The following Terms are effective as of 1st February 2024 and supersedes any/all previous versions.

This document contains the Terms and Conditions for room hire at The Consulting Centre. By placing a room booking with The Consulting Centre you agree to the terms and conditions set out below.

1. DEFINITIONS

“We” or “Us” – “The Consulting Centre – the person/s or organisation taking responsibility for renting room/s on our premises

“You” or “Your” – The Practitioner – the person/hirer who rents room/s at The Consulting Centre

“Clients” – The members of public who are direct fee paying customers of “You” and therefore wholly your responsibility

2. ROOMS AT THE CONSULTING CENTRE

The Consulting Centre is a business that rents room space only. It neither provides nor employs staff nor does it offer any professional services directly to “Clients”.

Practitioners using The Consulting Centre are self-employed and must be responsible for all monetary transactions relating to the Professional Services “You” provide to your “Client”. “We” do not provide Reception Services or accept payments for Services on your behalf or accept any responsibility for the relationship between “You” and your “Client/s” in any circumstances. Please do not provide any confidential information about your “Client” to “Us”.

It is the responsibility of the practitioner to ensure that the room they book complies with the standards of their profession and the individual needs of their clients

We do not store or dispose of sharps.

2.1 Facilities

There are seven consulting rooms available for hire. Please see our website for more information about each room and our opening times. Sub-letting of rooms is not permitted. The right to use any room for a specific period does not give you any tenancy or other rights to use the room or any part of the premises.

Onsite car parking is available for the exclusive use of Practitioners and Blue Badge Holders on a first come first served basis. Please do not offer “Your” space to “Your” “Client” if you do not use it. “We” cannot accept any responsibility for any vehicles on our premises. Please exit driveway forward facing.

2.2 Access

There is secure door entry via a pin-coded lock system to the main building which must be kept locked in the interest of security for all users. We expect confidentiality in all aspects of the space and your assurance that access codes will not be shared.

Wheelchair access is possible to ground floor rooms but there is no lift or “accessible” toilet on the ground floor due to the age and design of the building.

3. CONDUCT

“You” are responsible for your own conduct, as well as the conduct of your client(s) at all times. This is not limited to the facilities inside the building but also includes all outside areas and car park. Conduct should be of a professional nature, incorporating a high level of respect for all other users of the building at all times. This includes the behaviour of any children attending “Your” appointment. It is “Your” responsibility to make parents/guardians aware that other sessions are in progress and “We” reserve the right to terminate any appointment if other users of these premises report disturbance or disruption. In this instance  “You” will not be reimbursed for your sessions(s).

This includes, but is not exclusive to, the following specific areas:

Noise: In order to preserve the quiet environment for consulting, counselling, therapy and training, that “We” promote, please speak softly in areas immediately outside the counselling and therapy rooms. Please also use your mobile phone considerately.

Room Care: The Centre aims to maintain rooms in a clean and comfortable condition. If you break or discover broken furniture, fixtures and fittings, please report it as soon as possible to the Facilities Manager. Please leave the room tidy and clear for the next person all receptacles to be left in kitchenette sink for collection and dishwasher.

Hot food is not permitted at any time in any counselling or therapy room.

Lighting naked flames or candles is not allowed in any room. Please switch off lights and any electrical equipment when leaving the room.

Room Use: A room booking is a specified session slot. ‘You’ cannot switch rooms or extend your time. Using a room without booking or overstaying your session slot will result in the occupiers being asked to leave immediately or pay for the unauthorised usage.

Rooms are booked at The Consulting Centre under the proviso that “You” will only deliver the services for which “You” hold relevant qualifications, valid insurance and which have been agreed with “Us” prior to “Your” booking. No other use of our premises is authorised.

All users must respect the bookings made by others and should time their sessions so that subsequent users have free access at the start of their booked slot.

It is not fair or reasonable for Practitioners to have to ask previous occupants to vacate a room. Where this is not observed we may withdraw booking rights and cancel any future prepaid sessions without refund.

Personal Possessions: “You” are responsible for your personal possessions. “We” do not accept any responsibility for lost equipment or personal items. “We” strongly advise “You” to keep all personal belongings with “You” at all times.

Non Violence: Physical violence is not acceptable. Violent or abusive behaviour/language will result in those involved being asked to leave immediately.

Alcohol and Drugs: Alcohol/ illegal drugs are strictly prohibited on our premises. Nor may a Practitioner or client enter the premises under the influence of alcohol or illegal drugs.

Messages: We do not provide a message service between “You” and your “Client”. It is the sole responsibility of “You” to contact your client directly if there is a change in circumstances. “We” will send you a text message reminder of your room booking 24 hours in advance of your session. However, it is your responsibility to notify your clients if “You” are late or not attending for any reason.

No Smoking Policy. In accordance with the law, the entire building is a no smoking area.

4. SECURITY

The Facilities Manager will ensure that the outer front door is opened by 07.45 am each day. In the unlikely event that “You” arrive to find the outer door is locked, the access code for the Keysafe will be provided by the Facilities Manager on request. Please return the key to the safety box after use.

Your Clients may access the Waiting Room, but are prevented from entering the main building by the Codelock door entry system. It is your responsibility to meet/greet and escort your Client both into and out of the building. For the safety/security of all occupants in the building, your Clients must be accompanied by “You” at all times and not left to roam around the building alone. It is not permitted for “Your” Clients to use our kitchenette. “We” provide hot/cold drink refreshments on a self-serve basis for “You” only. Please report any breakages/spillages to our facilities manager.

Only “You” the Practitioner will be given the security code to the Codelock door entry system. This code will be changed periodically for security.

The Keysafe code and the Codelock code must NOT be given to Clients or anyone else under any circumstances.

The Wi-fi Network Code/Password must NOT be shared with “Your” Clients.

On entering or leaving “You” the Practitioner must never let anyone else into the building unless they are your responsibility (i.e. your client(s)).

If you have reason to suspect unauthorised access of the building, please notify the Facilities Manager immediately.

The building is protected with a serviced Fire Alarm and Extinguishers. Please familiarise yourself with our Fire Safety Instructions, Fire Exit and Meeting Point in the event of a fire.

A First Aid Kit is available from both Kitchenettes (first and ground floor).

5. PUBLICITY

“We” are pleased to encourage your promotional materials in certain areas of the building – such as the notice board and display cabinet in the Waiting Room. However, all such materials must be pre-approved by The Consulting Centre. If you wish to have information posted or distributed, please hand it to The Facilities Manager – do not post it yourself.

6. ROOM BOOKING

By booking a room “You” agree to be bound by these Terms & Conditions:

6.1 Professional Regulation and Insurance

All Practitioners applying to operate from The Consulting Centre must provide documented evidence of the following:

• current and adequate professional indemnity insurance and public liability
• completion of a recognised training in their profession to at least Diploma standard
• current membership of an appropriate external professional regulating body

“We” require you at all times and at your own expense to have in place whatever insurance is reasonable in the circumstances which may include public liability, professional and any other indemnity insurance, to make sure that “We” are fully protected against any loss, damage or other liability that we incur by providing space to you.

“You” should not see any Clients at the premises without appropriate insurance cover in place. It remains your responsibility to ensure that premiums are paid and all appropriate insurances are properly maintained and valid.

6.2 Room Rental

The booking system operates on a “first come first served” basis. It is therefore your responsibility to plan ahead and book the room and session time/s required. When your booking has been completed, your session slot will not be available to any other Practitioner, avoiding duplication. The session slots are fixed for the time periods shown on the booking system, so the process is consistent and easily automated.

6.3 Payment

Payment for room hire is made in advance at point of booking on our secure automated system. The Room Booking system enables payment via Stripe using your Credit/Debit card.

Please Note: The Consulting Centre is a trading name of Assetria Ltd which will appear on your financial statements.

6.4 Booking cancellations

Cancellations must be made at least 24 hours in advance of the date/time when the session slot was booked to qualify for a full refund. Refunds will be made by the original payment method including loyalty pack ‘minutes’.

6.5 Room Rates

All rooms are available for a timed session, at a set rate. Please do not over-run or expect to access your room early.

6.6 Termination

“We” reserve the right to terminate “Your” use of our premises, existing or future bookings, if any of the Terms and Conditions are breached. Any refund of advance payments by “You” will be at the discretion of The Consulting Centre. “We” cannot be held responsible for any loss to “You” or your business in the event of Termination in any circumstances

6.7 Unforeseen Circumstances

Should your Consulting Room not be available due to fire, flood or other extenuating/unavoidable circumstances, “We” will refund “You” the full cost of the room for the reserved session(s) if an alternative Consulting Room is either not available or not acceptable to “You”. “We” cannot accept responsibility for any financial/other loss that may occur between “You” and your client regardless of cause.

7. LOYALTY DISCOUNT SCHEME

The Consulting Centre operates a loyalty scheme to reward those individual practitioners who want to use our facilities on a frequent basis. Our loyalty packs are not available to Corporate Clients or Medico Legal.

The Loyalty Packs are purchased in advance and are valid for 12 months from the date of purchase.  Each pack generates a unique code representing a block of minutes.

To book, simply enter your unique code at checkout and the applicable minutes will be deducted from your Loyalty Pack.

“You” can change and cancel any session from your Loyalty Pack up to 24 hours in advance of the date/time to qualify for a credit back to your Loyalty Pack. This credit must be used within the original 12 month purchase period or the credit will expire. Loyalty packs are non-refundable.

8 PETS

No pets are allowed on the premises except Assistance Animals.

9 FOR OUR PROTECTION

We expect you to fully indemnify us against any lost or damage that we suffer because you have been negligent or contravened any of your obligations under these terms and conditions or if any Client suffers any loss or damages either at the premises or as a result of services provided to them.

This indemnity also extends to any tax or National Insurance contribution in respect of any payment from a Client.

10 LEGALS

Our terms and conditions form the basis of the legal agreement between us and nothing else varies these terms and conditions unless it has been agreed in writing by one of our directors.

By making a booking with us, you are acknowledging that you understand our terms and conditions and the fact that the use of any space will be subject to these terms and conditions, as well as the fact that we are not making any assurances as to the suitability of the Premises or their use by you.

We are also relying on specific assurances by you that:-

• All your information including your accreditations are correct and up to date
• No Client has been told of qualifications, experience or accreditations you do not in fact have
• You have all the necessary consent and approvals to provide Services to your Clients and that there is no pending investigation or proceedings that might adversely affect your ability to provide Services to Clients.

The Agreement between us is governed by English Law and any dispute can only be dealt with in the English Courts.

Acknowledged and accepted by “You” the Practitioner