Statement of Work (SOW) / Terms and Conditions

DBS Managed Offices / DBS Serviced Apartments

This document outlines the terms and conditions (“Agreement”) governing the provision of services between DBS Managed Offices and DBS Serviced Apartments and  (“Service Provider”, “DBS”, “we”, “our”) and the Client (“you”, “your”) for the use of serviced offices, coworking spaces, day offices, meeting rooms, virtual offices, and serviced accommodation (“Services”). By accepting and using the Services provided, you agree to these Terms and Conditions.

1. Services Provided

DBS will provide the following services as per the agreement between the parties:

  • Serviced Offices: Fully furnished private office spaces, including utilities, internet access, and office support services.
  • Coworking Spaces: Shared office spaces available on flexible terms with access to workstations, internet, and communal areas.
  • Day Offices: Short-term, fully equipped office spaces available on a daily/weekly/monthly basis.
  • Meeting Rooms: Professional meeting room spaces for client meetings, interviews, or presentations.
  • Virtual Offices: Business address and telephony services without a physical office, including mail handling.
  • Serviced Accommodation: Furnished and equipped short-term rental properties for business or leisure use.

2. Booking and Use of Services

  • Booking Procedures: All bookings for Services must be made via our online platform or through direct communication with our office team. For meeting rooms, coworking spaces, and day offices, bookings must be made at least 24 hours in advance unless otherwise agreed.
  • Access: Access to facilities will be granted as per the terms of the booking, with operating hours set between 8:30 AM and 5:30 PM Monday through Friday, unless otherwise specified in the agreement.
  • Usage of Services: You are expected to use the Services in a professional manner. You may not use the Services for illegal activities, or in a way that causes disruption to other users of the space. Any illegal activity or violation of the rules may result in immediate termination of services.

3. Payment Terms

  • Fees: All fees for Services provided will be outlined in the relevant agreement and are due according to the billing cycle (e.g., in advance, on arrival, daily, weekly, monthly) as specified. Fees may include but are not limited to office space rental, meeting room booking, utilities, internet/telephony services, and other associated costs.
  • Invoicing and Payment: Invoices will be issued at the start of each billing period. Payment is due within 14 days from the invoice date unless otherwise agreed upon in writing. Failure to pay may result in the suspension of Services until payment is received.
  • Late Payment: Any overdue payments will be subject to a late payment fee of 4% per month above the base rate of HSBC Bank plc on the outstanding balance.

4. Term and Termination

  • Term: The term of this agreement will begin on the date of acceptance and continue until terminated by either party with notice.
  • Termination by Client: You may terminate the agreement by providing written notice, as specified, in the service agreement. No refunds will be provided for unused days or services unless specified in the agreement.
  • Termination by DBS: We may terminate the agreement immediately if you breach the terms or engage in any activity that could harm our reputation, operations, or other users of the space, or nonpayment of due fees.
  • For Serviced Offices: termination is subject to a minimum contract term and notice period, as specified in the Licence.
  • For Coworking Spaces and Day Offices: termination may be subject to a minimum contract term or notice period, as specified in the Licence. For ad hoc days, our cancellation policy is as follows:
    Less than 1 weeks’ notice = FULL CHARGE STANDS
    More than 1 weeks’ notice = NO CHARGE
  • For Virtual offices: termination is subject to a minimum contract term and notice period, as specified in the Licence.
  • For Meeting rooms: Our Cancellation Policy is as follows
    Less than 1 weeks’ notice = FULL CHARGE STANDS
    More than 1 weeks’ notice = NO CHARGE
  • For Serviced Accommodation: termination may be subject to a minimum stay period as specified and cancellation period, as specified in the Booking Form/Agreement.

5. Security Deposit

A security deposit may be required to cover any damages or unpaid fees incurred during the term of use. The deposit will be refunded at the end of the agreement, provided all conditions are met and no damage is reported to the property or equipment.

6. Client Obligations

  • Compliance: You agree to comply with all applicable laws, regulations, and local council requirements while using the Services.
  • Conduct: You must ensure that your employees, guests, or clients comply with the terms of this agreement and behave in a manner that does not disrupt the services or other clients.
  • Indemnification: You agree to indemnify DBS against any losses, liabilities, claims, damages, or expenses arising from your use of the services, including damage to property or injury to persons.

7. Liability and Insurance

  • Liability: DBS is not liable for any loss, damage, or theft of personal property, equipment, or documents left in the facilities. You are responsible for securing your own belongings.
  • Insurance: You are advised to maintain adequate insurance for your own equipment, property, and liabilities while using the Services. DBS does not provide insurance coverage for client property.

8. Privacy and Data Protection

  • Data Protection: We will process your personal data in accordance with the Data Protection Act 2018 and the GDPR. For further details, please refer to our privacy policy.
  • Confidentiality: Any confidential information shared between you and DBS must be kept confidential. Both parties agree not to disclose or use confidential information for any purpose other than providing or receiving the Services.

9. Force Majeure

DBS will be not be liable for any failure to perform obligations under this Agreement due to causes beyond their reasonable control, such as natural disasters, strikes, pandemics, or government actions.

10. Miscellaneous

  • Amendments: We may update or modify these Terms and Conditions at any time. Any changes will be communicated to you in writing or via email.
  • Dispute Resolution: Any disputes arising from this Agreement will be resolved through amicable negotiation. If a resolution cannot be reached, the matter will be referred to the courts of England and Wales.
  • Governing Law: This Agreement will be governed by and construed in accordance with the laws of England and Wales.

Effective Date: January 2025