Terms of use

THE WELLBEING HUB Terms and Conditions Version 1.2 • Last updated: March 2026 1. INTRODUCTION AND PURPOSE The Wellbeing Hub is a shared workspace and home for wellbeing, social impact and therapeutic work. It is a community of people working with care and purpose — not a public events venue or a drop-in workspace. The Hub comprises: - An open-plan workspace - Bookable meeting and counselling rooms - Rentable dedicated office space (Tenant members) The Hub also hosts a programme of activities related to wellbeing, run primarily outside standard working hours. Use of the facilities is reserved for Hub members, although most events are open to the public. The Hub’s ongoing costs are shared by members and kept to a minimum through donations and the contributions of volunteers. The Hub is designed to feel welcoming, calm, inclusive, and human. It exists to strengthen the community wellbeing ecosystem by providing a stable home for charities, social enterprises, practitioners, and community organisations to work, meet, collaborate, and deliver services. Membership is about belonging and shared stewardship, not just access. 2. DEFINITIONS In these Terms: - "Hub" / "Premises" means The Wellbeing Hub at 19 Commercial Buildings and any associated spaces made available to members. - "Member" means a person or organisation who has been accepted into the membership scheme and is in good standing (including being up-to-date with payment). - "Management" means the entity responsible for day-to-day operations and governance of the Hub (including any staff or appointed representatives). - "Shared areas" means the open-plan workspace, kitchen, lounge areas, circulation areas, and other communal facilities. - "Bookable rooms" means the meeting and counselling rooms available to reserve via the shared booking system. - "Programme" means Hub-hosted or Hub-approved activities and gatherings. 3. MEMBERSHIP Membership is intended for people and organisations working in mental health, wellbeing, community development, inclusion, arts-based wellbeing, and related social impact fields — particularly those connected to charities, social enterprises, and community initiatives. Membership is not a general public desk subscription. The Hub exists to support a specific community and purpose. Management may refuse or discontinue membership if a member’s activities do not align with the Hub’s mission, values, or safe operation. Membership is personal and non-transferable. It cannot be sold or shared. If an organisation is a member, it must clearly identify which named individuals are authorised to use the space. Membership is designed for ongoing, purposeful use — not casual access. MEMBERSHIP TIERS - Commons Members: access to the Hub programme and events. - Partner Members: access to the shared workspace and programme, plus the ability to host sessions. - Teams: multiple Partner Members within one organisation, working under a shared agreement. - Tenants: dedicated office space plus a role in Hub management and governance. Members work alongside one another, contribute to the long-term sustainability of the space, and share responsibility for a professional and respectful environment. 4. HOURS OF USE Core Hours The Hub shared workspace is available for use during core hours: Monday to Friday, 8:30am – 6:00pm, excluding public holidays. Access During Core Hours Members may use the shared workspace at any time during core hours, subject to the occasional need to close or repurpose parts of the space for events, maintenance, safeguarding reasons, or private bookings. Management will make reasonable efforts to minimise disruption and notify members in advance where possible. Outside Core Hours Use of the Hub outside core hours is limited and must be agreed in advance with Management. Programme Hub activities will generally take place outside core hours and will be published in advance. Attendance is typically free to members but may be ticketed. Public Holidays and Closures The Hub is closed on public holidays. Management may close the Hub temporarily for maintenance, safety, or operational needs. Members will be notified where reasonably possible. 5. CODE OF CONDUCT Because this is a wellbeing-focused environment, conduct expectations are high. Members must help create a calm and respectful atmosphere. You must: - Treat all people in the Hub with respect, fairness, and dignity. - Support an inclusive, welcoming culture for people of all backgrounds and identities. - Be mindful that some people in the space may be experiencing stress, distress, grief, trauma, or vulnerability. - Use language and behaviour that contributes to safety and belonging. You must not: - Harass, bully, intimidate, threaten, or discriminate against anyone. - Use hate speech, slurs, or sexualised or unwanted behaviour. - Disturb individuals or the wider working community with conversation during standard working hours. - Engage in aggressive or disruptive conduct, including shouting or escalating conflict. - Damage, steal, or misuse property. - Bring the Hub into disrepute. Boundaries The Hub is friendly and community-oriented, but not everyone will be open to conversation at all times. Respect others’ boundaries, privacy, and personal space. No one needs to explain their limits. Reporting Concerns If something concerns you, please report it to Management (hubteam@wellbeinghub.je). Where appropriate, Management may offer mediation, issue warnings, or apply sanctions. Enforcement Management may require a member or guest to leave the premises immediately if conduct is unsafe or disruptive. Serious or repeated breaches may lead to suspension or termination of membership. Equality and Inclusion The Wellbeing Hub is committed to being an inclusive space that respects and values difference. Discrimination, exclusion, or harassment on the basis of protected characteristics or personal identity will not be tolerated. Members are expected to contribute to a culture of dignity, respect, and belonging for all. 6. HEALTH, SAFETY AND WELLBEING The Hub is committed to creating a physically safe and psychologically supportive environment. We all share responsibility for safety. Members must act responsibly and follow health and safety instructions. Fire and Emergency Safety - Familiarise yourself with fire exits, evacuation routes, and the assembly point (see on-site signage). - Do not block corridors, exits, or stairwells. - In an emergency, follow evacuation procedures and staff instructions immediately. - Do not tamper with alarms, detectors, extinguishers, or emergency signage. First Aid Contact details for trained First Aiders are posted on the noticeboard. Report any injuries or incidents to the Hub Team. General Safety - Take reasonable care of your own safety and the safety of others. - Use equipment as intended and avoid unnecessary risk. - Report hazards, faults, or incidents to Management promptly. - Do not overload power sockets or use unsafe electrical devices. - Personal electrical equipment should be safe and, where applicable, PAT tested. - Capacity limits must not be exceeded under any circumstances. - Do not undertake activities that create significant risk without prior approval. Cleanliness and Hygiene - Keep your workspace tidy. - Clean up spills and dispose of rubbish properly. - Use shared kitchen spaces responsibly and hygienically. - If you are unwell with a contagious illness, please consider not attending the Hub to protect others. Wellbeing Expectation This is a wellbeing setting. Members should avoid behaviour that undermines the emotional safety of the space, including hostile conflict, unsafe substance use, intrusive questioning, or pressuring others to share personal information. 7. SHARED KITCHEN The kitchen is a shared space used by all members. To keep it clean, welcoming, and functional: - Clean as you go: wipe down surfaces, sinks, and appliances after use. - Wash up or load the dishwasher; please avoid leaving dirty dishes on the side. - Label your food: mark items placed in the fridge with your name and date. - Remove your items weekly: take food home at the end of the week. - Be mindful with shared supplies: tea, coffee, and other shared items are for everyone; use them considerately. - Minimise strong smells: avoid heating strongly-scented food during core hours. - Report issues: let the Hub Team know if appliances stop working or supplies need restocking. - Please leave the kitchen as you would hope to find it. 8. SAFEGUARDING The Hub may host events, services, or activities that involve vulnerable adults or young people. Members and organisations working with vulnerable groups must follow appropriate safeguarding standards. Key Principles The safety and dignity of vulnerable individuals is paramount. Any suspicion of harm, exploitation, grooming, abuse, neglect, or coercion must be taken seriously. Responsibilities of Members Delivering Services If you provide services involving vulnerable adults or young people, it is your responsibility to: - Ensure you have current relevant safeguarding training. - Ensure appropriate and current checks (e.g. DBS or equivalent) are in place. - Follow your organisation’s safeguarding policies and professional standards. - Maintain appropriate professional boundaries and avoid unsafe one-to-one situations. - Ensure consent and supervision arrangements are appropriate. Children on Site Children under 18 are not permitted to roam the Hub unsupervised. If a child attends a session or event, the responsible adult or organisation must ensure appropriate supervision and safe conduct at all times. Reporting Safeguarding Concerns If you witness or suspect a safeguarding concern, you must report it immediately to the Hub Management (or the designated safeguarding lead, if applicable). Management will determine appropriate next steps, which may include contacting relevant safeguarding authorities. 9. TRAUMA-INFORMED APPROACH The Hub is designed to reduce unnecessary harm, increase predictability, and support sustainable wellbeing. Members should be aware that: - Many people here work with difficult experiences or have lived experience themselves. - The space is kept calm, predictable, and respectful. - Participation in any activity or conversation is always optional. - No one is required to engage, disclose, or hold others’ experiences. - Compassion is built into systems, and boundaries are essential. Members should contribute to a culture that actively supports this approach. 10. CONFIDENTIALITY AND PRIVACY Confidentiality is foundational in a wellbeing environment. Members must protect privacy in shared spaces. Shared Space Discretion - Do not discuss sensitive client matters in open areas. - Do not share information about who you saw at the Hub or what services someone may be accessing. - Position screens to avoid inadvertent viewing; use headphones for confidential calls. - Avoid speakerphone in shared areas. Data Protection Members are responsible for their own compliance with the Data Protection (Jersey) Law 2018. Keep personal and client data secure: - Use password protection on devices. - Do not leave confidential documents unattended. - Securely store and transport client records and devices. - Avoid printing sensitive material unless necessary; dispose of confidential waste securely. Photography and Recording Do not take photos, videos, or recordings in the Hub that include other people without their explicit consent. Management may occasionally document events for publicity; this will be done sensitively, with notice and consent practices. 11. USE OF SPACE AND BOOKING The Hub is a workspace first. It is a shared environment and fair use is essential. Shared Workspace - Places in the shared workspace are first-come, first-served; there are no allocated desks. - Do not ‘reserve’ desks by leaving items on them for long periods. - Clear your workspace at the end of the day. Additional screens or technology equipment may be left in the designated area at your own risk. Bookable Rooms Rooms are available for meetings, 1:1 sessions, and small group work via the booking system. - Members must book rooms in advance and respect booking times. - Cancel bookings you no longer need to free space for others. - Do not overbook or block rooms unnecessarily. Management may introduce limits if demand is high. Room Etiquette - Leave rooms clean and reset after use. - Remove flipchart notes and confidential materials. - Report any damage or issues to Management. Noise and Quiet Culture This is a wellbeing-focused space with a ‘calm by default’ culture. Keep noise low in the open-plan workspace. Use meeting rooms for longer or animated conversations. Be especially considerate near rooms being used for confidential sessions. Storage and Personal Equipment Storage space is limited. Members may not permanently store personal belongings or equipment in shared areas without prior agreement. Items left in shared spaces for extended periods may be moved or removed by Management. The Hub accepts no responsibility for items left on site. 12. HOSTING ACTIVITIES AT THE HUB Members are welcome to host workshops, talks, and group sessions that align with the Hub’s purpose. The Hub is a workspace first; activities are secondary and must remain small to medium in scale. During Core Working Hours - Member-led activities are free to host, provided they are not generating income and cause low disruption. - Activities must be planned in advance using the booking system and in consultation with the Programme Co-ordinator. Outside Core Hours – Non-Commercial - Free to host for members. Outside Core Hours – Income-Generating - A contribution is required (agreed case by case). Typical contributions: a percentage of income (e.g. 10–20%). External and Commercial Bookings - Standard hire rates apply for non-members. See the Booking System for details. Approval and Responsibility - All activities must be approved in advance by the Hub Manager. - Organisers are responsible for participants, safety, and conduct. - Attendance should be primarily members and invited guests; public promotion should remain limited. 13. GUESTS AND VISITORS Members may occasionally host guests for meetings and sessions, subject to Hub rules. Members remain responsible for their guests’ behaviour and adherence to Hub standards. Guests must: - Be respectful and follow the Code of Conduct. - Not disrupt the shared environment. - Respect confidentiality and the calm, professional environment of the Hub. - Not access restricted areas without permission. Members who bring clients, service users, or event attendees into the Hub are responsible for their conduct, safety, and supervision while on the premises. Management may restrict guest access during busy periods or when privacy or safeguarding needs require it. 14. PAYMENTS AND BILLING Payment Method Membership fees are paid manually via PayPal or bank transfer on receipt of invoice, or automatically by monthly standing order or direct debit. Payment must be made in line with the schedule provided by Management. Late Payments If payment is missed, Management will contact the member. Access may be suspended if payment is not brought up to date within a reasonable period. Persistent non-payment is grounds for termination. Fee Changes Management may revise fees with notice. Where possible, changes will be communicated at least 30 days in advance. 15. INCIDENTS If something happens, inform the Hub Team at the earliest opportunity and record details where appropriate. Use the following pathway: - Health & Safety incident: seek help if needed; record details and notify the Hub Team. - Safeguarding concern: immediately inform the Hub Manager (or designated safeguarding lead) and record the concern. - Confidentiality or data breach: contain exposure, inform the Hub Team, and record the incident. 16. TERMINATION, SUSPENSION AND NOTICE Voluntary Termination - Members may cancel membership by giving 30 days’ written notice, unless otherwise agreed. - Voluntary termination by Tenants is subject to the terms of their Tenancy Agreement. Termination or Suspension by Management Management may suspend or terminate membership with immediate effect if: - There is serious misconduct or harassment. - There is a safeguarding risk. - There is illegal activity or serious breach of safety. - Fees remain unpaid after reminders. - Behaviour repeatedly undermines the culture and functioning of the Hub. Where appropriate, Management will provide warnings and an opportunity to remedy issues. For serious issues (especially safety, harassment, safeguarding, or illegal activity), immediate termination may apply. 17. PROHIBITED ACTIVITIES The following are not permitted: - Sleeping or residential use of the premises. - Illegal activity of any kind. -Use, possession, or distribution of illegal or banned substances (will result in immediate termination). - Possession of weapons or dangerous materials. - Smoking or vaping inside the premises. - Intoxication or behaviour that compromises safety or wellbeing. - Animals or pets, except assistance or service animals, or otherwise by arrangement with the Hub Management. - Unapproved large gatherings or events. - Activities that create nuisance to neighbours or other building occupiers. Alcohol Alcohol may only be consumed as part of Hub-approved events and only with the prior agreement of Management. Alcohol is not permitted during standard working hours. Intoxication of any kind is not acceptable at any time. 18. INSURANCE Insurance of the building is the responsibility of the landlord. The Hub maintains public liability insurance. Members and organisers must hold appropriate professional or public liability insurance where required by their work or professional standards. The Hub does not cover professional practice, client work, or member-led activities. 19. LIABILITY AND DISCLAIMER The Hub aims to provide a safe and supportive environment, but members use the premises at their own risk. Personal Belongings Members are responsible for their own property. The Hub is not liable for loss, theft, or damage of personal items. Injuries and Incidents The Hub is not liable for personal injury, illness, or accidents unless caused by Management’s negligence. Members must take reasonable care and follow safety guidance. Service Interruptions The Hub is not liable for interruptions to utilities, internet, access, or facilities due to maintenance, events, emergencies, or circumstances beyond reasonable control. No Endorsement Membership of the Wellbeing Hub does not constitute accreditation, endorsement, or validation of any member’s professional practice, services, or activities. Members deliver services independently and are solely responsible for the quality, appropriateness, and outcomes of their work. The Hub does not assess, supervise, or guarantee professional conduct or therapeutic outcomes. 20. ACCESSIBILITY Accessibility is improving but currently limited in some areas of the building. If you have specific access needs, please contact the Hub Team to discuss adjustments and the most suitable routes and rooms. 21. COMMUNICATION The Hub uses the following channels for member communications: - SpaceBring: the primary platform for communications within the Hub membership. - Email: for formal notices and individual queries. - WhatsApp groups: for informal updates. Please keep all communication clear, relevant, and respectful. If anything is unclear or you need support, the Hub Team is here to help. 22. CHANGES TO TERMS AND REVIEW Management may update these Terms to reflect operational learning, safeguarding needs, legal compliance, or community feedback. Updated Terms will be communicated to members and will apply from the stated effective date. This document is reviewed periodically to ensure it remains fit for purpose. 23. CONTACT AND REPORTING Members should contact Management for reporting concerns (conduct, safeguarding, safety, maintenance), booking issues or disputes, payment queries, and suggestions for improving the space. Programme Co-ordinator: Kelly Eastwood (kelly@wellbeinghub.je) Membership Co-ordinator: Tim Nash (tim@wellbeinghub.je) General Enquiries: info@wellbeinghub.je or WhatsApp +44 7700 351709 Conduct and safeguarding concerns: hubteam@wellbeinghub.je 24. GOVERNING LAW AND ENTITY These Terms and Conditions are governed by and construed in accordance with the laws of Jersey. The Wellbeing Hub Ltd is a not-for-profit company registered with the Jersey Financial Services Commission, run by Khora Partners. The Hub works because people use it with care. Thank you for helping to keep it calm, respectful and sustainable for everyone.