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VWorks Membership Agreement 

COVID-19

To help stop the spread of COVID-19 and support public health we are required to collect contact information for all customers and visitors to Village Hotels. NHS Test & Trace require us to collect this data from the lead booker of each group or party and record the time, date, name & contact number. NHS Test and Trace will ask us for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed our premises as a place they visited recently, or because our premises have been identified as the location of a potential local outbreak of COVID-19. Your data will be kept only for this purpose and will be retained securely for 21 days and shared securely with the NHS if required.

Please note that Village Hotels are taking all Government guidance and legislation into account in the operation of its facilities during the Covid-19 pandemic. This means that there may be some changes to the usual facilities offered by Village Hotels and unfortunately some facilities may remain closed during this time. Find out more here

This Membership Agreements sets out the terms and conditions relating to membership of VWorks which allows you access to business facilities and services at selected Village Hotels (“VWorks”).

VWorks is operated by Village Hotels, the trading name of VUR Village Trading No 1 Limited, a company incorporated in England and Wales with registered number 418878 (“Village”). This Membership Agreement is between Village and you, the individual applying for membership of VWorks.

Village Hotels participating in VWorks may also have additional terms and conditions relating to their facilities, which you have to comply with. All memberships and use of VWorks are subject to: (1) this Membership Agreement (Part I of this Agreement); and, (2) VWorks General Terms and Conditions of Use (Part II of this Agreement) (collectively the “Agreement”). This Agreement takes precedence over any previous terms and conditions or any oral representations made.

Village reserves the right to amend these terms and conditions from time to time subject to reasonable notice.

You accept and agree these terms by entering, accessing or using any of the facilities that form part of VWorks.

 

Part I  - Membership Agreement 

 

  1. MEMBERSHIP TYPES 

We offer different types of VWorks memberships (fees vary between membership types) and we agree to provide the Services set out below for each membership type. A summary of the various Membership Types offered is set out in the table below with further detail set out in the terms below.


Summary of Membership Types for VWorks - please see terms below for further details

 

Membership Type

Membership Period 

 Hours of Use

Notice Period for termination

Superior Club Room

Duration of Stay 

7am until 9pm Monday to Friday. *

10am until 4pm Saturday/ Sunday*

*Note times are indicative only and may vary.  In particular, opening times for Portsmouth Bristol and Maidstone may vary.  

Not applicable 

Flexi Day Use

One day 

7am until 9pm Monday to Friday. *

*Note times are indicative only and may vary.  In particular, opening times for Portsmouth Bristol and Maidstone may vary.  

Not applicable

Flexi Desk Membership 

1 month rolling;

3 months;

12 months.  

7am until 9pm Monday to Friday. *

*Note times are indicative only and may vary.  In particular, opening times for Portsmouth Bristol Maidstone may vary.  

1 calendar month for 1-month membership term*

 

2 calendar months for 3-months and 12-month membership term * 

 

*After the expiry of the minimum term

Fixed Desk Membership 

3 months

 

12 months 

6am to 10pm Monday to Friday

10am to 4pm Saturday and Sunday*

 

*Note times are indicative only and may vary.  In particular, opening times for Portsmouth Bristol and  Maidstone may vary

2 full calendar months’ notice after the expiry of the minimum term

National Individual Membership 

6 months

 

7am until 9pm Monday to Friday. *

*Note times are indicative only and may vary.  In particular, opening times for Portsmouth Bristol and Maidstone may vary.  

2 full calendar months’ notice after the expiry of the minimum term

Individual Memberships  

  1. SUPERIOR CLUB AND DAY USE

2.1 General Description
A non-exclusive right for a hotel guest who has booked a Club Room to use a non-specific hotdesk in VWorks
for the duration of their stay. This membership does not allocate a specific desk but gives access to a desk
within VWorks and use of VWorks.

2.2 Times of Use
2.2.1 Times of use may vary for each Hotel in which VWorks operates, the hours set out in clause 2.2.2 are indicative of usual opening times but they may on occasion vary and Village reserves the right to vary such times of use accordingly.

2.2.2 Superior Club and Day Use members shall be permitted to use VWorks at the following times:

2.2.2.1 7am until 9pm Monday to Friday. VWorks at Village Portsmouth, Bristol, and Maidstone will close at 7pm Monday to Thursday and 5pm each Friday; and
2.2.2.2 10am until 4pm Saturday and Sunday. VWorks at Village Portsmouth, Bristol and Maidstone are not open at the weekend.

3. Payment Terms
Payment for Superior Club Day Use shall be paid for at the time the room booking is made for the Superior
Club Room.

 

 

  1. FLEXI DAY USE  

3.1 General Description
A non-exclusive right to use a non-specific hotdesk in VWorks for one calendar day during normal opening
hours. This membership does not allocate a specific desk but gives access to a desk within VWorks and use
of VWorks.

3.2 Times of Use
3.2.1 Times of use may vary for each Hotel in which VWorks operates, hours set out in clause 3.2.2 are indicative of usual opening times for the general terms and conditions but they may on occasion vary and Village reserves the right to vary such times of use accordingly.

3.2.2 Flexi Day Use members shall be permitted to use VWorks at the following times: 7am until 9pm Monday to Friday only. VWorks at Village Portsmouth, Bristol, and Maidstone will close at 7pm Monday to Thursday and 5pm each Friday.

3.2.3 Payment Terms
Payment for Flexi Day use shall be paid in full in advance either at VWorks, or at the Hotel reception.

 

  1. FLEXI DESK MEMBERSHIP 

4.1 General Description
A non-exclusive right to use a hotdesk in VWorks for the term of your membership. This membership does
not allocate a specific desk but gives you access to a desk within VWorks and use of VWorks.

4.2 Times of Use
4.2.1 Times of use may vary for each Hotel in which VWorks operates, the hours set out in clause 4.2.2 are indicative of usual opening times for the general terms and conditions but they may on occasion vary and Village reserves the right to vary such times of use accordingly.

4.2.2 Flexi Desk members shall be permitted to use VWorks as follows: 7am until 9pm Monday to Friday only. VWorks at Village Portsmouth, Bristol and Maidstone will close at 7pm Monday to Thursday and 5pm each Friday.

4.3 Payment Terms
Payment for Flexi Desk Membership shall be paid either in full in advance at VWorks or at the Hotel reception. For the full membership term or if monthly in advance it must be paid by direct debit.

4.4 Term
4.4.1 Flexi Desk Membership shall be for the following minimum term commitment;

1 calendar month;
3 calendar months, or
12 calendar months.

4.4.2 The term of a Flexi Desk Membership shall commence on the first day on which you start your membership and shall terminate subject to the notice provisions set out below.

4.5 Termination of a Flexi-Desk Membership
4.5.1 Subject the remainder of this clause 4.5 the notice terms for the Flexi Desk Memberships are as follows:

1 month Flexi-Desk Membership or monthly rolling membership 1 full calendar months’ notice
3-months’ Flexi Desk Membership 2 full calendar months’ notice
12 months’ Flexi Desk Membership 2 full calendar months’ notice

4.5.2 Notice can only be given to expire on or after the minimum term has expired. By way of example this means the 3-months Flexi Desk Membership notice can be served at any point during the minimum 3-month term.

4.5.3 To give us notice, such notice must be given by sending an email to the following email address: memberservices@village-hotels.com. It is your responsibility to ensure that the email address to which you send notice to is correct.

4. Flexi-Desk Memberships are calculated in whole calendar months. This means that if we ask you to give notice of one calendar month, and you give notice in that month, we will treat it as if we received it on the first day of the following month and the notice period will start from that day. (For example: notice to terminate a 1 month Flexi-Desk Membership given on 19th May will be treated as starting on 1st June, and the membership will terminate on 30th June. Similarly, if a notice to terminate a 12 month Flexi-Desk Membership given on 20th August will be treated as starting on 1st September, and the membership will terminate on 31st October.

5. Cancellation of your direct debit instruction is not accepted as a request to terminate your membership.

 

  1. FIXED DESK MEMBERSHIP 

1. General Description
5.1.1 A non-exclusive, right to use a dedicated serviced desk within VWorks for the term of your membership. The desk will be a specifically allocated on the commencement of the membership and will remain fixed during the course of the membership.

5.1.2 In addition to the above, a Fixed Desk Membership allows the non-exclusive right to use a hotdesk in any other VWorks at a discounted rate.

5.2 Times of Use
5.2.1 Times of use may vary for each Hotel in which the VWorks operates, the hours set out in clause 5.2.2 are indicative of usual opening times for the general terms and conditions but they may on occasion vary and Village reserves the right to vary such times of use accordingly.

5.2.2 Fixed Desk members shall be permitted to use VWorks as follows: 6am to 10pm Monday to Friday
10am to 4pm Saturday and Sunday. VWorks at Village Portsmouth, Bristol and Maidstone will not have Fixed Desks.

5.2.3 For use of a Flexi Desk at another VWorks please refer to the terms and conditions of the Flexi Desk Membership.

5.3 Payment Terms and Deposit
5.3.1 Payment for Fixed Desk Membership must be paid in advance at VWorks, or at the Hotel reception for the full membership term or if payment is made monthly it must be paid in advance by direct debit.

5.3.2 A deposit of 1-month membership fee (‘Deposit’) must be paid in advance for all Fixed Desk Memberships. The Deposit will be retained until expiry of the Fixed Desk Membership. On expiry of the Fixed Desk Membership Village may retain the Deposit or any part of it for any damage caused by the member to VWorks or to the Fixed Desk. The Deposit or the remainder of the Deposit will be repaid to you within 1 calendar month of the termination of your membership

5.4 Term
5.4.1 Fixed Desk Membership shall be for the following minimum terms;

3 calendar months; or
12 calendar months.

5.4.2 The term of a Fixed Desk Membership shall commence on the first day on which you start your membership and shall terminate subject to the notice provisions set out below.

5.5 Termination of a Fixed Desk Membership
5.5.1 Subject to the remainder of this clause 5.5 the notice terms for Fixed Desk Memberships are as follows:

3-months’ Fixed Desk Membership 2 full calendar months’ notice
12 months’ Fixed Desk Membership 2 full calendar months’ notice

5.5.2 Notice can only be given to expire on or after the minimum term has expired.

5.5.3 To give us notice, such notice must be given by sending an email to the following email address: memberservices@village-hotels.com. It is your responsibility to ensure that the email address to which you send notice to is correct.

5.5.4 Fixed Desk Memberships are calculated in whole calendar months. This means that if we ask you to give notice of two calendar months, and you give notice in that month, we will treat it as if we received it on the first day of the following month and the notice period will start from that day. (For example: if a notice to terminate a 12 month Fixed-Desk Membership given on 20th August will be treated as starting on 1st September, and the membership will terminate on 31st October – 2 full calendar months later).

5. Cancellation of your direct debit instruction is not accepted as a request to terminate your membership.

 

  1. National Individual Membership 

1. General Description
A non-exclusive right to use a hotdesk in any VWorks for the term of the membership. This right does not allocate a specific desk but gives access to VWorks and to use a desk in the hotdesk area.

6.2 Times of Use
6.2.1 Times of use may vary from each Hotel in which the VWorks operates, the following hours are indicative of usual opening times for the general terms and conditions but they may on occasion vary and Village reserves the right to vary such times of use accordingly.

6.2.2 National Individual Members shall be permitted to use VWorks as follows: 7am until 9pm Monday to Friday only VWorks at Village Portsmouth, Bristol and Maidstone will close at 7pm Monday to Thursday and 5pm each Friday.

6.3 Payment Terms
Payment for all National Memberships must be paid in advance at VWorks or at the Hotel reception or by calling VWorks central desk on 01925 931489 for either the full membership term or monthly in advance by direct debit.

6.4 Term
6.4.1 National Individual Membership shall be for the following minimum term;

6 calendar months
or such other term as may be agreed by the parties.

6.4.2 The term shall commence on the first day on which you start your membership and shall terminate subject to the notice provisions set out below.

6.5 Termination of a National Individual Membership

6.5.1 Subject to the remainder of this clause 6.5 the notice term for National Individual Membership is 2 full calendar months.

6.5.2 Notice can only be given to expire on or after the minimum term has expired.

6.5.3 To give us notice, such notice must be given by sending an email to the following email address: memberservices@village-hotels.com. It is your responsibility to ensure that the email address to which you send notice to is correct.

6.5.4 National Individual Memberships are calculated in whole calendar months. This means that if we ask you to give notice of two calendar month, and you give notice in that month, we will treat it as if we received it on the first day of the following month and the notice period will start from that day. (For example: if a notice to terminate a 6 month National Individual Memberships given on 20th August will be treated as starting on 1st September, and the membership will terminate on 31st October – 2 full calendar months later).

6.5.5 Cancellation of your direct debit instruction is not accepted as a request to terminate your membership.

Part II         - General Membership Terms and Conditions

 

  1. GENERAL PAYMENT TERMS 

7.1 Monthly instalments must be paid by direct debit, in advance of us providing the services for the month to which the payment relates.

7.2 If you cancel, your direct debit during the minimum term of your Membership all unpaid monthly instalments that are due or to fall due during the minimum term shall become immediately due and payable by you.

 

  1. ISSUE OF MEMBERSHIP CARDS 

8.1 Membership Card or Cards will be issued to you to allow you to access VWorks.

8.2 Membership Cards are not transferable and must be used only by you the member.

8.3 An administration fee of £10 will be charged to you for a replacement Membership Card.

 

9. CHANGES 

9.1 TERMS AND CONDITIONS

9.1.1 We will give you at least 14 days’ notice, or less if it is not reasonably practicable to give 14 days’ notice, in respect of any change to your membership conditions.

9.1.2 In the event that a material change is made to your membership terms and conditions, you shall be entitled to terminate your membership by providing one month’s written notice to us, within fourteen days of receiving the notice of the material change.

9.2. CANCELLING OR CHANGING YOUR MEMBERSHIP


9.2.1 Membership Fees will not be refunded save in the event of a serious breach of these terms and conditions on our part.

9.2.2 Subject to clause 9.2.3 and 9.2.4, you cannot cancel your membership during its minimum term.

9.2.3 We hope that VWorks provides everything you expected. However, if you do change your mind within 10 days of commencement of your membership term, we will allow you to cancel your membership but your joining fee, or if no joining fee was payable a minimum of £15, will not be returned by us and will not be refunded.

9.2.4 You cannot amend your membership during its minimum term without our prior written consent, and consent will only be given at our absolute discretion.

9.2.5 If you have a gym membership at Village and you are permitted to freeze your gym membership in accordance with our terms and conditions then we may at our absolute discretion allow you to freeze your VWorks Membership.


9.3. CHANGING YOUR DETAILS


It is your obligation to ensure that your contact details are up to date. Please ensure any changes to your postal or email address or telephone number are notified to us. We cannot be responsible for any communications that you do not receive because you did not update your contact details with us.

9.4 PAYING YOUR MEMBERSHIP FEE


9.4.1 If you do not pay your membership fee, we will write to you to let you know. If your direct debit instruction is still in force, we may try to take payment again in the following month for the payment you missed and the amount due for the current month.

9.4.2 If you do not pay for your membership, we may prevent you from using VWorks.

9.4.3 We may refer any missed payments to a debt collection agency.

9.4.4 If you do not pay your membership fees for more than 30 days, we may at our discretion charge you an administration fee of £25. We may also charge you an administration fee of £10 for each missed payment.

9.4.5 If you want to change your direct debit mandate from one bank to another you must give notice to us by contacting member services memberservices@village-hotels.com by the 20th of the month. Failure to do so will result in the payment being requested from your existing bank account – should there be insufficient funds to cover the payment you may incur bank charges.


9.5 PRICING

9.5.1 We reserve the right to increase prices of the membership at any point during the term of the membership. We will give you at least 14 days’ notice of any price changes.

9.5.2 We reserve the right to pass on in full any changes in the prevailing rate of Value Added Tax (V.A.T.).

9.5.3When a standard price increase is made you are entitled to terminate the remainder of the membership by providing one month’s notice to us within fourteen days of receiving notice of the increase.

10. USING VWORKS


10.1 MEMBERS’ ACCESS
We reserve the right to refuse entry to VWorks without a membership card.


10.2 CHILDREN
Children under the age of 18 years will not be permitted to access to VWorks.


10.3 FOOD


10.3.1 Members are permitted to bring their own food into VWorks but all food must be consumed in the break out areas provided or the meeting rooms in the case of a working lunch. We ask members to have consideration for others and ensure that any food consumed in VWorks does not cause an offensive smell.

10.3.2 If a fridge and microwaves or food storage is provided this is for food on the day and food must not be left uncovered or out of date.

10.3.3 Alcohol is not permitted to be consumed within VWorks without the express consent of the Management of the Hotel. Village operates a responsible drinking policy.

10.4 FIXTURES AND FITTINGS


10.4.1 You must not alter any part of the VWorks accommodation and must take good care of it and its fixtures fittings and furnishings that you use. You will remain liable for any damage caused to any fixtures and fittings and furnishings.

10.4.2 You must not install any cabling, IT or telecom connections without our consent.

10.4.3 It is your responsibility to arrange insurance for your own property and belongings and for your own liability to your employees and any third parties.

10.4.4 Village will not be responsible for any of your personal belongings that your use or bring into VWorks.

10.5 PERMITTED USE


10.5.1 VWorks may only be used for office space or meeting purposes.

10.5.2 VWorks must not be used for any use that is illegal or may cause a nuisance or as retail or of a medical nature or a use that involves visits by members of the public.

10.5.3 You may use the VWorks address as a business address but you MUST NOT use the VWorks address as a registered office address for any company or LLP. We will not remain liable for any actions caused as a result of a breach of this term.


10.6 STAFF AT VWORKS

10.6.1 VWorks will have members of staff working at VWorks during the hours of 8.30am and 5pm Monday to Friday.

10.6.2 VWorks will not be under any obligation to have a member of staff working at VWorks outside of the hours stated in clause 10.6.1.

10.7 CODE OF CONDUCT

10.7.1 You agree to comply with the Code of Conduct which sets out the reasonable regulations regarding use of VWorks.


10.8 COMPLIANCE WITH LAWS

10.8.1 You agree to comply with all relevant laws and regulations in the conduct of your business.

10.8.2 You will not do anything illegal in connection with your use of VWorks

10.8.3 You will not do anything that causes a nuisance or increases the insurance premiums paid by Village to be increased or cause a loss or damage to the Village premises or any reputation of Village. 

 

11. DATA PROTECTION

11.1 We will handle any personal data we collect from you as part of your membership of VWorks in accordance with our Privacy Policy available on our website.

11.2 We will use your data in accordance with our Data Protection Strategy and will process your data fairly and securely and ensure that what we do process is relevant and necessary to your membership and use of VWorks. 

 

12. LIMITATION OF LIABILITY

12.1 Nothing in this Agreement shall limit or exclude our liability for:
12.1.1 death or personal injury caused by our negligence, or the negligence of our employees, agents or subcontractors;
12.1.2 fraud or fraudulent misrepresentation; or
12.1.3 Breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession) or any other liability which cannot be limited or excluded by applicable law.

12.2 Subject to clause 12.1, we shall not be liable to you, whether in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising under or in connection with this Agreement for:
12.2.1 loss of profits;
12.2.2 loss of sales or business;
12.2.3 loss of agreements or contracts;
12.2.4loss of anticipated savings;
12.2.5loss of use or corruption of software, data or information;
12.2.6 loss of or damage to goodwill; or
12.2.7 Any indirect or consequential loss.

12.3Subject to clause 12.1, our total liability to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with this Agreement shall be limited to the total Charges paid under this Agreement in the 12 calendar months immediately preceding the date of the incident giving rise to the claim.

12.4 The terms implied by sections 3 to 5 of the Supply of Goods and Services Act 1982 are, to the fullest extent permitted by law, excluded from this Agreement.

12.5 This clause 12 shall survive termination of this Agreement.

 13. TERMINATION FOR CAUSE

13.1 Without affecting any other right or remedy available to it, either party may terminate this Agreement with immediate effect by giving written notice to the other party if:

13.1.1 the other party commits a material breach of any term of this Agreement and (if such a breach is remediable in the reasonable opinion of the other party) fails to remedy that breach within 10 days of that party being notified in writing to do so;

13.1.2 the other party takes any step or action in connection with its entering administration, provisional liquidation or any composition or arrangement with its creditors (other than in relation to a solvent restructuring), being wound up (whether voluntarily or by order of the court, unless for the purpose of a solvent restructuring), having a receiver appointed to any of its assets or ceasing to carry on business;

13.1.3 the other party suspends, or threatens to suspend, or ceases or threatens to cease to carry on all or a substantial part of its business; or

13.1.4 the other party's financial position deteriorates to such an extent that in the terminating party's opinion the other party's capability to adequately fulfil its obligations under this Agreement has been placed in jeopardy.

13.2 Without affecting any other right or remedy available to us, we may suspend access to VWorks under this Agreement or any other contract between you and us if you fail to pay any amount due under this Agreement on the due date for payment, you become subject to any of the events listed in clause 5.1, or we reasonably believe that you are about to become subject to any of them.

 

14. GENERAL

14.1 Force majeure. Neither party shall be in breach of this Agreement nor liable for delay in performing, or failure to perform, any of its obligations under this Agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control.

14.2 Assignment and other dealings.
14.2.1 We may at any time assign, mortgage, charge, subcontract, delegate, declare a trust over or deal in any other manner with any or all of its rights and obligations under this Agreement.

14.2.2You shall not assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this Agreement [without the prior written consent of we].

14.3 Entire agreement.

14.3.1 This Agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

14.3.2 Each party acknowledges that in entering into this Agreement it does not rely on, and shall have no remedies in respect of any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in this Agreement. Each party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in this Agreement.

14.3.3 Nothing in this clause shall limit or exclude any liability for fraud.

14.4 Waiver. A waiver of any right or remedy under this Agreement or by law is only effective if given in writing and shall not be deemed a waiver of any subsequent breach or default. A failure or delay by a party to exercise any right or remedy provided under this Agreement or by law shall not constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict any further exercise of that or any other right or remedy. No single or partial exercise of any right or remedy provided under this Agreement or by law shall prevent or restrict the further exercise of that or any other right or remedy.

14.5 Severance. If any provision or part-provision of this Agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this Agreement.

14.6 Third party rights

14.6.1 Unless it expressly states otherwise, this Agreement does not give rise to any rights under this Agreements (Rights of Third Parties) Act 1999 to enforce any term of this Agreement.
14.6.2 The rights of the parties to rescind or vary this Agreement are not subject to the consent of any other person.

15. GOVERNING LAW & JURISDICTION

15.1 This Agreement and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with English Law.

15.2 The parties irrevocably agree that the courts of England shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this Agreement or its subject matter or formation.