THINQTANQ - TERMS AND CONDITIONS (V2)

Version 2.0 - consolidated and reviewed

Applies to: Coworking membership, meeting room hire, and registered office / virtual office services.

Agreement with: THINQTANQ Plymouth Limited, a company registered in England and Wales. English law applies to this agreement.

1. Who this agreement is with

If you choose to join THINQTANQ, your agreement is with THINQTANQ Plymouth Limited ("we", "us", "THINQTANQ"). By signing up for a membership, booking a room, or using our registered office service, you ("you", "the member", "the hirer") accept these terms and conditions. Both parties agree that English law applies to this agreement.

These terms cover three services. The section that applies to you depends on what you have signed up for:

Coworking membership - Sections 2–9
Meeting room hire - Section 10
Registered office / virtual office - Section 11

Where a term applies to more than one service, it is stated once and applies throughout.

2. Provision of services and facilities

Access to THINQTANQ and all associated facilities is provided on a best-efforts basis. Should access or any facility be unavailable, we will give as much prior notice as we can, but this may not always be possible. Where feasible, and at our sole discretion, we will make alternative arrangements.

No relationship of landlord and tenant exists between THINQTANQ and you. The whole of the business premises remains in our possession and control. You have no interest in the property other than the right to share its use within the bounds of your selected membership and time period, so that we may provide services to you. This agreement is personal to you and cannot be transferred to anyone else. We reserve the right to transfer the benefit of this agreement, along with our obligations under it, at any time.

We will provide the shared workspace, meeting rooms, offices and other facilities you have agreed to pay for, subject to your membership level. THINQTANQ facilities are available from 9am to 5pm, 7 days a week, except public and bank holidays. Use outside these times can be provided by prior separate agreement, but is not mandatory.

Guests

You may invite and host guests within THINQTANQ provided they sign in and you accompany them at all times. You are responsible for the conduct and behaviour of any guests, in line with these terms. A daily charge (see current pricing for day rates) applies to any guest making use of a desk or workspace. This may be settled by the guest or by you, but must be settled before the guest leaves. If it is not, the charge will be added to your next invoice. You may use shareable passes in lieu of payment if your membership level provides them. We provide digital health and safety notes which you must share with any guests you bring onto the property.

You may not host more than one guest in the shared work area without prior arrangement with us. If you wish to host multiple guests for a specific meeting, you must book a meeting room to avoid disturbing other members.

3. What we offer

Here is what you can expect from us:

Transparent pricing - no nasty surprises; you always know what you are paying.
Easy in/out policy - no long notice periods. Coworkers can leave at the end of their currently paid month with no penalty. Dedicated office rentals need 1 month's notice.
A great working environment - a fun, interesting and professional place to work.
Free WiFi, printing and refreshments - subject to our fair use policy (Section 8).
Meeting space - subject to booking availability.
Freedom - come and go as you see fit.
Ethical policies - we strive to make ethically sound decisions on energy efficiency, purchasing and employment.
Help - where we can, we will do our best to help you.

If we are unable to resolve a legitimate complaint, we will refund you the cost of that day's use of THINQTANQ, based on your current tariff.

4. Access, keys and codes

We take the security of people and possessions at THINQTANQ seriously, and we ask that you do the same.

Signing in and out

You are required to sign in when you arrive and sign out when you leave. We provide a sign-in point and a sign-in app. This process lets us check usage, gather usage statistics, generate fire safety information, and ensure building security. It is essential that you sign in, and that any guests sign in too.

Keys, cards and fobs

All keys, cards and fobs issued to you remain the property of THINQTANQ and must be returned to us immediately on request.
We may choose not to issue keys, cards or fobs at our discretion.
You may not duplicate, modify, sell or use them in any unauthorised manner.
You must keep them in your possession or appropriately secured at all times.
You may not use them to access THINQTANQ property for any reason other than normal work within normal work hours, unless by prior arrangement with a director.
You will not loan or lend them to anyone not authorised to access the building unsupervised.
You will not attach any identifying tags or marks that indicate they belong to THINQTANQ or refer to its address.

Replacement and loss. A fee of £25 + VAT applies to replace a lost or damaged swipe card or access device. If you lose keys or fobs and the building's locks must be re-keyed or replaced to secure the premises, you are responsible for the cost of replacement, re-keying and any associated damage or losses. This cost will be not less than £100 and will equal the costs THINQTANQ incurs in securing the building. The same applies if you fail to return keys, cards or fobs at the end of your membership.

Locking up. If you are the last person to leave in the evening and you have a key or alarm code, you must shut down all lights and lock and alarm the building in line with our Locking and Unlocking Procedure. If you do not have a key and alarm code, you must notify a member of the team that you are leaving and that the building needs locking or shutting down.

Lone working (working outside core hours). If you are working at THINQTANQ outside core hours (for example after 5pm, at weekends or on bank holidays) when no THINQTANQ team member is present, you must sign in on arrival and sign out when you leave, and notify the team when you arrive and again when you leave, so that we know you are safe and accounted for. You can notify us by email, WhatsApp or text. If you are the last person to leave, you must also follow the locking-up procedure above. If you have an accident or feel unwell while working alone, contact the team or the emergency services as appropriate. Notification lets us check on you if you do not leave when you said you would - and it means we never assume the worst because nobody saw you go.

Consequences of misuse. Failure to adhere to these key-holder terms may result in you being denied access to THINQTANQ in future, and may lead to cancellation of your membership or office rental agreement. In rare cases it may result in legal action.

5. Payment, deposits and cancellation

Payment

Membership fees are due monthly or annually in advance, payable by credit card, bank transfer, Direct Debit, or another payment method we offer from time to time.

Cancelling your membership

You may cancel your membership at any time up to the due date of the next payment. Your membership ends at that point and no further payments will be taken. If you leave during your membership period, we are unable to refund the remaining portion. If your membership is terminated by us for a material breach of these terms, you will not be eligible for a refund.

Late payment

Any sum outstanding may be subject to interest at the statutory rate of 8% per annum above the Bank of England base rate, calculated monthly on the outstanding balance, at our discretion. We reserve the right to refuse access to facilities until arrears are cleared.

Deposits

Where a deposit applies, it is refundable when you leave THINQTANQ, provided the fob or key is returned in good order and your account is settled, normally within 30 days of the item being returned. Refunds are issued to the original payment method wherever possible. Card and Stripe refunds can only be made against a charge taken within the previous 180 days (approximately six months); where the original charge is older than that, or the original payment method is no longer available, we will refund by bank transfer using the bank details we hold for you.

Deposits are not refunded where a fob or key is lost, damaged or not returned - replacement and securing costs (Section 4) apply instead. No-shows for booked free weeks forfeit the free-week deposit (Section 7).

Items left at THINQTANQ

Items left at THINQTANQ outside your agreed membership period, and without prior arrangement with the team, are deemed abandoned. We will send you written notice by email as soon as items are identified as abandoned, and you will have 14 days from that notice to collect them. If they are not collected within that period, they may be sold, destroyed, given away or otherwise disposed of. From the date your first invoice becomes overdue, your items will attract a storage charge equal to the cost of the equivalent desk rental. Space in the building is limited, so please collect any items promptly.

6. Conduct

THINQTANQ is here for all our members. Please be respectful of their privacy and their need to work. Generally, treat others the way you would like to be treated.

What we expect from you

Keep noise to a minimum.
Ensure guests are aware of the need to be respectful of others.
Be excellent to each other.
Ensure your business activities are legal, moral and as ethical as possible.
Keep your workspace tidy and be considerate.
Keep your personal possessions safe, and don't interfere with other people's possessions.
If you are locking the building, ensure everything is secure, switched off, closed and safe, and that you have not locked anyone in.
Keep your address and billing details up to date.
If you have a problem with another member's behaviour, discuss it with them openly first. If that fails, inform a member of the team and we will attempt to resolve the issue.

Liability for your property

We accept no responsibility or liability for loss or damage to property brought into THINQTANQ, except where our responsibility or liability is determined by English law. Our insurance does not cover loss, damage or theft of your personal items. Please ensure you are suitably insured.

We accept no responsibility or liability for injury or death of members or their guests, except where our responsibility or liability is determined by English law. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, or any other liability that cannot be limited or excluded by law.

CCTV

CCTV operates in and around THINQTANQ for the security of our members, visitors, staff and property, and for the prevention and detection of crime. By entering the premises you consent to being recorded. CCTV footage is used only for security purposes, is retained only as long as necessary, and is not used for any other purpose. If you have a concern about CCTV, or wish to request access to footage relating to you, contact us at info@thinqtanq.co.uk. See our Privacy Policy for further details on how we handle your personal data.

Use of facilities and equipment

Meeting room bookings are chargeable or require the use of a booking credit (if part of your package). Bookable meeting rooms and spaces may be used by members when not booked, but if a booking is made you must vacate the space and leave it in good condition.
Access to computer networks and the public internet is provided for the lawful use of members and guests, and must not be used for any activity which, in our sole opinion, is illegal, immoral, indecent or detrimental to the enjoyment of other members or guests.
Internet access may be provided to guests via the guest wireless service only. No other security codes may be shared with non-members.
We reserve the right to monitor your usage of THINQTANQ at any time, including your use of computer networks and the internet. This may include the use of CCTV in and/or around THINQTANQ.
You are responsible for securing your own computer data and protecting yourself from the impact of computer viruses, malware and malicious software. You must also take reasonable steps to protect THINQTANQ, other members and guests from the same.
You must not discuss anything you hear at THINQTANQ that you have reason to believe is of a sensitive or private nature. Privacy is important to us all, and business dealings necessitate conversations which may be sensitive. THINQTANQ is a safe space where these conversations can occur without fear of that knowledge being disseminated.
You are responsible for securing your own personal or sensitive data. Please do not leave sensitive information unattended within THINQTANQ. We cannot be held liable for any damages or consequential loss arising from the loss of data from THINQTANQ.
Occasionally items are left on the scanner, printer or 3D printer. For the security of everyone, items left on the scanner or printer will be shredded, and items left on or around the 3D printer (including completed or failed prints) will be disposed of.
If we believe you are conducting your business in an illegal or immoral manner, we may contact the appropriate authority regarding that conduct.
Facilities and equipment provided within THINQTANQ are intended for use by members and guests while at THINQTANQ, and may not be removed for use outside THINQTANQ.
Printers, fax machines and telephones may be provided for incidental use. Printing or faxing large documents, or making long or expensive telephone calls, may be subject to additional charges.
You must use THINQTANQ and all other parts of the business premises, and all equipment, fixtures and fittings, in a reasonable manner. You must not alter any part of the building or facilities. You are liable for any damage caused by you, or by anyone in the business premises with your permission or at your invitation. Any defects should be notified to the team immediately.
You are responsible for ensuring that any electrical equipment you bring onto the premises is safe and in good working order, and for complying with any portable appliance testing (PAT) requirements we notify you of from time to time. We may ask you to provide evidence that your equipment has been PAT tested, and we may arrange for testing of equipment on the premises (any reasonable charge for which will be notified to you in advance). Equipment we reasonably consider unsafe must be disconnected and may be removed from the premises.
Any property left at THINQTANQ without prior arrangement after the end of your membership will be disposed of or sold, or, in the case of large or bulky items, you may be charged for storage and disposal. Please talk to us if you need to leave items here past your membership period.

7. Free week

We provide a whole working week (Monday to Friday) on your chosen week for you to try out THINQTANQ, get to know the people and the atmosphere, and figure out if you want to work here. A few simple rules:

You don't need to come in every day, but you can't carry over free-week days to another week, and you can only have one free week.
If you have previously been a member of THINQTANQ, you aren't eligible for a free week.
While you are here, we will ask for some details and provide you with a fob to enter the building. You need to return this fob at the end of your free week, unless you decide to stay.
If you decide to stay, your billing period starts at the end of your free week / the next working day. Your free week can't be used as a discount against another service.
You are required to pay a £20 deposit when booking your free week. This is returned at the end of your free week if you choose not to stay, or at the end of your time at THINQTANQ if you become a member.
If you don't turn up, we are unable to return your deposit, as we spend time updating our systems and preparing for your visit. If you can't make your chosen week, just let us know and we can rearrange for a more suitable time.

The free week is intended for those who want to join THINQTANQ long term, to try the space and see if it fits the way you work. It isn't intended as a way to avoid paying to use the space while you are in the area on holiday. We are a small business and we treat everyone with respect and integrity; we ask that you do the same.

8. Fair use policy

We want our customers to feel at home and make full use of our facilities, but we do have a few rules.

Refreshments. Refreshments are provided as part of your package for your convenience. Please do not abuse this facility.

Energy and consumables. We provide internet, light, power and other consumables for our members to use. Please use these resources sparingly. If we think you are not using the facilities fairly, or are misusing them, we may apply monitoring to the resources and ask you to contribute to their cost.

Meeting room. The meeting room is available for members to use. A limit of 10 hours per member per week is enforced to ensure the room is not monopolised. If you have the room booked and don't need it, please cancel your booking as soon as possible. If you must book the room for longer than 10 hours, speak to the team and we will arrange an invoice at the member rate in force at the time of the booking.

Internet and networked systems. It is not permitted to use the provided internet service for any of the following:

Sending or posting discriminatory, harassing, or threatening messages or images.
Posting or downloading inappropriate or illegal content.
Engaging in or discussing any form of dangerous or illegal activity online.
Using computers to perpetrate any form of fraud, or software, film or music piracy.
Stealing, using, or disclosing passwords.
Downloading, copying or pirating software and electronic files that are copyrighted or without authorisation.
Sharing confidential material, trade secrets, or proprietary information without appropriate permission.
Hacking into websites or systems.
Sending or posting information that is defamatory to THINQTANQ, its products or services, colleagues or customers.
Introducing malicious software onto THINQTANQ systems, or jeopardising the security of our electronic communications systems.

We do not routinely check internet traffic on our network, nor do we throttle or limit bandwidth. However, should your use of the internet cause issues for the reasonable use of other members, or mean we incur charges from our ISP due to infringement of their fair usage policy, we will seek to identify the largest traffic users. If your business requires large quantities of data transfer, you may be better off on one of our dedicated lines.

9. Communications

When you sign up for one of our products, including the free week, your email address is added to our newsletter mailing list. We do not use this list to market to people, but rather to keep members up to date on what is going on and any important changes at THINQTANQ. If you wish to be removed, use the unsubscribe link at the bottom of the email, or contact us.

10. Meeting room hire

Who this applies to

If you choose to use the facilities at THINQTANQ, your booking constitutes an agreement between THINQTANQ Plymouth Limited and the hirer ("you"). A booking indicates your acceptance of these terms.

If we need to cancel

We are committed to providing great facilities at great prices, and we hope we never have to cancel a booking. But from time to time events arise which are beyond our control. If we do have to cancel your booking, you will be notified as far in advance as possible.

You will receive a full refund for the hire period that has been cancelled, unless an alternative date or facility can be found. We will work with you to ensure you are satisfied. Your refund will be via the same method the money was collected.

If you are required to pay for a room booking (for example, you are not a member, or your usage falls outside our fair usage policy), you must pay for your booking in full before the day of use, by any of the payment methods we accept.

If you need to cancel

If you cancel within 5 days of the hire date, we will try to rebook the slot. If we rebook it, you will receive a refund; if the slot cannot be rebooked, the full hire amount will be retained or charged.
If you cancel between 5 and 14 days of the hire date, 50% of the hire amount will be retained or charged.
If you cancel more than 14 days before the hire date, you will receive a full refund.
A no-show will be treated as a cancellation within 5 days, and the same rebooking approach applies.
Any services we have engaged on your behalf which are charged for by a third party will be charged to you.

What you can use the room for

You can use the meeting room for anything that isn't illegal or immoral and that falls within the usual realm of use for a business premises. If you have a specific use in mind and aren't sure what constitutes the "usual realm", get in touch and check. We can be very flexible, but we aren't without limits.

You can use the room outside normal hours of operation, but a surcharge for staff time will apply to the normal booking fee. Please ensure that if you are using the room to show or disseminate media, you have the appropriate rights to do so; we cannot be held responsible for, and do not monitor, your activity within the premises.

You must return furniture to its proper place, and you can't mark or damage the walls, equipment or fittings.

Condition of the room

You need to leave the room in the condition you found it. We expect some cleaning to be required after each room use, but if you generate significant mess or damage, there will be a charge invoiced to you. We are very flexible and understand that damages and mess can occur, but we cannot tolerate extremes, as this room is for the benefit of all and must be kept in service.

11. Registered office

11.1 Agreement and legal entity

By signing up for a registered office membership, you ("the member") are entering into an agreement with THINQTANQ Plymouth Limited, a company registered in England and Wales. This agreement is governed by English law.

Each registered office membership applies to one business entity only. If you wish to register multiple businesses at THINQTANQ, you will require a separate membership for each, available at a discounted rate.

11.2 Identity verification and compliance

To comply with our legal obligations:

We require valid proof of ID (passport, driving licence or other official ID) and proof of your home address (utility bill, bank statement, etc.).
We may carry out further checks, including sanctions list and Politically Exposed Person (PEP) screening.
We reserve the right to request additional documentation at any time.
We will retain your information and relevant records for a minimum of five years following the end of your membership, as required by law.
Providing false, misleading, or incomplete information will result in immediate termination and may be reported to the appropriate authorities.

11.3 Use of address and services

You may use the THINQTANQ address as your business trading address, and/or your registered office address, if explicitly agreed in writing.

We provide post handling and forwarding as follows:

Standard forwarding is twice per week.
Additional forwarding is available on request and will incur additional postage charges billed monthly.
Post is forwarded via Royal Mail. If you require post urgently and require us to scan and email it to you, you expressly give us permission to open and scan your post. Once forwarded, the digital copy and physical copy are destroyed immediately. Please do not ask us to retain your mail for you.

11.4 After your service ends

We will hold and forward any incoming post for a maximum of 4 weeks. At the conclusion of our agreement, we are unable to open or scan your mail - it is held or forwarded unopened.
You are responsible for updating your registered address with Companies House and any other third parties within 4 weeks of the service ending. 4 weeks is the full, fixed window - no extensions are available.
If your company remains listed at our address more than 4 weeks after the service ends, the service restarts from fresh: a £25 re-registration fee and any applicable deposit become due, and billing resumes monthly at the then-current price list. Billing continues until you provide proof that the registered address has been changed.
We will send reminders at 2 weeks, 4 weeks, and then once a month while your company remains listed at our address, so this never comes as a surprise.
If a restarted account remains unpaid, after 2 months we will stop handling your mail entirely: all post is returned to sender, unopened, and the service is terminated. The outstanding balance remains payable and will be pursued, and interest accrues on it (see Section 11.6).
Please note: a company that fails to maintain a valid registered office risks being struck off the Companies House register. We will always warn you in writing first, but the obligation to keep your address current is yours.
If you also hold a THINQTANQ workspace membership, any fob or key deposit you have paid is governed by the coworking terms (Section 5) and is refunded in line with those terms. This agreement does not affect the return of workspace deposits.

11.5 Prohibited and reportable activities

THINQTANQ is committed to preventing illegal or fraudulent activities from being conducted using its address or services.

By accepting these terms, you agree that:

You will not use our address for unlawful purposes.
We reserve the right to suspend or terminate your service immediately if we suspect any illegal or suspicious activity.
We are legally obligated to report suspicious activity to authorities such as the National Crime Agency (NCA) via a Suspicious Activity Report (SAR) where appropriate.

11.6 Payment and cancellation

Membership fees are payable monthly or annually in advance by Stripe, Direct Debit or other methods as offered.

You may cancel at any time before your next payment is due. No further payments will be taken after cancellation, but you must change your registered address within 4 weeks of the end of your billing period.

Refunds are not issued for unused time remaining after cancellation.

Post-cancellation, we will collate post for up to 4 weeks for collection or forwarding. After this period, mail will be returned to sender.

If you cancel but your company remains listed at our address beyond the 4-week window, the service restarts from fresh as set out in Section 11.4.

Any unpaid amounts will incur interest at the statutory rate of 8% per annum above the Bank of England base rate, calculated monthly on the outstanding balance, and access to services may be suspended until payment is received.

11.7 Limitation of liability

While we make every effort to process and forward mail promptly:

We cannot be held responsible for delays caused by postal services, mail delivery issues, or postal strikes.
We are not liable for any losses resulting from delayed or misdirected post outside of our control.

11.8 Final notes

We aim to provide a safe, secure, and professional service to all our members. These terms are subject to revision at any time, and you will be notified of any changes in advance.

For questions or further clarity, please contact us at info@thinqtanq.co.uk.

12. General

Changes to these terms. We may update these terms from time to time. We will notify you of any material changes in advance. Continued use of our services after a change takes effect constitutes acceptance of the updated terms.

Severability. If any part of these terms is found to be unenforceable, the remainder will continue in full force and effect.

Governing law. These terms are governed by English law, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

*THINQTANQ Plymouth Limited. Registered in England and Wales.*

Terms and Conditions