Terms and Conditions
These are our House Rules that may change occasionally and apply to all our facilities operating under different brands.
Accommodation
1. Centre access: Office and Co-working customers have 24/7 access to their centre (unless local restrictions apply). Virtual Office and co-working customers can access centres during manned hours (Weekdays 9:00 a.m. to 5.00 pm.) 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. You may not put up any signs on the doors of your accommodation or anywhere else that is visible from outside the rooms you are using without written approval from the centre team. We reserve the right to charge a fee for any signage and to specify its design to ensure it remains in keeping with the Centre’s design.
3. Taking care of our property: You must take good care of all parts of the centre, its equipment, fittings, and furnishings that you use. You must not alter any part of it.
4. Keys and security: Any keys, entry cards or key fobs we let you use always remain our property. You must not make any copies of the keys and/or entry cards or allow anyone else to use them without our consent. If you can use the centre outside normal working hours, it is your responsibility to lock the doors to your accommodation and the centre when you leave. Additional keys, access cards may be purchased for a fee, available upon request. Where applicable, all persons receiving access devices must complete the ID verification process, including two forms of ID, one being a photo ID. This rule improves the security levels of the centre. If you are permitted to use the centre outside normal working hours, it is your responsibility to lock the doors to your accommodation and the centre when you leave. This is to ensure the safety of individuals and property at the centre.
Use
5. You shall not leave open any corridor doors, exit doors or doors 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, elevators, and stairways shall not be obstructed by you or used for any purpose other than egress and ingress. You can only use public areas with our consent and those areas must
always be kept neat and attractive.
6. Your name and address: At your request and cost, we are happy to include your name in the house directory at the centre, where this facility is available. You must not use our name in any way in connection with your business.
7. You and your guests shall conduct themselves in a business-like manner both inside Your office(s) accommodation and throughout the property; proper business attire shall be worn at all times; 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. You agree to keep your accommodation in good condition throughout the agreement, specifically, your accommodation will be kept clean (e.g., free of rubbish and any food storage) so as not to draw or attract pests/vermin. You confirm your office(s) is free of items not related to general office use, including without limitation medical waste, needles, bodily fluids and the like.
8. Equipment: You shall not, without our prior written consent, store or operate in your office(s) or the centre(s), any computer (except a personal computer) or any other large business machine, reproduction equipment, heating equipment, stove, radio, stereo equipment or other mechanical amplification equipment, audio and/or video surveillance equipment, security alarms, vending or coin-operated machine, refrigerator, boiler, or coffee equipment.Additionally, you must not conduct a mechanical business therein, do any cooking therein, park any electric-powered vehicle or use or allow to be used in the building where the 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 centre.No offensive gases, odours or liquids shall be permitted. No firearms shall be permitted. The centre is intended to be used solely for office use.
9. Weapons: No weapons concealed or otherwise, shall be permitted. No member of the community or sales team can waive this provision or authorize you to have weapons on these premises. If you are found to violate this rule, your agreement will be immediately terminated, with zero tolerance.
10. 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 from 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.
11. You may not conduct business in the hallways, reception area or any other area except in your designated office without our prior written consent.
12. When booking a day office, you must select the correct number of people to attend. This will ensure the correct size room is available and pricing can be correctly quoted for you. All day office occupants included in the booking may access and use internet services free of charge. The day office customer must provide their guest(s) with the booking reference so they can access the internet. Office Membership customers are permitted one guest free of charge.
13. You shall not use the centre for manufacturing, crypto mining, or storage of merchandise except as such storage may be incidental to general office purposes. You shall not occupy or permit any portion of the centre to be occupied or used for the manufacture, sale, gift or use of liquor, narcotics, or tobacco in any form.
14. No additional locks or bolts of any kind shall be placed upon any of the doors or windows of the centre by you nor shall any changes be made to existing locks or the mechanisms thereof.
15. Customers may only solicit other customers for business or any other purpose through centre-approved channels (e.g., through noticeboards and networking events held at the centre).
16. Without increasing the scope of the service agreement with you which incorporates these House Rules all property belonging to you or any of your employees, agents or invitees shall be at the risk of such person only and we shall not be liable for damages thereto or for theft or misappropriation thereof. Insurance of such items will be required to be provided by the customer.
17. Smoking: 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 at any time in any area of the centre (including open or closed offices).
18. Health & safety: To ensure that all Centre users have a safe and secure working environment, you, your employees, and visitors must comply with all health and safety requirements set out by us, by law and as are otherwise applicable to the Centre. Therefore, if you expect to have multiple/numerous visitors, depending on the specific circumstances, we may require you to take an additional office or meeting room space at current rates to accommodate those visitors or those visitors may be refused access to the centre. So please discuss any high-volume visitor requirements you may have with your centre team in advance.
19. Our employees and customers have the right to work and carry out their duties in an environment free from any threatening or abusive behaviour. We reserve the right to terminate your agreement in the event of any such behaviour towards our staff or customers in our centres.
Services & obligations
20. Furnished office accommodation: You will not affix anything to the windows, walls or any other part of the office or the centre or make alterations or additions to the office or the centre without our prior written consent.Your office(s) and the property will be always used in a business-like manner by you and your guests and free of behavior which could be considered a material breach of the agreement including but not limited to sleeping, inappropriate or indecent conduct, or unsanitary use of the accommodation.
21. Use of the facilities: We are happy to discuss special arrangements for the use of the facilities outside the centre standard opening hours or, the standard working days where the centre is located. There may be an additional charge for such special arrangements. This can be discussed at the time of arrangement.
22. All the pay-as-you-use services are subject to the availability of the centre staff at the time of any service request. We will endeavor 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.
23. 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 upon between us at the time you make such a request.
24. Services provided by your community team will be available during standard opening hours. Internet access and phone lines are available after hours and at weekends. Where an active phone line is in use, if you/we move your agreement to another location for your agreement is suspended due to non-payment, your phone number associated with the line will no longer be available and anew number will need to be assigned.
25. Mail acceptance policy: For Virtual Office customers with mail handling service, we will not accept any items exceeding 4.5 kgs (10 lbs.) in weight, 46 cms (18”) in any dimension, 0.03 cubic meters (1 cubic foot) in volume. Items of larger size will only be accepted upon mutual prior agreement. For all customers, 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 an excessive volume of mail received and processed by our team on your behalf.
26. We hold no liability over the loss or damage of delivered or any in-transit goods. Insurances over any mail handling will need to betaken by you as the sender, as these are usually completed by third parties, for which we hold no liability.
27. Liability Insurance: The client must take a Public Liability Insurance of a minimum of AUD 2 million.
28. We use camera recording for security purposes, whereby signage will be posted.
29. Know Your 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.
30. Harassment: You and your officers, directors, employees, shareholders, partners, agents, representatives, contractors, customers, or invitees shall be prohibited from participating in any type of harassing, discriminatory or abusive behaviour toward our team members, other customers or invitees, verbal or physical in the centre for any reason. We have a zero-tolerance policy towards
any workplace harassment and violence. Any breach of this rule is a material breach of your agreement (not capable of remedy), and your agreement may be terminated immediately, and services will be suspended without further notice.
31. Fair usage: Where unlimited services (e.g. Scanning etc.) are included within a service package, these are subject to fair usage as defined by us. We reserve the right to limit or withdraw your use without notice if we feel you are in breach of fair usage.
Disputes: If you dispute any amount in an invoice, you must give us prompt written notice of the disputed amount. You must prove the disputed amount was billed in error and, if there is an actual billing error, we shall correct it with a credit note, and the outstanding invoice will be immediately payable. If you fail to prove an error in the billing, the disputed amount shall be undisputed, due immediately and subject to applicable late fees.
Our service agreement
32. Cross default: You agree that, if you are in default under any agreement with us (or with any of our affiliates), we may, without prejudice to any other rights, withhold any services to be provided under this agreement concerning such default (including access to any accommodation). We may use any funds held by way of retainer under this agreement to discharge any unpaid sums due to us (or our affiliates) under any agreement with us (or with any of our affiliates).
33. Company and contact information: It is your responsibility to keep the information and key contact details we use to communicate with you up to date through the app or online account. This includes but is not limited to email addresses, phone numbers and company addresses.
34. Company name change: If there is a need to change the name of your company, requests must be made through your online account. Please note that you can request to receive up to three invoices regenerated with your new company name. These invoices can only be generated for the last three invoice periods before the date the change was made. Depending on your country there might be additional documentation required before the name change can take effect.
35. Subordination: This agreement is subordinate to our lease or agreement with the owner of the building in which the centre is located and to any other agreements to which our agreement with the building owner is subordinate.
36. Address usage: Our address can be used as a business address but not always as a legal company address. Please check with the Community Team if our building address may be used as a legal company address. Where available and with our approval, you can use our building address as your legal company address whilst there is an active service agreement in place, and you are compliant with local Know Your Customer (KYC) regulations.There is a monthly charge for this service; please confirm pricing with your Community Team. It is your responsibility to remove any reference to our address as your business or legal address when the agreement ends, or you fail to comply with our use of legal address requirements. Failure to do so within ten working days of the agreement end
date will result in a charge decided by the centre.
37. Each company can receive mail at their home centre but is only allowed one company name per agreement. Office customers may receive mail for each occupant’s name. Virtual Office customers may receive mail for up to three named contacts per agreement. Service for additional company names or contacts must be purchased under separate agreements.
IT and technology policy
38. Introduction This policy applies where you wish to use our Telecommunication and Internet connectivity services and equipment. We are considered a Downstream Service Provider (DSP), which means we provide a personalised connection to the Internet which is managed and protected via a firewall. 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 the like.
39. Our Internet and telecommunications
a) Content. 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, and data lines (“Telecommunications Lines”).
You further acknowledge that we are merely providing a conduit for your Internet transmissions, like a telephone company, and that we accept no liability for the content of transmissions by you.
b) Restrictions. 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; libel 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 equipment or the equipment of our other customers. This will be considered a breach of 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 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.
Additional clauses for the Co-working Areas:
1. Access: All members will have access to the Co-working Area between 7:30 am – 7 pm Monday to Friday or such time as is agreed with the Community Lead. Outside of these hours, the area will be closed and secured.
2. Fair usage: Except for the dedicated desks and private office space The Co-working Area is designed to be enjoyed by members and guests for temporary use and not as a place for continuous everyday work. If we feel that a member’s use of the space is impeding other members from having fair use of the space, we might ask that they adjust their membership or moderate their use accordingly. No more than 4 hours on average is considered fair. If you are leaving a seat that you are working from for any length of time (30 minutes or longer), please take your belongings with
you or place them in a locker. We reserve the right to move a member’s belongings if left too long and taking up required seats. If working alone, please make use of the Hot Desk Area rather than the space designed for Meetings. When making or receiving long/loud phone calls, use of the phone booths should be made where possible.
3. Events: Events can be hosted in various areas within the Co-working Area. If you are interested in holding an event, please ask Reception for further details. Setting up and dismantling an area of the Co-working Area for an evening event should only take place after 3 pm to prevent noise from disturbing other members.We don’t allow alcohol to be consumed in the co-working area other than for agreed-organized event bookings. Any attendees consuming alcohol must be above the local legally approved age, CzarWorkspace is not responsible for injury, damage or other incidents related to alcohol consumption within the area. Anyone who appears to be intoxicated will be asked to leave the premises.
4. Food and drink: Where available the Pantry is generally open during office hours. Food and beverages (including alcoholic drinks) brought in from outside the centre should not be consumed in the meeting rooms or open areas within the premises.
We may modify this policy at any time as required.
