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.


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.

As we learn to live safely with coronavirus (COVID-19), there are actions we can all take to help reduce the risk of catching COVID-19 and passing it on to others. These actions will also help to reduce the spread of other respiratory infection, such as flu, which can spread easily and may cause serious illness in some people.

Allen House Business Centre guidelines;

  • We encourage business to take a rapid lateral flow tests in order to keep everyone safe.
  • Hand sanitising stations are available throughout the building.
  • Common areas such as bathrooms and kitchens are cleaned regularly. It is the tenant’s responsibility to ensure these areas are clean after use.
  • Please respect others who may wish to keep a distance when moving around the building.
  • When collecting parcels from Reception, please stay in front of our reception desk.

COVID-19 Guidance for getting tested : https://www.gov.uk/guidance/coronavirus-covid-19-getting-tested


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.

Parking Terms 2019

Car Parking

The number of parking spaces you have is based on your office and the number of desks allocated to your office as per your licence 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.

Visitor Parking

Visitor parking can be managed by each tenant on the AHBC Portal. 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.

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 full name 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. Additional offices keys beyond your office desk allocation can be issued when requested for those offices with a lock and key system.

Replacement, additional and lost office keys are charged at £35+VAT each *Postal charges may also occur.

Key holder information

The licence signatory automatically has key holder rights to make changes and request additional office keys and access cards. For additional security measures each tenant can nominate one additional key holder for their business. Allen House Business Centre will only accept requests for additional office keys and/or access cards from the key holder in writing via email to info@allenhousebusinesscentre.co.uk.

To All Tenants

We are finding our car park becoming full most days of the week, which is why we need to take action.  With this in mind, we will be introducing the following changes to our terms and conditions for parking, for tenants and visitors as of 1st April 2019.

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 and not to use our parking facility for family and friends to park and/or visit other premises at The Maltings, or trips to London.

Car Parking

Car parking is provided for all our tenants and customers, where possible, tenants’ staff should park in car park A, which is operated by our swipe card entry security system. Should customers choose to park outside of Car Park A, then they should be aware that they might be blocked in temporarily by delivery vehicles.

It is the tenants’ responsibility to register all staff and visitors vehicles.  This is done by the Allen House portal, where your Company Permit Manager can issue a full time parking permit or temporary parking permit for maximum of up to 7 days. All vehicles that enter into Car Park A will be picked up by our PNC cameras and will automatically be issued with a daily parking permit.

Tenants Staff Parking Permits

  1. Tenants are to register all staff details with reception before they can issue a parking permit, (name, mobile, e mail).
  2. Tenants should notify reception whenever staff leave their company.
  3. Only one staff permit per member of staff. (Any second vehicle maybe given a temporary permit or park in the car park using your swipe card.)
  4. Each office unit will be allocated a set number of parking permits.
  5. Should a tenant require more parking permits there will be extra charge.(This is subject to availability.)
  6. Tenants should issue a temporary parking permit for all visitors or non-registered vehicles that park at Allen House for longer than 1 hour.

General Parking

  1. Public parking will no longer be available to Car Park A.
  2. Public free parking will be reduced to one hour & one visit per day.
  3. Visitor free parking will be reduced to 1 hour per day, without a permit.
  4. Tenants should issue their visitors with a temporary parking permit.
  5. Tenant vehicles must be registered with reception to stay overnight.
  6. Tenants vehicles not road legal or incapacitated will be charged £5 per day.
  7. All the parking around Allen House over 1 hour are for tenants vehicles working at AHBC.
  8. We reserve the option to change these parking terms at any time.
  9. No parking on the yellow box to entrance to AHBC.
  10. Do not park on double yellow lines, or obtain permission from reception.
  11. If there is a security breach on your entry code, the code will then be cancelled and may not be re-issued.
  12. Tenants should not park, or issue permits for vehicles, where the occupants are not working or visiting Allen House.
  13. After 18.30 hrs Monday to Friday and at weekends you will need to register any visitors.

Car Park Key Codes

  1. Tenants with a large visiting of external staff may qualify for a company key code for the day.
  2. Staff meetings which are attended by 4 or more outside worker should be registered in advance with reception.
  3. Company key codes will be activated on the day of a staff meeting.

Riverside Parking

  1. Riverside parking outside units/ loading doors, vehicles are to be registered at reception.
  2. Expect to be held up for 30 minute with vehicles unloading to Riverside.
  3. Do not park in parking spaces outside loading doors to units.
  4. Tenants or staff Security breaches for our parking rules will result in suspension of security entry card.

Overnight Parking Long Term

  1. Generally more than a week per vehicle per month.
  2. Maximum two vehicles per tenant office.
  3. Vehicles must be parked in car park A, instructed by Reception and registered.
  4. From 01.04.19 a monthly charge of £100.00 pcm per vehicle registered.
  5. Unregistered vehicles will be charged £5.00 per day.
  6. Charges will apply per calendar month as tenants rent.

Overnight Parking Short Term

  1. Short term overnight parking is less than 3 days consecutively.
  2. Unregistered vehicles will be charged £5.00 per day.
  3. Registered vehicles will be free of change provided they park within car park A.
  4. Reception must be informed and registered how long the vehicle will be parked overnight.

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 VendElectric App and register. By registering, the user confirms that you have read, understood and agree to the VendElectric 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

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.