transmissions by you

b) Our Internet service may be used only for lawful purposes and shall not be used in connection with any criminal or civil violations of state, federal, or international laws, regulations, or other government requirements. Such violations include without limitation theft or infringement of copyrights, trademarks, trade secrets, or other types of intellectual property; fraud; forgery; theft or misappropriation of funds, credit cards, or personal information; violation of export control laws or regulations; liberal or defamation; threats of physical harm or harassment; or any conduct that constitutes a criminal offence or gives rise to civil liability. You are responsible for maintaining the basic security and virus protection of your systems to prevent their use by others in a manner that violates the service agreement. You are responsible for taking corrective actions on vulnerable or exploited systems to prevent continued abuse.

c) You cannot interfere or install equipment that interferes with or disrupts the functioning of our own equipment or the equipment of our other customers. This will be considered as a breach to these house rules.

d) We take no responsibility for personal or other third-party data that belongs to customers and is left on our copiers or visible on the network.

e) Security violations. You are prohibited from engaging in any violations of system or network security. Our Internet service may not be used in connection with attempts – whether or not successful – to violate the security of a network, service, or other system. Examples of prohibited activities include, without limitation, hacking, cracking into, monitoring, or using systems without authorization; scanning ports; conducting denial of service attacks; and distributing viruses or other harmful software. We reserve the right to suspend the Internet access upon notification from a recognized Internet authority or ISP regarding such abuse. We may disconnect your equipment and withhold services if we consider that your hardware or software is, or has become, inappropriate for connection to our network. You are responsible for your own virus or malware protection on your systems and hardware.

f) Our Internet services are only available at our locations and connection to our network is only permitted at those locations or via our provided services. You must not create any links between our network and any other network or any telecommunications service without our consent.

g) Revisions to this policy. We may modify this policy at any time, with or without notice.

h) Disclaimer of liability for third party products. As part of it’s services to you, we may provide third-party internet access and computer hardware and software (“third-party services”). We disclaim any and all liability, including any express or implied warranties, whether oral or written, for such third-party services. You acknowledge that no representation has been made by us as to the fitness of the third-party services for your intended purpose.

i) Disclaimer of liability for yours equipment. All customer equipment stored in our telecommunications room is stored at your own risk. We disclaim any and all liability for such equipment and shall not be liable for any losses or damage to such equipment.

j) Disclaimer of indirect damages from loss of service. We do not provide any service level agreement to you in regard to provision or loss of service for it’s internet services. We shall not be liable for any indirect damages, including lost profits, arising our or resulting from any loss of service or degradation of connectivity/access to the internet with the service agreement, even if the other party has been advised of the possibility of such damages. The forgoing shall apply, to the fullest extent permitted by law, regardless of the negligence or other fault of either party.

k) Disclaimer of indirect damages. We shall not be liable for any indirect damages, including lost profits, arising out or resulting from the service agreement even if the other party has been advised of the possibility of such damages. The foregoing shall apply, to the fullest extent permitted by law, regardless of the negligence or other fault of either party.

Additional clauses for Spaces branded locations

Business Centre:

a) Events: Events can be hosted in various areas within the business centre. If you are interested in holding an event, please ask reception for further details. Setting up and dismantling an area of the business centre for an evening event should only take place after 3pm in order to prevent noise disturbing other members.

b) Café: Where available the Café is generally open during office hours depending on staff availability. Typical hours of operation will vary. Each member is required to clear away consumed food and drinks and leave the area clean for other members and guests. Alcohol purchased from the Café may only be consumed on the premises. We don’t allow alcohol to be consumed in the business Centre that has been brought off the premises. All members consuming alcohol must be above the local legally approved drinking age. Business center (Platform 26 Limited) is not responsible for injury, damage and other incidents related to alcohol consumption within the business centre. Anyone who appears to be intoxicated will be asked to leave the premises.

c) Food and drink (including alcoholic drinks) brought in from outside the centre should not be consumed in the café area or meeting rooms within the Business Centre.

Company:

Name:

Date:

Signature:

Member must initial each page.