1. Introduction
These Terms and Conditions apply to individuals booking meeting rooms at one of the GRIDSERVE Electric Forecourt® premises operated by GRIDSERVE UK OMM LTD which is part of the GRIDSERVE Group of companies (“GRIDSERVE”).
In these Terms and Conditions, “we”, “our” or “us” refers to GRIDSERVE and “you” refers to individuals booking an Office Pod.
Please note Terms of Entry for the Electric Forecourts® will also apply to your use of the Office Pods.
2. Booking an Office Pod
2.1 Office Pods can be booked using:
a. the GRIDSERVE website at booking.gridserve.com/book/; or
b. a tablet located onsite at one of our Electric Forecourts ®.
2.2 All bookings at our premises are subject to availability and payment in advance of the booking fee quoted to you at the time of booking.
2.3 Payment of the booking fee constitutes an offer to us to secure a meeting room at our premises, we will send you a confirmation of your booking to the email address provided by you when making your booking. At this point, a contract will be formed between us.
2.4 Confirmation is only provided once payment is received in full. Access will be denied to our Office Pod if you have not paid prior to arrival. We accept all major credit and debit cards as well as PayPal to make payment for your booking. For the avoidance of doubt, we do not accept cash or any other type of payment method other than the methods set out above. Your transaction will be declined if you try to book with any other method and you will not be able to use the Office Pod.
2.5 In the event your meeting at our premises is due to overrun, you can amend your time slot online, subject to availability.
6. Bookings can only be taken for meeting rooms between the hours of 08:00am and 20:00pm Monday to Sunday and are subject to availability.
2.6 If you benefit from a special discount, promotion of offer, we may discontinue that discount, promotion or offer without notice if you materially breach these Terms and Conditions.
3. Supply of Equipment
3.1 The hiring of the Office Pod shall include:
a. tables and chairs;
b. digital screen;
c. cabling as part of the Office Pod; and
d. free Wi-Fi (subject to the Free Wi-Fi Terms and Conditions, available here).
3.2 Laptops, computers and similar devices are not provided by GRIDSERVE. If you intend to use such a device (or devices) you must ensure it/they is/are PAT tested to conform with legal requirements. We do not provide chargers or adapters as part of the booking.
3.3 If you wish to use any additional equipment with the items set out in 3.1 above, you must seek our prior written approval prior to arrival and all extra equipment must be PAT tested and confirmation provided that it has passed such testing.
3.4 You are liable for any damage or loss to our furniture, the meeting room or equipment (whether it belongs to you or us). In the event of any damage or loss to our furniture, the meeting room or our equipment we will send you an invoice for the cost of such repair and/or replacement which must be paid within 14 days of the date of the invoice.
3.5 You must not:
a. Disconnect, change, or tamper with any cabling or connections in the Office Pod. In the event of any technical issues, please contact an onsite GRIDSERVE member of staff or contact our customer support desk on +44 800 240 4242; and
b. Move furniture from the Office Pod to any other part of our premises without our consent.
4. Data Protection
4.1 We undertake that, in performing our obligations, we shall comply with the provisions of the Data Protection Act 2018 (DPA) and all other applicable laws relating to the processing of Personal Data (as defined in the DPA) and shall only process personal data in accordance with, and as anticipated in, these Terms and Conditions and the GRIDSERVE Privacy Notice.
4.2 GRIDSERVE collects and processes customers’ data to tailor our range of services to meet the needs of individual customers and to undertake administrative activities in relation to the booking of Office Pods (including undertaking customer surveys). We will share relevant personal data with the third-party internet provider to facilitate your use of the Office Pod. We will only use your personal information for marketing if you have provided us with specific consent for this.
5. Use of the Office Pod and Termination
5.1 You must:
a. Observe all health and safety rules and regulations and any other security requirements that apply at any of GRIDSERVE’s premises.
b. Declare when booking the Office Pod, the purpose of the Office Pod hire, and the Office Pod and equipment must be used for that purpose only.
c. Not do anything that may interfere with the use of the premises by GRIDSERVE or by others.
d. Not cause any annoyance or nuisance.
e. Not do or cause anything to be done to increase the insurance premiums GRIDSERVE has to pay.
f. Not cause loss or damage to GRIDSERVE (including damage to reputation).
g. Leave the Office Pod clean, tidy and in the way you found it. Failure to comply with this will result in us issuing an invoice to you for cleaning charges.
5.2 We reserve the right to cancel any bookings for the Office Pod that we deem inappropriate.
5.3 If you fail to use the booking you will remain liable for the total booking fee unless you have provided notice to us of your cancellation at least 48 hours prior to your arrival.
5.4 In the event you cancel 48 hours or more prior to your arrival, you will receive a full refund of the booking fee.
5.5 Smoking is not permitted in any of our premises.
5.6 Food and drink must not be brought onto the premises for consumption or resale on the premises. Only food and drink purchased from on-site retail partners may be consumed in the Office Pod.
6. Entry to the Office Pod
6.1 Once your booking has been confirmed by us, we will provide you with a one-time only room lock code specific to your booking. This code is only available to you and the GRIDSERVE management team.
6.2 This lock code will become active at the time of the start of the room booking and will cease to function when the booking has expired.
7. Our Liability
7.1 When attending our premises to use the Office Pod and/or equipment, you must keep your personal belongings with you at all times. We accept no liability for damage to, or loss (including without limitation theft) of, personal property, save for any damage caused by our negligence in which circumstances our liability shall be limited to the amount of our insurance for such losses.
7.2 We will not be liable to you, or any third-party, for any business loss (including loss of revenue, profits, contracts, anticipated savings, wasted expenditure, data or goodwill) or any other loss or damage which does not result directly from our actions or omissions or the actions or omissions of our employees, contractors or agents, is consequential, or is not reasonably foreseeable to both you and us when these Terms and Conditions between us was formed.
7.3 Nothing in these Terms and Conditions excludes our liability to you for personal injury or death caused by our negligence.
8. General
8.1 Risk Assessment You will be required to carry out a risk assessment for your booking in accordance with the Management of Health and Safety at Work Regulations 1999. You must also make yourself aware of our fire safety and evacuation procedures.
8.2 Force majeure Neither party shall be in breach of these Terms and Conditions nor liable for delay in performing, or failure to perform, any of its obligations under these Terms and Conditions if such delay or failure result from events, circumstances or causes beyond its reasonable control.
8.3 Subletting You may not sublet any of the Office Pods or equipment.
8.4 Complaints If you are unhappy at any time with the service you received, please contact our Customer Care team on +44 800 240 4242 or contact a member of onsite GRIDSERVE staff to raise your concern. Within 24 hours of the completion of your booking we may ask you to complete a customer satisfaction survey.
8.5 Changes to these Terms We reserve the right to vary these Terms and Conditions from time to time. Where possible we will provide you with reasonable notice and dates these changes take effect.
8.6 Entire agreement These Terms and Conditions constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them (written or oral) relating to its subject matter.
8.7 Variation No variation of these Terms and Conditions shall be effective unless it is in writing and signed by the parties, or their authorised representatives.
8.8 Waiver No failure or delay by a party to exercise any right or remedy provided under these Terms and Conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.
8.9 Severance If any provision or part-provision of these Terms and Conditions 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 these Terms and Conditions.
8.10 Third party rights No one other than a party to these Terms and Conditions and their permitted assignees shall have any right to enforce any of its terms.
8.11 Governing law These Terms and Conditions, 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 the law of England and Wales.
8.12 Jurisdiction Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms and Conditions or its subject matter or formation.
Last Updated July 2022