Allen House Term & Conditions for Monthly Tenants

General Information

Allen House is a commercial Business Centre where tenants can book in and out on a calendar monthly basis. Our inclusive package also includes, rent, service charge, building insurance, a monthly electric allowance, business rates, broadband and VoIP phones. This allows you to concentrate on your customers and to expand your business.

Power

Our rental charges include reasonable electricity usage. Please check the lease licence letter for the allowance of your unit. All units are metered separately and extra usage will be invoiced. Allen House does not accept any liability for loss of income to the tenant for any power failures whether caused by Electricity supplier or Allen House. Allen House reserve the right to switch off the power supply to any unit for repairs or failure to comply with any of our terms, or pay as instructed. Tenants with “power sensitive” equipment should connect at their cost an UN-INTERRUPTIBLE power supply (Ups) to protect their equipment. The tenant is no permitted to add to or alter electrical wiring.

Tenants will have the use of the Allen House portal, this is where you can check your usage and monthly allowance. It is the Tenants responsibility to make sure they look at the portal to check this.

Water

The general water rates are included in the rental charges. Units with their own water supply or kitchen sink, will be invoiced separately depending on their usage with their rent invoice on a monthly basis.

Should tenants block the sinks or cause a flood through neglect then we reserve the right to charge for repairs.

Refuse Collection

Our rental charge includes the collection of five black bin liners and five red recycling bags per month on a regular basis. When bags are full, these are to be left outside your office from 15.30 onwards, Monday – Friday where it will be picked up and disposed of. Any cardboard, will need to be flat packed and also left outside the office and will also be collected. This is due to an insurance risk that we have around the building. Special arrangements can be made for large quantities or special waste, unless specifically confirmed in writing no hazardous waste must be brought into the building or disposed of within the refuse system.

If you have any confidential papers that need shredding, we provide a service of white shredding bags. Those wanting to use the service should contact Reception for costs and details.

We have a recycling system in place at Allen House, all copy paper will need to be placed inside a red recycling bag, cardboard should be flat packed and put outside the office door, where this will be collected after 15.30 hrs Monday – Friday.

Cleaning

The cleaning of communal toilets and hallways are carried out on a regular basis. Tenants can enjoy our cleaning services to their office for our standard monthly fee.

Rates

Business rates will be included in your monthly invoice, for those companies that qualify for small business rate relief, you might find zero rates apply. From 1st April 2016 be aware that business rates will be added to your rental payment when the current small business relief finishes.

Rent

All rents are reviewed each April when a review is carried out to take account of council rate increases and service costs. All rents and fixed services are payable by direct debit 7 days after the invoice date. Failure to pay rent may result in all services being suspended.

SHOULD THE DIRECT DEBIT PAYMENT BE REJECTED FOR ANY REASON, THEN A FEE OF £50 FOR THE FIRST FAILURE AND £100 FOR FURTHER PAYMENT FAILURE WITHIN A TWELVE MONTH PERIOD.

Deposit

One month’s rent will be retained as a holding deposit. All deposits are refundable one the tenant has given written confirmation that they no longer require the office. Please note that any outstanding charges will be deducted when checking out. The deposit is held without the liability for interest.

Checking In

Licence/leases will be issued on entering Allen House. All tenants will need to appoint a main key holder, key holder, first aider and a safety person. A list of staff that will be working in the office along with their email addresses and phone numbers is needed for our portal. Swipe cards will be assigned for each member of staff with their own number and these should not be passed around.

Checking Out

You must give one calendar month in writing if you wish to give up your unit, unless you are moving to a new unit with Allen House. Tenants will need to pay up to the confirmed notice date, but will need to vacate 3 working days earlier. This is to allow the maintenance team to redecorate. It is the Tenants responsibility to organise the redirection of their post. On the last day of tenancy, at midday, all keys and swipe cards will need to be returned to reception. We will hold onto the Tenants post for 30 days, thereafter it will be returned to sender.

Security

When you agree to Allen House standard terms, you also agree that CCTV cameras will record your staff movements to and from our building along with PNC cameras for vehicle number plate recognition. This will only be used for the prevention and detection off crime and will be used at the absolute discretion of the Directors or Allen House Business Centre, but will not be passed onto third parties, except the police when requested in writing.

Should you require a subject request, you should email info@allenhousebusinesscentre.co.ukThis email address is being protected from spambots. You need JavaScript enabled to view it. and address it to the CCTV Director.

When taking up an office at Allen House, each person will be issued a swipe card. The swipe card is to be used as a key to get into the building and for entering and leaving the car park. Staff must only use their own swipe card that is registered to them personally.

Insurance

Rents include building insurance, which covers the building, public liability to and from your office and loss of rents, but if the tenant should be proved at fault for causing damage to the building, i.e. flooding of the office and Allen House, setting fire to the building through careless cooking etc, then the tenant will be expected to pay the excess of £1,000.00 per claim. Being close to a river and if your office is on the ground floor, everything should be 6 inches off the ground floor level. However, tenants will need to insure their own stock and contents, plus public liabilities. The tenant must not do or permit anything which may prejudice or increase the building insurance premium or policy.

Any accidents or claims should be recorded in your company’s accident book and reported to Allen House by email to info@allenhousebusinesscentre.co.ukThis email address is being protected from spambots. You need JavaScript enabled to view it. or in writing with photos if possible. The insurance certificate can be viewed in reception.

Car Parking

Car parking is provided for all of our tenants and customers (we do not allocate parking spaces). Tenants must park in the car park A, which is operated by our swipe card security system or between the north fence and East 3 entrance, in the parking bays provided and must not obstruct any other vehicles or right of way and park at their own risk. No vans larger than 5 cwt. to park in bays directly in front of the building to the east and the car park road. NO OVERNIGHT PARKING. Tenants must observe all the landlord’s direction and parking signs.

It is the tenant’s responsibility to register all staff and visitors vehicles, this is done by the Allen House portal. If unregistered vehicles remain parked for longer than two hours, they will automatically receive a parking charge. Please park non staff vehicles behind the barrier in the car park A, as this will automatically register a parking permit for the day. See parking signs around the building for terms and condition.

Smoking

Allen House is a non-smoking building. For those who smoke and those who use the vapour E cigarettes, please use the smoking shelter by the car park. Please do not smoke by any of the entrances to Allen House. E Cigarette use are not pitted to be used in the building or left over night.

Signs

Allen House is a listed building and all signs will be approved, supplied, and erected by Allen House. No other signs will be permitted.

VoIP Terms

VoIP terms and conditions are posted separately on our web site, under Terms drop box.

Internet Terms

Internet terms and fair use policy are posted separately on our web site, under Terms drop box.

Maintenance

We offer a full maintenance work force, including plumbers, electricians and carpenters who carry out various tasks from installing an extra socket, to putting up a shelf, or forming an internal office. We do not allow outside contractor to work on the building unless we have confirmed in writing.

Landlords Termination

The landlord reserves the right to give one calendar months’ notice in writing to monthly lease license agreement tenants, or the same notice period as confirmed with their lease license agreement. See checking out for full details.

WE RESERVE THE RIGHT TO CHANGE THESE TERMS AT ANY TIME.