Welcome to Scale Space, where innovative businesses come to scale. We want you to enjoy your space and your time with us as much as possible so we have put together some useful information which we hope will help you make the most of your time with us.
Please take some time to get to know the building and what is available to you. We love the space, and we hope you will, too!
Unless you have an agreement with us stating otherwise, these House Rules apply to all members (along with their employees, contractors, agents), guests, visitors, invitees, and others using our spaces in Scale Space (each a “user” and together “users”).
Your use of Scale Space and the services within shall be subject to the House Rules, with any applicable Scale Space policies and terms and conditions of any other applicable contracts between Scale Space and you. All members, on their behalf and on behalf of their employees, contractors and agents, hereby acknowledge and agree to these House Rules and any updates thereto. We may, from time to time, update or amend these House Rules at our sole and absolute discretion without the need to obtain any prior consent from any user. Any revised, updated, amended House Rules will come into effect once they are posted on our website at www.scalespace.co.uk/house-rules If you have any difficulty in accessing these, please contact us at support@scalespace.co.uk to arrange a copy to be forwarded to you. All users shall be deemed to have accepted such amendments or updates by continued use of our services in Scale Space.
1. GENERAL USE AND BEHAVIOUR
1.1 Professional Use – In order for everyone to safely use and enjoy our spaces, we expect all users to respect each other at all times and bear in mind that this is an office space, and it should be used in a professional manner. We therefore ask all users to please keep noise to reasonable levels and avoid disturbing others as much as possible.
1.2 No Discrimination, harassment or any other abusive or dangerous behaviour – Scale Space reserves the right to require any user to leave the premises, to refuse access, impose further conditions on access and suspend or terminate access, if the user behaves in an aggressive or harassing manner towards its staff or other users, or behaves in any other way deemed unacceptable. Examples of unacceptable behaviour include not attending bookings, rude and abusive behaviour, racial and/or discriminatory comments, fighting, threatening behaviour, behaviour likely to pose a health and safety risk, behaviour likely to endanger staff or other guests, behaviour likely to affect other users’ enjoyment of the spaces, misuse of the equipment and/or Sports Space and/or vandalism of the premises and/or equipment in general. Scale Space shall not be liable for any compensation of refund in such an event.
1.3 Reporting Damage – Please report any damage to, or faults within Scale Space (both in your offices and the communal spaces) promptly to the Reception team who are available in person at the front desk at Scale Space or available on 02080501479 and/or support@scalespace.co.uk (the “Reception”). We may hold you liable (and you authorise us hereby to charge you) for the costs of repair for or replacement of any items in the premises and/or any damage to Scale Space itself, caused by you, your employees, guests, visitors and invitees.
1.4 Proper Attire – Please wear appropriate business attire when in Scale Space and keep your footwear on in communal spaces. We love for you to make yourself at home, but we please ask that you keep your feet off the furniture so that it stays well maintained for others.
1.5 Fair Use – We have a variety of breakout spaces, booths, focus rooms and phonebooths. These are intended for the whole community to use on a first-come first-served basis. Please use these spaces fairly to ensure these spaces remain available for everyone to use on a regular basis. We also ask you to only take up only as much space as is needed so as much space is available to other users.
1.6 Keeping Tidy and Clean – The kitchens are a communal space for everyone to use. Please keep the space tidy, clean up after yourselves and remove personal items from the fridges at the end of the week as we regularly check the fridges to make sure nothing is left over the weekend.
1.7 The HIVE Café and Ale Space– HIVE Café serves food and beverages between its usual opening hours, 8am to 6pm Monday to Friday except for public holidays. Ale Space, our pop-up pub at HIVE Café is open between 5-8pm every Thursday (except for special events and/or public holidays), during which alcoholic drinks are served.
1.8 Members can use these spaces free of charge for staff events – please reach out to support@scalespace.co.uk to book a space. Additional cleaning fees apply.
1.9 Use of Scale Space’s changing and shower facilities – Changing and shower facilities at Scale Space are located on the ground floor and only available for use if you are registered user of Scale Space. We ask that you do not use the toilets to change.
1.10 Please help keep the shower areas free for other users by using the drying facilities in the drying room. Items left in the shower room will be removed and put into lost property.
1.11 Alcohol & Drugs Policy – We appreciate you may want to celebrate every now and then. Please keep alcohol consumption reasonable and in-line with our anti-social behaviour policy which is detailed in our Health and Security policy. No person under the legal age for consuming alcohol shall consume alcohol in Scale Space. Drug use is strictly prohibited. Members shall be responsible for ensuring compliance with this rule by its employees, contractors, visitors and guests/invitees to events.
1.12 Smoking – Scale Space is located on the Imperial College London campus, which strictly prohibits smoking outdoors around the front and back of the building. Anyone wishing to smoke must do so off the grounds on Wood Lane. You are permitted to smoke e-cigarettes on campus so long as you ensure that you are not near any entrance or air duct where the emissions can enter the building.
1.13 Community and Canvassing – Scale Space is a community as much as a workplace, and we encourage you to host & attend events, speak and engage with other members, and above all, treat everyone with respect. Members may only solicit other customers for business or any other purpose through Scale Space approved channels.
2. GUESTS AND VISITORS
2.1 Members should kindly register any visitors by emailing support@scalespace.co.uk and ask them to check-in upon arrival at Reception. You are responsible for your visitors during their time at Scale Space. A Member shall be liable for any action (whether aggressive, violent, intimidating or otherwise inappropriate) or damage caused by its guests or those in Scale Space with the Member’s permission or at the Member’s invitation (whether express or implied), including but not limited to all employees, contractors, agents or other persons present in Scale Space. We reserve every right to restrict access to and/or use of Scale Space by your guests and/or visitors if such access or use is or shall be in breach of these House Rules or the terms of your agreement with us.
2.2 Any guest being aggressive, violent, intimidating or otherwise inappropriate towards any member of staff may result in the removal of the relevant member company’s access to the building.
2.3 All minor guests must be checked-in at Reception by the adults accompanying them and should always be under the supervision of the adults accompanying them throughout their time at Scale Space.
2.4 For the users who have access to a Scale Space Lab, these House Rules will apply in conjunction with any lab specific policy documents.
3. SECURITY AND ACCESS
3.1 Scale Space Reception is open Monday to Friday, 8am to 6pm (excluding bank holidays). Outside of these hours, our security team will be on-site but won’t be able to guarantee some of the services provided during normal hours. Reception hours may change from time to time, such as during special events. You can contact Reception on 020 8050 1479 or support@scalespace.co.uk for any queries on this.
3.2 All users may be asked to present a valid, government-issued photo identification in order to be granted a key or access card to access Scale Space.
3.3 Where Scale Space issues temporary and/or visitor passes, it is the member’s responsibility to ensure these are returned at the end of the day. Although Scale Space performs daily audits, we cannot guarantee any misuse of these passes and therefore cannot be held responsible for any unauthorised access to the member’s demise. Keeping temporary and visitor passes at reception is a courtesy service.
3.4 Scale Space will always try and accommodate any short notice requests for passes to be prepared for any visitors or staff, however, it shall not be liable for any delay in preparation of those unless sufficient notice is given. It is the member’s responsibility that any visitor or staff passes are pre-approved to be prepared on time. Please note it may take up to 1 week for permanent passes to be ready.
3.5 Any keys or access cards you use remain the property of Scale Space. You cannot duplicate, share, or discard these and you must return them to us if you are not a member anymore. Please report any losses as soon as possible so that we can ensure Scale Space remains a secure place to work. Please note, fees may apply for replacement passes.
3.6 Please avoid holding security doors open for anyone you don’t know. If you notice someone following you into a space without a security pass, kindly ask them to check-in at Reception and report if refused.
3.7 Scale Space is not liable for personal items that are damaged, stolen, or misappropriated. Please take steps to always secure your personal items. advise you to store your personal items in the lockers, however, it is your responsibility to keep your keys to the lockers secure at all times and Scale Space does not accept any liability for any damage or loss to any items in your lockers. Please make sure not to leave any valuables in your lockers for long periods of time. We reserve our rights to dispose any property remaining in Scale Space if no ownership is claimed within 30 days and all users hereby waive any claims regarding such property or our handling of it.
4. PERSONAL DATA
4.1 All users acknowledge and accept that, for the purposes of providing the Services, their personal data may be used or may be transferred or made accessible to Scale Space’s entities from time to time, according to Scale Space’s Privacy Policy available at https://www.scalespace.co.uk/privacy-policy. We collect and process all user data in accordance with applicable laws and we rely upon adequate legal basis, including without limitation to consent when required, to collect, process and transfer such data.
4.2 Processing of any minor visitors’ personal data (limited to names only) by Scale Space or by any of its entities is relied upon a legitimate interest and is required for health and safety purposes, which could include without limitation ensuring an accurate headcount in case of an emergency endangering health and safety and requiring Scale Space building to be evacuated.
4.3 For security purposes, we may regularly record via video certain areas of Scale Space. If we deem it reasonably necessary, we may disclose information about you to satisfy applicable law, rule, regulation, legal process or government request, or to protect us, our members, or other individuals, or any of our or their property.
5. MEETING ROOMS
5.1 Meeting rooms can be booked through Scale Space’s Members’ Booking Portal as outlined in section 11. Please contact your office manager to gain access to the Members’ Booking Portal.
5.2 Companies who are granted access to the Members’ Booking Portal are solely responsible for any charges incurred as a result of their employees booking rooms. Scale Space cannot be held liable for unauthorised room bookings made by employees. It is the responsibility of the companies to regularly review their employee lists and ensure that only authorised personnel have access to the portal.
5.3 Please only use a meeting room if you have a booking and ensure you vacate the meeting rooms promptly at the end of your allocated slot.
5.4 If you need to extend your booking, you can do so on the Members’ Booking Portal or contact support@scalespace.co.uk for assistance.
5.5 Meeting rooms should be left how you would like to find it: clean and tidy.
5.6 All equipment should be left in the meeting rooms for the next user. Please do not unplug any cables or fiddle with the IT equipment.
5.7 Please report any damage in the meeting rooms to the Reception team. Please refer to Section 1.3 for rules on damage.
5.8 Please refer to Section 7.5 for instructions on troubleshooting AV in meeting rooms.
6. POST, PARCELS AND DELIVERIES
6.1 We accept mail and parcels for all members. If you are expecting large or heavy parcels that are high in value or require our assistance, please ensure we are notified in advance in writing. For any deliveries that are high value, please also ensure you liaise directly with the delivery company to sign for it personally.
6.2 Parcels must be delivered via the loading bay.
6.3 Please ensure that all deliveries are correctly addressed with your company name.
6.4 When we receive a parcel on your behalf, we will notify you and deliver this to your office, unless agreed otherwise.
6.5 We do not send notifications with respect to post. It is your responsibility to check and collect these on time from the mail room, which should be done within 60 days.
6.6 We accept no responsibility for any loss or damage to members’ mail or packages or that of their visitors.
6.7 We reserve the right to return packages and mail to the senders at your expense, charge you a fee for storing them or dispose of the items.
6.8 Scale Space shall be under no obligation to open or forward any mail or messages collected on your behalf.
6.9 For deliveries to Scale Space Labs, please refer to your lab specific policy documents.
7. INFORMATION AND TECHNOLOGY POLICY
7.1 Internet – Scale Space provides fast Wi-Fi and wired connection to all our members and visitors. We monitor the performance of the network to ensure top speed is available for all members. If your usage is found to be excessive or inappropriate (including P2P and/or web-trawling), we reserve the right to place restrictions on your connection.
7.2 Although we do have wi-fi security protocols, we do not make any representation as to the security of our network (or wi-fi) at Scale Space or of any information that any member of user places on it. All users should adopt whatever security measures (such as encryption) they believe is appropriate to their circumstances.
7.3 All users hereby acknowledge that they agree to the Acceptable Use Policy as detailed on this link https://www.scalespace.co.uk/acceptable-use-policy, which may be amended from time to time without notice. Any amended version of such policy will immediately come into effect as soon as it is published on our website and users will be deemed to have accepted the amended version.
7.4 All users using our network or wi-fi must keep their computers, mobile devices, tablets and any other electronic devices up-to-date with the latest software available and keep them clean of any viruses, worms, Trojans, or anything that may potentially perform hostile and malicious operations. If we detect any such devices posing a clear threat to us or our users, we have every right to remove these devices from our networks until such threat is remediated.
7.5 Audio-Visual (“AV”)– We’ve worked hard to ensure the AV equipment in Scale Space is resilient and easy to use. If you experience any difficulties, please first scan the QR code in the meeting room for instructions on troubleshooting and if there are still issues, please contact support@scalespace.co.uk.
7.6 Printing – All printers are provided and maintained by us. We offer free printing, in colour and black & white, to all our members. We ask that you consider the environment when printing, and to not print excessive amounts.
7.7 If you need any support with printing or connectivity please contact our support team at support@scalespace.co.uk.
8. PARKING
8.1 Scale Space has a limited number of visitor and disabled parking spots available. Please book these in advance by informing Reception at support@scalespace.co.uk with the name and registration of the driver and the company which the driver is visiting, and the date on which parking is requested. It is helpful for Reception if you can put “Parking Request” and the required date in the email subject line.
8.2 Please submit requests at least the day before parking is required and for no more than 7 days in advance. Bookings are on a first-come-first-served basis.
8.3 If there is availability, Reception will send a confirmation email. If there is no availability, Reception will send an email alerting you of this. The nearest parking is at Westfield. For more details, please visit their website.
8.4 Unregistered arrivals will be refused access by security.
8.5 Disabled Parking – there are accessible spaces at the front of building and under the Westway (at the North of the building). These are distributed on a first-come-first-served basis and cannot be booked.
9. CYCLING
9.1 Members can benefit from our secure bike racks via their access cards. It must be ensured that the gates are securely closed every time they are used.
9.2 While every effort is taken to provide a safe and secure environment Scale Space cannot be held liable for any loss or damage to any bicycles left at the bike racks and/or anywhere on the premises.
9.3 We reserve the right to dispose of any bikes which have been left in the bike racks for more 30 days.
10. PETS POLICY
10.1 At Scale Space, we understand the joy and companionship that pets can bring to our lives. However, as a shared office space, we have a strict no pet policy in place. This is in consideration of all of our members and their potential allergies, as well as to maintain a professional and distraction-free work environment. We apologize for any inconvenience this may cause, but we appreciate your cooperation in adhering to our policy.
11. MEMBERS’ BOOKING PORTAL TERMS OF USE (https://members.scalespace.co.uk/)
11.1 All members can access or use Scale Space’s Members’ Booking Portal on the following terms and conditions, as amended from time to time. Your membership type will denote the level of access to services and benefits visible to you on our Members’ Portal.
11.2 You agree to notify us immediately of any unauthorised use of your password or account or any other breach of security.
11.3 Scale Space cannot be held liable for unauthorised room bookings made by employees. It is the responsibility of the companies to regularly review their employee lists and ensure that only authorised personnel have access to the portal. Companies who are granted access to the Members’ Portal are solely responsible for any charges incurred as a result of their employees booking rooms.
11.4 We reserve our rights at any time and from time to time to modify or discontinue, temporarily or permanently, the Members’ Booking Portal (or any part thereof) with or without notice, and we will not be liable to any user of the portal for doing so.
11.5 You may discontinue your use of the Members’ Booking Portal at any time. You agree that this may at any time and for any reason, including a period of account inactivity, terminate your access to this Members’ Booking Portal.
12. MEMBERS’ SOCIAL PORTAL TERMS OF USE (https://scale-space-connect.mn.co/sign_in)
12.1 All members can access or use Scale Space’s Members’ Social Portal on the following terms and conditions, as amended from time to time. Your membership type will denote the level of access to services and benefits visible to you on our Members’ Social Portal.
12.2 You agree to notify us immediately of any unauthorised use of your password or account or any other breach of security.
12.3 You can use the Members’ Social Portal and its contents solely for your own personal use. Whilst we do not restrict the promotion of services offered between members, we can neither certify nor endorse the services offered.
12.4 You agree that you are responsible for your own conduct and any content that you create, transmit or display while using the Members’ Social Portal and for any consequences thereof. You agree to use the Members’ Social Portal only for purposes that are legal and proper and in accordance with any applicable policies or guidelines.
12.5 You agree that you will not engage in any activity that interferes with or disrupts this Members’ Social Portal services or servers or networks connected to the Members’ Social Portal services.
12.6 Privacy – By using this Members’ Social Portal services, you acknowledge and agree that we may access, preserve, and disclose your account information and any content associated with that account if required to do so by law or in a good faith belief that such access preservation or disclosure is reasonably necessary to:
(a) satisfy any applicable law, regulation, legal process or enforceable governmental request,
(b) enforce these terms, including investigation of potential violations hereof.
For full details of our Privacy Policy please click - https://www.scalespace.co.uk/privacy-policy.
12.7 We reserve our rights at any time and from time to time to modify or discontinue, temporarily or permanently, the Members’ Social Portal (or any part thereof) with or without notice, and we will not be liable to any user of the portal for doing so.
12.8 You may discontinue your use of the Members’ Social Portal at any time. You agree that this may at any time and for any reason, including a period of account inactivity, terminate your access to this Members’ Social Portal.
13. “SPORT SPACE” TERMS OF USE
Sport Space is a fitness facility available to (i) employees of all Blenheim Chalcot businesses, (ii) employees of all businesses that utilise Scale Space, (iii) Imperial College students, professors and faculty members, and (iv) invited visitors of any of (i) to (iii) (the “users”). The following terms and conditions apply to all users of Sport Space:
13.1 Users of Sport Space will be asked to sign a Sport Space Informed Consent and Release of Liability Waiver to be able to use the facilities offered.
13.2 Users must only utilise Sport Space for sporting activities. Entry into and any bookings made at Sport Space is at the users’ own risk.
13.3 Any users that run or manage events, leagues and/or classes at Sport Space must have appropriate public liability insurance in place which (i) specifically covers use of the facilities and (ii) has a minimum cover of £10,000,000 (ten million pounds sterling).
13.4 No food or alcohol is to be brought into and/or consumed within Sport Space.
13.5 All users must arrive and depart quietly and peacefully ensuring no disturbance to other users of Sport Space.
13.6 Users must (i) vacate the pitch area at the end of the booking time to allow the next users to start promptly and (ii) ensure that all litter is removed on departure.
13.7 Users must ensure that any equipment loaned from Sport Space is returned in good working order and in the same condition as when they received it.
13.8 Users are not permitted to move any large equipment (e.g. goals, nets and posts) around or off the area booked unless properly trained to do so.
13.9 Users are entirely responsible for the operation and safety of their own and other equipment not belonging to Sport Space.
13.10 Users are required to replace equipment to their respective places after use.
13.11 Unacceptable Behaviour at Sport Space – We reserve the right to require any user to leave Sport Space, or to refuse access, impose further conditions on access and suspend or terminate access, if the user behaves in an aggressive or harassing manner towards our staff or other users, or behaves in any other way deemed unacceptable, including without limitation not attending bookings, rude and abusive behaviour, racial and/or discriminatory comments, fighting, threatening behaviour, behaviour likely to pose a health and safety risk behaviour likely to endanger staff or other guests, behaviour likely to affect other users’ enjoyment of Sport Space, misuse of the equipment and/or Sport Space and/or vandalism of the premises and/or equipment.
13.12 Any such refusal of entry or ejection means the user forfeits the use of Sport Space and there will be no refund or reduction in their fees.
13.13 Please report any damage to, or faults within, Sport Space to the Reception by visiting them at the Front Desk or calling on 02080501479 and/or sending an email to support@scalespace.co.uk.
13. 14 Health & Safety – A full risk assessment of Sport Space has been carried out and is available for review by contacting support@scalespace.co.uk.
13.15 There is a first aid kit and defibrillator available at the Scale Space Reception.
13.16 Exclusion of Liability – Unless directly caused by the negligence of Scale Space, Scale Space excludes all liability leading to death or personal injury at Sport Space.
13.17 Scale Space does not accept responsibility for any damage to or loss of any money, valuables, clothing or property of any kind. All items are left at the user’s risk.
13.18 Acceptance and Responsibility – All bookings to use Sport Space are made on these terms and conditions, which can be varied by Scale Space from time to time.
13.19 All users use Sport Space subject to these terms and conditions and non-compliance with any part of these terms and conditions may lead to immediate suspension or termination of a user’s right to use Sport Space.
13.20 Where required to give personal contact details, users must ensure that any changes are immediately made known to Scale Space staff.
14. ENFORCING HOUSE RULES
14.1 Scale Space reserves the right to enforce the House Rules, including but not limited to reminding members of these house rules, verbal and written warnings, charging for damage to the building, equipment and fixtures and escorting members from the premises. In extreme cases, we may revoke access of individuals or companies.
14.2 Aggressive, violent, intimidating or otherwise inappropriate behaviour to any member or staff of Scale Space will result in immediate expulsion and the involvement of the police, if necessary.
15. GENERAL
15.1 No temporary forbearance by Scale Space shall constitute a binding waiver.
15.2 These terms and conditions shall give no contractual rights to any third parties.
15.3 These terms and conditions remain subject to English law and the exclusive jurisdiction of the English courts.
Updated: October 5, 2023