Workspace Terms & Conditions
Last Updated: August 2026
Welcome to The Office Collective. These Workspace Terms & Conditions outline the rules, responsibilities, and expectations for anyone booking or renting workspace, including Flex Desks, Dedicated Workstations, Private Offices, and Boardroom rentals.
By booking or using a space at The Office Collective, you agree to these Terms & Conditions.
1. Our Workspace Options
The Office Collective offers a variety of flexible workspace options, including:
Hourly rentals
Half-day rentals
Full-day rentals
Monthly workspace rentals
Dedicated Workstations
Private Office rentals
Boardroom rentals
Availability may vary, and all bookings are subject to availability at the time of reservation.
2. Booking & Payment
Bookings must be made through our approved booking system or directly through The Office Collective where applicable.
Payment is required according to the terms provided at the time of booking.
A confirmed booking reserves the selected workspace for the agreed booking period.
We reserve the right to correct pricing errors, availability errors, or other inaccuracies that may occasionally occur.
3. Cancellations & Refunds
We understand that plans can change.
Hourly & Daily Rentals
Hourly, half-day, and full-day bookings may be cancelled up to 48 hours before the scheduled booking time for a full refund.
Cancellations made less than 48 hours before the scheduled booking may not be eligible for a refund.
Monthly Rentals
Monthly rentals may be cancelled with at least 7 days' notice prior to the next monthly renewal or scheduled rental period.
Monthly cancellations made with less than 7 days' notice may result in the next monthly payment being processed.
No-Shows
If you do not arrive for your scheduled booking and have not cancelled within the applicable cancellation period, your booking will be considered a no-show and will not be eligible for a refund.
4. Monthly Rentals
Monthly workspace rentals are offered on a month-to-month basis, unless otherwise agreed in writing.
Your rental will automatically renew each month unless you provide the required cancellation notice.
This allows you to enjoy a consistent workspace without committing to a long-term lease.
The Office Collective reserves the right to modify pricing or terms for future monthly rental periods. Any changes will be communicated in advance where reasonably possible.
5. Workspace Access
The Office Collective does not provide 24/7 access.
Access to the workspace is available only during the hours and conditions associated with your booking, membership, or rental agreement.
Monthly renters do not automatically receive access outside of the established operating or access hours.
Please respect your scheduled booking time and ensure that you leave the workspace when your rental period ends.
6. Food & Drinks
Food and drinks are permitted within the workspace, including desks and private office spaces.
We simply ask that everyone:
- Clean up after themselves
- Dispose of garbage appropriately
- Wipe up spills
- Respect the shared environment
- Avoid leaving food or personal items behind
Please help us keep The Office Collective clean and comfortable for everyone.
7. Personal Belongings & Equipment
You may bring personal belongings and work equipment into the workspace.
Monthly renters and Dedicated Workstation users may leave belongings and equipment at their workspace overnight, where permitted.
However, it is important to understand that The Office Collective does not provide security monitoring, surveillance cameras, or overnight security for personal belongings.
Any belongings, equipment, documents, computers, monitors, or other personal property left within the workspace are left at the renter's own risk.
The Office Collective is not responsible for loss, theft, damage, or disappearance of personal belongings, except where responsibility cannot legally be excluded.
We recommend that valuable equipment and confidential materials be removed or secured when not in use.
8. Locking Drawers & Storage
Certain workspaces may include access to locking drawers or storage.
While locking storage is provided for convenience, users remain responsible for securing their belongings and retaining their keys or access methods where applicable.
The Office Collective is not responsible for the loss, theft, or damage of items stored within personal drawers or storage areas, except where responsibility cannot legally be excluded.
9. Business Address Use
Monthly renters may use The Office Collective as their business address while maintaining an active monthly rental. Once a rental has ended, the renter must update their business address and remove The Office Collective address from business registrations, websites, marketing materials, directories, and other records within 30 days.
10. Boardroom Use
Our Boardroom is available for meetings, presentations, consultations, interviews, and other professional purposes.
The Boardroom has a maximum capacity of 6 people.
Please ensure that the total number of attendees does not exceed the available seating capacity.
Boardroom users are responsible for leaving the space in a clean and reasonable condition at the end of their booking.
11. Shared Spaces
Certain areas of The Office Collective are shared by multiple users.
Please be respectful of others using the space by:
- Keeping noise at a reasonable level
- Taking phone calls or meetings in an appropriate location
- Keeping shared areas clean
- Respecting the privacy and belongings of others
- Avoiding disruptive or inappropriate behaviour
We want The Office Collective to be a comfortable and productive environment for everyone.
12. Professional & Respectful Use
The Office Collective is intended to provide a professional workspace.
Users may not engage in activities that:
- Are illegal
- Create an unsafe environment
- Cause unreasonable disruption to others
- Damage property
- Harass or threaten other users or staff
- Interfere with another person's ability to use the workspace
- Violate applicable laws, building rules, or safety requirements
The Office Collective reserves the right to refuse or revoke access if behaviour is considered unsafe, inappropriate, disruptive, or inconsistent with these Terms & Conditions.
13. Internet & Wi-Fi
Wi-Fi is provided for the convenience of workspace users.
Users are responsible for ensuring that their own devices are secure and protected.
You agree not to use the internet connection for illegal, harmful, or inappropriate activities, including activities that could interfere with the network or compromise the security of other users.
The Office Collective cannot guarantee uninterrupted or error-free internet service at all times.
Users should not rely on the workspace Wi-Fi as their sole method of protecting or backing up important business information.
14. Damage to Property
Users are responsible for any damage caused to The Office Collective's property, furniture, equipment, or facilities as a result of negligent, intentional, or improper use.
If damage occurs, The Office Collective may charge the responsible individual for reasonable repair or replacement costs.
Normal wear and tear is excluded.
15. Personal Property & Liability
Users are responsible for their own personal property, equipment, documents, and business materials while using The Office Collective.
While we aim to provide a safe and comfortable environment, The Office Collective does not provide security monitoring or surveillance.
To the extent permitted by applicable law, The Office Collective is not responsible for loss, theft, or damage to personal belongings.
Users are encouraged to take reasonable precautions to protect valuable equipment and confidential information.
16. Changes to Bookings or Workspace Availability
Occasionally, circumstances outside of our control may affect workspace availability.
In the unlikely event that The Office Collective is unable to provide the booked workspace, we will make reasonable efforts to provide:
- An alternative workspace
- A rescheduled booking
- A credit toward a future booking, or
- A refund where appropriate
17. Suspension or Termination of Access
The Office Collective reserves the right to suspend or terminate access to the workspace if a user:
- Violates these Terms & Conditions
- Fails to make required payments
- Causes damage to the property
- Engages in disruptive, unsafe, or inappropriate behaviour
- Uses the workspace for unlawful purposes
- Repeatedly fails to respect shared workspace rules
Where reasonably possible, we will communicate concerns with the user before terminating access.
18. Changes to These Terms
The Office Collective may update these Workspace Terms & Conditions from time to time.
The most current version will be available on our website. Continued use of the workspace after updated Terms & Conditions have been posted may constitute acceptance of the revised terms.
19. Contact Us
If you have questions about these Terms & Conditions, please contact:
The Office Collective
Penticton, BC
Email: accounts@zancon.ca