Before booking a room with us, please read our terms and conditions below and tick if you accept these. Please note bookings cannot proceed if you do not agree. If you have any questions about them please email reception@theharlow.co.uk
ROOM AND/OR DESK RENTAL AGREEMENT
For Professional Room or Desk Rental at The Harlow Operated by Leckby Holdings
This Room Tenancy Agreement (“Agreement”) is made between:
The Operator:
Leckby Holdings (“the Operator”)
and
The Independent Service Provider:
[Practitioner/Business Name] (“the Independent Service Provider”)
Together, “the Parties”.
By booking or using any room, hot-desking space, or other facilities operated by the Operator, the Independent Service Provider agrees to the terms of this Agreement.
1. Purpose of Agreement
This Agreement outlines the terms under which the Independent Service Provider hires therapy, consulting, hot-desking, or professional workspace rooms from the Operator for the delivery of professional services.
The Operator provides room or desk use only. The Independent Service Provider remains fully responsible for their own clinical, professional, business, and legal obligations.
2. Liability & Indemnity
The Independent Service Provider acknowledges that the Operator:
- is not responsible for the services delivered by any ISP whether physically located at The Harlow or delivered by any other means in any location
- provides room space only
- does not provide clinical oversight, supervision, or professional advice
- is not liable for:
- loss, theft, or damage to personal or business property
- client behaviour or incidents
- any harm, injury, or loss howsoever caused
- financial, reputational, or operational losses
- personal injury arising from the Independent Service Provider’s activities
- The Independent Service Provider is responsible for:
- any service they provide howsoever offered
- the health and safety and security of themselves and their clients using The Harlow
- following all health, safety and security policies and processes in place from the Operator or 1 Cardale (The Owners), abiding by these at all times and ensuring any service users are advised of the same
- maintenance of public liability and professional indemnity insurance
- maintenance of any legally required mandates in order to practise, i.e mandatory professional registration
- provision of all documentation required by the Operator, at its request and within timeframes requested
- all training, education and supervision requirements
- any damage to furniture, equipment, fixtures, fittings, or décor and the costs of repair or replacement
- reporting any issues immediately
- all GDPR and UK Data protection compliance, including (but not limited to):
- secure handling/storage of client data
- processing of client data
- confidentiality
- ensuring no client related or sensitive materials and/or data are left on-site at any time
Any breach of any of the above may result in termination of this Agreement.
The Independent Service Provider uses the premises at their own risk.
The Independent Service Provider agrees to indemnify the Operator against any claims arising from their practice or clients.
3. Status of Independent Service Provider
The Independent Service Provider confirms that they are:
- self-employed or operating as a representative of their own legal entity
not an employee or representative of the Operator
- fully responsible for their own tax, insurance, regulatory duties, and clinical standards
- solely responsible for the services delivered to their clients
- solely responsible for determining scope of practise, competency, training and education needs for continued fitness to practise
This Agreement does not create employment, partnership, agency, or joint venture arrangements.
4. Onboarding & Compliance Requirements
Before accessing or using any room or facility, the Independent Service Provider must complete the Operator’s onboarding and compliance process, including:
- submitting all required documents
- participating in induction processes
- acknowledging all relevant policies
The Independent Service Provider must provide documents, and professional registration information, as requested in the ISP registration form.
4.1 Ongoing Compliance
The Independent Service Provider must:
- provide updated insurance documents before expiry
- remain compliant with legal and regulatory obligations at all times
- maintain valid professional registration (if applicable)
- notify the Operator immediately of any changes to professional status or restrictions
Failure to comply may result in booking suspension or termination of this Agreement.
5. Conflict of Interest
ISPs are not permitted to undertake any practices at The Harlow site that are a conflict of interest to Evolve Psychology's Services, the clinical partner of Leckby Holdings. These include assessments for neurodevelopmental conditions such as autism and ADHD and Specific Learning Difficulties dyslexia and dyscalculia and titration services for ADHD. Leckby Holdings reserves the right to amend this definition of conflict of interest at any time.
6. Professional Conduct & Zero Tolerance Policy
The Independent Service Provider agrees to:
- act in accordance with their profession’s code of conduct
- behave in a respectful, professional manner towards clients, staff, and other room users
- not engage in discriminatory, intimidating, abusive, or inappropriate behaviour
- ensure clients act appropriately in shared areas
- maintain confidentiality and adhere to GDPR requirements
The Operator enforces a zero-tolerance policy towards inappropriate conduct. Breaches may result in immediate termination of room access.
7. Room Use & Condition Requirements
The Independent Service Provider must:
- arrive and depart within their booked time
- leave rooms clean, tidy, and in the original layout
- remove all personal materials and client belongings
- not leave clinical waste, rubbish, food/drink, or documents behind
- ensure the environment is safe and professional
7.1 Cleaning Charges
Where the Operator must carry out additional cleaning due to the Independent Service Provider’s use, the following fees apply:
- Standard cleaning: £20
- Deep cleaning: £50
- Specialist cleaning (e.g., spills, stains, bodily fluids): £50+
Fees must be paid before further bookings are permitted.
8. Health & Safety, Safeguarding & Lone Working
The Independent Service Provider agrees to:
- comply with all Operator health and safety procedures
- supervise all clients while on the premises
- report hazards, incidents, or maintenance needs promptly
- not use prohibited, hazardous, or unapproved materials in rooms
The operator strongly advises all Service Users to hold and regularly review relevant policies and procedures applicable to their business practises. These may include (but are not limited to):
- risk assessments
- clinical policies (i.e training, education, supervision, scope of practise)
- operational policies (ie. lone working, infection control)
Leckby Holdings, its clinical partners and any other affiliated entity will not be held responsible for circumstances arising from ISP’s failure to comply with current Health and & Safety legislation, rules and regulations and industry best practise guidance.
The Operator may suspend access if safety concerns arise.
9. Cancellation Policy
This applies to hourly, half-day, full-day, hot-desking, and monthly bookings.
9.1 Hourly / Ad-Hoc Bookings
- More than 48 hours’ notice: No charge
- 24–48 hours’ notice: 50% fee
- Less than 24 hours: 100% fee
- No-show: 100% fee
9.2 Half-Day / Full-Day Bookings
- More than 72 hours’ notice: No charge
- 48–72 hours’ notice: 50% fee
- Less than 48 hours: 100% fee
9.3 Monthly Bookings
- One full calendar month’s notice required for cancellations
- No refunds or pro-rata reductions for unused portions
9.4 Operator-Initiated Cancellations- see section 11
10. Keys, Access & Security
When provided with keys, codes, or electronic access:
- details must be kept secure
- clients must never be given independent access
- the building must be left secure and locked (as appropriate)
- lost keys or fobs may incur a replacement charge
- any actual/potential security breaches must be reported immediately
1 Cardale, on behalf of the operator, provides car parking spaces for those using The Harlow building. Cars are parked at the owner’s risk and neither 1 Cardale, nor the operator accepts responsibility for any damage loss or theft arising from its use. It is the ISP’s responsibility to ensure ANPR data is up to date to avoid charges related to the use of car parking. The ISP is responsible for ensuring any clients are aware of the parking restrictions and comply fully with information requests relating to ANPR data. The operator will not be held responsible for any fines arising from the use of the car park.
11. Operator-Initiated Cancellations
While the Operator makes every effort to ensure that all bookings proceed as planned, there may be circumstances where the Operator is required to cancel or amend a room reservation. The Operator will only do so where necessary and will provide as much notice as reasonably possible.
Examples of situations in which the Operator may need to cancel or alter a booking include, but are not limited to:
- Health and safety concerns, including hazards, emergency repairs, or compromised building safety
- Unexpected maintenance issues, such as plumbing failures, heating/electrical faults, or structural concerns
- Building access issues, including loss of utilities, fire alarms, or security failures
- Extreme weather conditions causing unsafe travel or building use
- Operator staffing issues, where safe supervision of the premises cannot be ensured
- Room unavailability due to damage caused by another building user. Please note in rare cases this may lead to unavoidable short notice re-assignment or cancellation of room booking.
- Emergency closure mandated by external authorities (e.g., fire service, police, environmental health)
- Any incident that poses a risk to clients, staff, or building users
These circumstances are rare but may occur to ensure safety and compliance with legal obligations.
12. What the Operator Will Do
If the Operator must cancel or alter a room reservation, the following steps will be taken:
- Provide Notice:
- The Operator will contact the Independent Service Provider as soon as the issue is identified, using the contact details provided during onboarding.
- Offer an Alternative (Where Possible):
This may include:
- A comparable room at the same site
- A different time or day, subject to availability
- Refund or Credit:
If an alternative cannot be offered or accepted, the Operator will:
- Issue a full refund for the affected booking, or
- Apply a credit to the Independent Service Provider’s account for future use
- No Additional Liability:
The Operator is not liable for:
- Loss of earnings
- Client cancellation fees
- Travel expenses
- Reputational damage
- Any other indirect or consequential loss
Refunds relate strictly to the room booking fee.
12.1 Frequency of Cancellations
Operator-initiated cancellations are expected to be rare. Should multiple cancellations occur within a short timeframe, the Operator will review building procedures to minimise recurrence where possible.
12.2 Communication Requirements
It is the responsibility of the Independent Service Provider to ensure their contact details are accurate and up to date so that they can be notified promptly in the event of a cancellation.
13. Termination
The Operator may terminate this Agreement immediately if the ISP fails to uphold any of the requirements in the terms and conditions or registration document.
The Independent Service Provider may terminate the Agreement according to the appropriate notice periods for their booking arrangements.
14. Acceptance of Terms
By signing this Agreement or by booking or using the Operator’s facilities, the Independent Service Provider confirms acceptance of these terms and agrees to comply fully. The ISP agrees to Leckby Holdings holding and processing their personal data for the purposes of this Agreement. This information will be kept for 12 months from the last date of room use at The Harlow. After this time the data will be destroyed. The ISP will need to re-register with The Harlow if they wish to use the space after this time.