This Space Rental Agreement outlines the terms and conditions (“Terms”) for booking, renting, and using @Hive’s workspaces (the “Space”). By using @Hive’s facilities, you agree to these Terms, which may be updated from time to time without notice.
Article 1: General Provisions
1.1 Access and Use
- Access to the Space is limited to the specific booking period and area reserved. Unauthorized use outside these parameters is prohibited.
- Members and guests must adhere to all policies, including health, safety, and professional conduct guidelines.
1.2 Amendments
@Hive reserves the right to amend these Terms without notice. Continued use of the Space constitutes acceptance of the revised Terms.
Article 2: Bookings and Reservations
2.1 Reservation Process
- Members may book spaces via @Hive’s website or at reception. Reservations are confirmed upon payment, with a confirmation email sent automatically.
- For assistance, @Hive staff are available during business hours.
2.2 Available Spaces
- Standard options include:
- Co-working Desks: Daily rentals
- Private Offices: Hourly/Daily
- Huddle Rooms: Hourly/Daily
- Creative Spaces: Hourly/Daily
- Conference Rooms: Hourly/Daily
- Special requests (e.g., large event bookings) must be arranged directly with @Hive staff.
2.3 Modifications
- Changes to bookings must be made:
- Co-working Desks/Hourly Rooms: 24 hours in advance
- Full-Day Rentals: 48 hours in advance
- Large Conference Rooms: 5 business days in advance
- Modifications are subject to availability and confirmation.
2.4 Duration and Termination
- Spaces are booked hourly (1-7 hours) or daily (8 hours). Extensions beyond reserved times may incur additional charges.
- Violations of policies during use may result in termination of the booking without refund.
Article 3: Payment, Cancellations, and Refunds
3.1 Payment Terms
- All payments are due upon booking confirmation. Core and Premium members receive respective 5% and 10% discounts.
- Payments are accepted via credit card or member credits. Declined payments may result in suspension of access until resolved.
3.2 Cancellation Policy
- Cancellations must be made within specified timeframes for a full credit refund. No credits will be issued for no-shows.
- Cash refunds are only issued in cases of double billing, service unavailability, or extenuating circumstances, subject to approval.
3.3 Late Payments
Outstanding balances accrue interest at 0.05% per day or the maximum permitted by law.
Article 4: Authorized Use of Space
4.1 General Conduct
- Members must maintain professional behaviour and respect shared spaces. Subleasing or unauthorized use is strictly prohibited.
- Activities must comply with all applicable laws and @Hive policies.
4.2 Guests
- Guests are welcome but must adhere to @Hive’s rules. Members are fully responsible for their guests’ conduct.
4.3 Damage and Maintenance
- Members are liable for any damage caused to the Space or its furnishings. Repairs or replacements will be billed accordingly.
- Spaces must be left clean and orderly. Failure to comply may result in cleaning fees.
4.4 Parking
- Parking spaces are on a first-come, first-served basis. Overnight parking is not permitted unless special arrangements are made.
- Parking is prohibited in laneways, fire routes, or other designated no-parking zones. Violations may result in towing at the owner’s expense.
- @Hive is not responsible for damage, theft, or incidents involving vehicles or personal property in the parking lot.
- Members using street parking are responsible for complying with City of Ottawa regulations. @Hive is not liable for any fines or penalties incurred.
4.5 Equipment Use
- @Hive offers exercise machines and wellness devices on-site for member use.
- Members agree to operate the Equipment safely and accept responsibility for any injuries or damages that may occur.
- @Hive is not liable for any claims or damages resulting from equipment use.
Article 5: Health, Safety, and Security
5.1 Health Protocols
- Members must follow all posted health and safety guidelines. Emergency procedures will be communicated during onboarding.
5.2 Security Measures
- Access cards and codes must be used responsibly. Lost credentials must be reported immediately.
Article 6: Technology Use
6.1 Wi-Fi and Technology
- Wi-Fi is provided for professional use only. Illegal downloads, security breaches, and network abuse are prohibited.
- Limited tech support is available upon request.
Article 7: Privacy and Confidentiality
7.1 Privacy Protection
- Discussions of sensitive information should occur in private rooms. @Hive is not liable for breaches of confidentiality in shared spaces.
- Personal data is managed per @Hive’s Privacy Policy.
Article 8: Food, Beverages, and Catering
- Food and beverages are allowed in designated areas only. Alcohol is permitted only for pre-arranged events in compliance with local laws.
- Members must maintain cleanliness and promptly dispose of waste.
Article 9: Insurance and Liability
- @Hive is not liable for loss, theft, or damage to personal property. Members are encouraged to carry personal insurance.
- Members agree to indemnify @Hive against any claims arising from misuse of the Space.
Article 10: Force Majeure
- @Hive is not liable for interruptions due to events beyond its control.
Article 11: Dispute Resolution
- Disputes will first be addressed informally. If unresolved, mediation or arbitration will follow per Ontario law.
Article 12: Governing Law
This Agreement is governed by the laws of Ontario, Canada.