Our offices are affordable & nicely presented ready to attract new clients and build on your team. Book a viewing today...
AHBC is a beautiful listed building bursting with history....

Allen House Term & Conditions for Monthly Tenants

General Information

Allen House is a commercial Business Centre where tenants can check-in and check-out on a calendar monthly basis with agreements rolling month on month. 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 building your business, look after your team and your customers. We are here to support you when you are ready to grow.

Covid-19 Compliance

GOV.UK guidance link : https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19

It is the tenant’s responsibility to ensure you are up to date with the latest government guidelines regarding COVID-19.

____________________________________________________________________________________________________________________________________________________________________________________

 

Power

Our rental charges include reasonable electricity usage. Please check the office agreement/lease for the allowance of your unit. All our units are metered separately and the allowance will ne adjusted based on use. 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.

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 14.30 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 a fire risk & 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 14.30 hrs Monday – Friday.

Cleaning

The cleaning of communal toilets and hallways are carried out on a regular basis. Let your AHBC team know should our facilities need attention.

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 annually be aware that business rates may be added to your rental payment if the current scheme or small business relief finishes.

Rent

All rents are quoted during the check-in process and agreements rolling thereafter. 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. Deposits are refundable once the tenant has checked out; after giving written confirmation that they no longer require the office. Deposits are not held against final rent payment, rent must be paid up to date and on time. Please note that any outstanding charges/damages will be deducted from the deposit with an inspection taking place during check-out. The deposit is held without the liability for interest.

Checking In

Licence agreements/leases will be issued upon checking into Allen House Business Centre. All tenants will need to appoint a main contact, key person, first aider and a fire 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. Access cards will be assigned for each member of staff with their own ID number printed on the card, it is the responsibility of the tenant to ensure that access cards are not be passed around.

Checking Out

You must give one full calendar months notice in writing if you wish to check out of your unit, unless you are moving to a new unit within Allen House Business Centre. *This does not mean 30 days’ notice, it must be a full calendar months’ notice, 1st to the 31st where applicable* For example; If you hand in notice mid-month, your check out day will be at the end of the following month and not on the same date of the notice the following month. We will notify you of your check out date via reply to your notice. Tenants will need to pay up to the confirmed notice date, but will need to vacate 3 working days earlier; this is to allow our maintenance team time to redecorate and turn the office around. We do not allow for final invoices to be taken from deposits held. During your notice period we will require access to the unit for viewings and will give notice where possible. 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 Business Centre 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.uk This email address is being protected from spambots. You need JavaScript enabled to view it. and address it to the CCTV Director.

Access cards

All tenants will be issued with an access card. Once handed over, proper use of access cards is the full responsibility of the tenant and must not be shared amongst teams. It is the tenant’s responsibility to update Allen House Business Centre of any changes to your team including, starters and leavers where each users details must be provided.

Replacement, additional and lost Access cards are charged at £20+VAT each.

Additional access passes beyond your office desk allocation can be issued with level 4 access which excludes car parking.

Office keys

Tenants are supplied with 2 office keys per office during check in. Additional offices keys can be issued on request. Some offices use access control.

Replacement, additional or lost office keys are charged at £30+VAT each *Postal charges may also occur.

Main & Key holder information

The licence signatory automatically has key holder rights to make changes and request additional office keys and access cards, usually marked on our portal as the Main contact for your business. For additional security measures each tenant can nominate one additional key person for their business. Allen House Business Centre will only accept requests for additional office keys and access cards and/or allow access to the unit from the main person or key person nominated. Request additional keys and access cards by email to info@allenhousebusinesscentre.co.uk.

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.

Parking

Car Parking

It is the responsibility for all those parking on the premises to check the posters displayed on-site for up to date parking T&C’s. Please pay attention to all signage on the premises. Allen House Business Centre reserve the right to change the parking terms at any time.

The number of parking spaces you have is based on your office and the number of desks allocated to your office as per your agreement. We find this is the fairest way to ensure that all of our customers are able to utilise the parking facilities here at Allen House Business Centre. Staff details must be registered on the portal by the AHBC team with the associated vehicle plate, this information must remain up to date with AHBC notified when a staff member leaves your business.  One vehicle per staff only. Parking is first come, first served. Parking is not allocated or guaranteed. All staff vehicles must be parked in the AHBC car park through the barriers, access control card(s) are activated for staff parking. This is to ensure visitors to our businesses have a space. No cars should be left overnight unregistered. Charges for overnight parking and for breach of our T&C’s may apply. 

Please do not use our parking facility for family and friends to park and/or visit other premises at The Maltings, nor leave vehicles while off on day trips or holidays. We ask all our tenants to respect our parking terms and conditions, this is so that we can continue free parking for our tenants and their staff.

Visitor Parking

Visitor parking can be managed by each tenant on the AHBC Portal; each tenant has a user name and password. Visitor vehicle registration details can be added to the portal for parking for a maximum 1 week stay, during office hours. This service is regularly monitored. Repetitive use of the same vehicle registration number(s) is not permitted. Our visitor parking is based on a fair use policy, Allen House Business Centre reserve the right to remove visitor parking from the portal if improper use occurs.

It is the tenants responsibility to accurately register staff & visitators for parking. The automated system will not recognise or change any errors made. Should you receive a parking fine in error or wish to discuss a fine please see our AHBC team who will investigate the matter, an admin fee may apply.

Please be reminded that in order to assist with the One Way System flow of traffic, no parking is permitted on the riverside or riverbank. Our LOADING BAY is for loading and unloading only. 

EV Charge Point Terms & Conditions

These Terms & Conditions (Terms) contain important information including details of how our EV Services should be used. These Terms apply to AHBC EV Charging stations, Charging Point/ Unit (Services) users (Customers/ Tenants) which are managed by Allen House Business Centre, CM21 9JX.

By using our EV Services including registering for an AHBC EV invitation, using AHBC charging points, using our 3rd Party App, the Customer agrees to these Terms as they apply to our EV Services. If you do not agree to these Terms & Conditions you should not proceed to use our EV Charging Services.

  1. CHARGING YOUR VEHICLE AT AHBC

When using the AHBC Charging Station you acknowledge and agree that:

  • You will act in a safe manner and comply with all signage, safety and usage instructions displayed at the Charging Unit, in the App when using the charging services.
  • Charging cables are not provided at AHBC Charging Units, customers will be responsible for providing charging cable(s) to connect your vehicle to the Charging Unit. You will only use charging cables of a standard and quality not less than those recommended by your vehicle’s manufacturer and will not use any cables which are damaged, faulty or modified in any way. AHBC reserve the right to fine Customers for any damages to AHBC Charging Unit due to improper use.
  • It is the customer’s responsibility to ensure that when you use our charging services, you physically disconnect your vehicle from the Charging Unit correctly after charging is complete and DO NOT leave charging cables in the charging station. AHBC reserve the right to fine Customers £50+VAT for cables left at charging station. Cables will be removed by AHBC.
  • Customers agree to vacate the Charging Station promptly when your vehicle is not on charge. AHBC reserve the right to fine Customers £50+VAT per hour for vehicles which remain in the Charging Bay longer than the maximum time permitted for charging at AHBC which is 4 hours total charging.
  1. PAYMENT FOR RECHARGING YOUR VEHICLE AT AHBC CHARGING STATIONS

Customer payment is taken by taking the following steps;

  • Download the Monta App and register. By registering, the user confirms that you have read, understood and agree to the Monta Terms and Privacy Policy.
  • AHBC EV Charging Points operate on a pay-to-charge tariff, the user pays for the charge advertised on the app using secure card payment methods.

Approval of your request to purchase electricity from us is at AHBC sole discretion via Invitation Only.

Your request will lapse if electricity does not start being dispensed from the selected Charging Unit within a “time out period” that starts when the selected Charging Unit display screen and/or lamps indicates it is ready to start charging and ends.

You may cancel your request for any reason up until the point at which you connect the charging cable to your vehicle at the selected Charging Unit. You also have the option to end session using the App whilst charging.

It is the Customers responsibility to check the price of our Services before you begin charging your electric vehicle.

Please note that prices shown in-App will change from time to time without prior notice.

All prices shown are exclusive of VAT.

  1. IF YOU ENCOUNTER AN ISSUE with the Services

If a defect with Services or any Charging Unit comes to your attention, you should contact AHBC at the office as soon as possible to allow us a reasonable opportunity to repair or fix the defect.

Customers acknowledge that we do not guarantee the working order or suitability of any Charging Station and/or our Services at any given time (including the suitability of any Charging Station and/or our Services for your vehicle). Due to the nature of electrical charging services, we cannot guarantee a continuous, fault-free service. The Charging Units may fail or require maintenance without notice.

  1. HOW WE USE YOUR PERSONAL INFORMATION

In order for AHBC to invite customers we require a full name and email address for every user. This information is held on our system. It is the customer’s responsibility to inform AHBC when staff members leave the business in order for us to keep information up to date.

  1. CHANGES TO THESE TERMS

We may amend these Terms from time to time and will notify you of any changes by publishing an updated version on the AHBC Website. Please check the terms published on the AHBC Website periodically for changes.

  1. YOU MUST COMPLY WITH ADDITIONAL TERMS AND INSTRUCTIONS

You must comply with any additional terms and conditions, or instructions from us, brought to your attention at the Charging Unit or on the App, on the AHBC Website.

You must also comply with all applicable laws when using the App or the Services.

  1. EVENTS OUTSIDE OUR CONTROL

If AHBC do not meet our obligations under this agreement due to events outside of our control – such as failure of a Charging Unit (including a communications failure, any failure of electricity supply to the Charging Unit, or events arising from the actions of the third party operator, or electricity supplier), industrial disputes or because we have to comply with a relevant law – AHBC will not be responsible for any losses and costs caused to you.

Where such an event affects our performance of the Services to you, we will restart the Services as soon as reasonably possible after the event is over.

  1. OUR LIABILITY TO AHBC CUSTOMERS

Users of this car park do so at their own risk. AHBC will not accept responsibility for damage, accident or loss. AHBC will not be legally responsible for any loss or damage you suffer arising from using AHBC Charging Station including but not limited to;

  • Customer use of a charging cable not provided by us;
  • Customer use of a charging cable which is of a standard and quality less than that recommended by your vehicle’s manufacturer;
  • Customer use of a Charging Station and/or vehicle otherwise than in accordance with all applicable laws, health and safety and usage instructions (including those of your vehicle’s manufacturer);
  • Any damage or alteration to your equipment, including your mobile device or your vehicle as a result of use of the Services;
  • Suspension or loss of access to the Services; or
  • Any Charging Unit (including any selected Charging Unit) being occupied, out of service or unavailable for any reason outside of our reasonable control.

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 & Advertising opportunities

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.

Contact us today to find your new office.