Terms and Conditions

12 Hay Hill – Business Club Rules

12 Hay Hill – Business Club Rules

Introduction

12 Hay Hill was conceived and developed with the bold ambition of becoming the leading business club in Mayfair and London.

Occupying an impressive six-storey building just off the south-east corner of Berkeley Square, 12 Hay Hill provides members with access to high-end facilities, amenities and services.

The following Rules are designed to safeguard an outstanding Membership experience along with a fair use of the Business Club’s services.

Definitions

“12 Hay Hill”
The Business Club located at the Premises and known as 12 Hay
Hill Ltd with company number 08967861 and registered address
at Hanover House, 14 Hanover Square, London, W1S 1HP;
“Additional Services”
Those services and facilities made available at the Premises by
the Business Club from time to time which are not covered by
Membership Fee payments and require additional payment on an
ad-hoc basis;
“Business Club”
12 Hay Hill;
“Candidate”
An applicant for Membership;
“Committee”
The selection of management personnel from the Business Club
and/or Members appointed by the Business Club;
“Guest“
Any person invited by a Member to join them in the Business
Club pursuant to these Business Club Rules;
“Joining Fee”
The non-refundable fee payable by a Member joining the
Business Club;
“Member”
A person who has been accepted into the Business Club to
benefit from the Services, where payment has been made for
their Membership Fees and they are fully up-to-date with all
payments pursuant to these Rules;
“Membership”
Any person’s affiliation to the Business Club as a Member
pursuant to these Rules;
“Membership Fees”
The fees payable by the Member upon acceptance to the
Business Club and continuing thereafter on a monthly or annual
basis;
“Premises”
12 Hay Hill Mayfair, London W1J 8NR;
“Resident Member”
A named Member who has entered into an Office Services
Agreement with the Business Club;
“Renewal Date”
Each anniversary of the Membership start date until the Membership
expires or is terminated;
“Rules”
These terms and conditions which apply to the use of the Business Club;
“Services”
The services and facilities made available at the Premises by the Business
Club from time to time which Members have the right to use in exchange for
payment of Membership Fees;
“Visit”
Any day on which a person visits the Business Club to use the Services,
whether on one or more occasion on that day.

1. Overview

1.1. Business Club Members have the right to shared use of the communal Services within the Premises. These include, but are not restricted to, three (3) floors of business lounges. These non-exclusive workspaces are
based on a first come, first served basis.
1.2. Use of all Services is subject to availability.
1.3. The Business Club will require payment for Additional Services used (such as food & beverage, use of meeting rooms, mailing address services etc) to be paid in advance (meeting room bookings and mailing address services), on the day (food & beverage) or by opening an account secured by valid credit card details, as determined or agreed by the Business Club from time to time. Information regarding the fees for Additional Services is available at the Business Club reception.
1.4. Save for Resident Members, the Business Club is intended to be used by Members as a satellite office to their main office.
1.5. Members must strictly adhere to the Fair Usage and Guest Policies (see sections 12 and 8 respectively).
1.6. Business Club Members may not use the Premises as their correspondence address without a mailing
address agreement in place.
1.7. No Member may use the Premises as their registered business address.
1.8. Whilst on the Premises, Members shall at all times act in a manner that is respectful and courteous towards other Members, Guests, Business Club staff members, and all other third parties (see section 11).
1.9. No outside food or drink is allowed on or may be consumed in the Premises (with the sole exception of consumption strictly within the offices of Resident Members)
1.10.Members and their Guests shall remain respectful of noise at all times at the Premises (see term 19).
1.11. The Business Club permits the Committee to undertake certain roles under these Rules, as may alter from
time to time.
1.12.The Business Club reserves the right to alter or terminate Membership, or any account there under, at any time for any reason with notice. Under these circumstances, the Business Club’s liability is limited to fees paid by the Member in advance for that 12 month Membership period.
1.13.The Business Club may terminate a Membership if a Member materially and/or repeatedly breaches the Rules.
1.14.The Business Club reserves the right to amend the Rules from time to time with notice. All changes will take effect 30 days after Members have been notified and Members will be deemed to have accepted any such changes by their continued use of the Business Club.

2. General Terms and Conditions

2.1. Each Member shall abide by the Rules and all related by-laws, policies, regulations or other directions required by the Business Club, as may alter and be notified from time to time.
2.2. The Rules automatically apply to Member’s use of any particular service at the Premises.
2.3. The Business Club Services may be used by adults only (aged 18 and over), with the sole exception of the dining room area, which permits those 12 years and over, subject to any such person under the age of 18 being accompanied by a Member.
2.4. Alcohol shall only be provided within the restrictions of the LicensingAct 2003.
2.5. The use of cameras (including those found in Smartphone’s) or any other recording equipment is not permitted on the Premises (see term 18).
2.6. Gambling of any form is not permitted on the Premises.
2.7. Smoking is not allowed in internal Business Club Premises.
2.8. The Business Club operates a zero tolerance approach to drugs (see term 13).
2.9. Business Club Membership identification will be carried by Members at all times within the Premises and together with any other material provided by the Business Club to the Member, shall remain the property of the Business Club at all times and shall be surrendered on request from the Business Club.
2.10.Pets (with the exception of Guide Dogs) are not allowed on the Premises under any circumstances without express written permission of the Business Club.
2.11. No failure or delay by the Business Club to exercise any right or remedy provided under these Rules or by law shall constitute a waiver of that or any other right or remedy it has, 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 by the Business Club shall prevent or restrict the further exercise of that or any other right or remedy.
2.12.If any provision or part-provision of these Rules 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 term shall not affect the validity and enforceability of the rest of the Rules.
2.13.The Business Club shall not be liable for any unforeseeable loss or damage suffered by a Member, Guest or other party at the Premises. Such damage or loss includes, but is not limited to, any loss of property, profit, business, business interruption, or loss of business opportunity.
2.14.The maximum aggregate liability of the Business Club is limited to the annual Membership Fee at the date on which any such liability is deemed to have occurred.
2.15.The Business Club may transfer its rights and obligations under these Rules to another organisation.
2.16.Membership constitutes an agreement between the Member and the Business Club which is governed by these Rules. No other person shall have any rights to enforce these Rules.
2.17.These Rules are governed by English Law and the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection to these Rules.

3. Membership

3.1. All Memberships consist of a 12 month minimum commitment, renewed annually.
3.2. Memberships are for the named individuals they were granted to by the Committee and are nontransferrable.
3.3. Membership may consist of one of the following types/tiers:
3.3.1. Tier 1 (Club): Member access up to 20 Visits in subscribed year.
3.3.2. Tier 2 (Business): Member access up to 60 Visits in subscribed year.
3.3.3. Tier 3 (Premier): Unlimited Member access in subscribed year.
3.3.4. Tier 4 (Wall Street): Unlimited access in subscribed year, post 4pm.
3.4. Candidates shall be informed of the applicable Membership Fees during the Membership application process.
3.5. Corporate Membership is available at the discretion of the Business Club. To qualify, an applying Corporate must provide:
3.5.1. Proof of registered and main office address; and
3.5.2. Company emails for each Candidate.
3.6. The benefits of the Corporate Membership shall be as agreed with the Candidates before the Corporate Membership is granted.
3.7. The Business Club may from time to time add additional Membership types or amend the benefits attached to each type of Membership with notice.
3.8. Honorary Members – The Committee may invite to become an Honorary Member or Business Club Ambassador any person who in the opinion of the Committee has or will render exceptional service or benefit to the Business Club. Honorary and Ambassador Memberships have a 12 month duration and may be renewed at the sole discretion of the Business Club. The benefits of these Memberships shall be determined in advance by the Business Club, at its discretion.
3.9. Upgrading Membership – It is possible to upgrade but not downgrade between Membership types/tiers. The upgrade fee includes a one off premium as decided by the Business Club, in addition to the difference between the relevant Membership tiers.
3.10.Each Member shall ensure the Business Club is informed of their correct and up-to-date address for correspondence and full contact details including telephone and e-mail address, together with emergency contact details.

4. Fees, Charges & Renewals

4.1. The Joining Fee payable by a Member shall be such amount as the Business Club shall from time to time determine and is non-refundable.
4.2. The annual Membership Fee for each of the various Membership tiers shall be payable in equal monthly instalments on a fixed date as predetermined by the Business Club, unless otherwise agreed.
4.3. Every Member, unless otherwise agreed by the Business Club, must provide and keep on file an active Direct Debit mandate for Membership Fee payments. All such payments shall be subject to the Direct Debit scheme rules.
4.4. The Business Club may charge Members a fee for collection of Membership Fees other than by Direct
Debit.
4.5. If a Member fails to pay the amount due to the Business Club within 30 days from the due date for payment,
then the Business Club reserves the right to suspend or terminate the Business Club Membership.
4.6. If a Member, having paid their Membership Fees in advance for the year, terminates their Membership before the expiry of that year, the Member shall not be entitled to any pro-rata refund.
4.7. If a Member terminates their Membership before the whole of their Membership Fees for the current year are paid, then the unpaid balance shall be payable within 30 days of the Business Club issuing a payment
demand.
4.8. Membership Fees are subject to change at the discretion of the Business Club. Members will not be subject to any such changes until the end of their existing 12-month Membership period.
4.9. The Business Club reserves the right to not renew any Membership and is under no obligation to provide a reason for their decision.
4.10.In the event of a former Member applying to re-join the Business Club, the Business Club may at its discretion waive the Joining Fee and reserves the right to apply the current annual Membership Fee rate applicable.
4.11. Subject to term 4.9, Memberships shall renew on the Renewal Date unless the Member provides at least one months’ notice that they do not wish their Membership to renew. The Renewal Date may not be changed.

5. Application Procedure

5.1. All Candidates must be aged 18 years or over at the time of their application.
5.2. All Candidates must complete the Membership application form and submit it with a named proposer who is either a current active Business Club Member, Ambassador (as defined at term 3.8) or part of the Business Club’s Membership management team.
5.3. The Business Club may contact the proposer to verify the Candidate’s details and suitability.
5.4. The application must be completed in full, after which time all applications will be considered by the Committee for admission to the Business Club at a predetermined date.
5.5. Outcomes for all applications will be notified to Candidates within 2 working days after Committee consideration.
5.6. Candidates who are granted Membership and made their applications other than on the Premises have the right to request to cancel their Membership within 14 days of the Membership starting. Any such request should be made in writing to the Business Club Membership team.
5.7. Should the Membership list be closed at the time of the application, the Candidate will be placed on the waiting list and reviewed by the Committee at such time when there is capacity, at the Committee’s discretion.
5.8. The Committee’s decision to accept, reject, or return the application to the waiting list is final and no reason need be given.

6. Resignation & Termination

6.1. Any Member wishing to resign must do so in writing, including via email, to the Business Club Membership team. The Business Club will give notice in writing or via email of termination of any Membership. Notice to terminate must be received by the Membership team at least one month prior to the Renewal Date.
6.2. Where Membership is terminated by way of Member’s resignation, previously paid Membership Fees will not be refunded to the Member unless agreed otherwise by the Business Club.
6.3. Where Membership is terminated by way of Member resignation the Membership Fees payable for the remainder of the applicable year will be payable by the Member to the Business Club within 30 days of a payment demand from the Business Club.
6.4. Temporary suspension of Memberships may be available at the discretion of the Committee and will be judged on a case-by-case basis; requests must be made by Members with a minimum notice of 28 days prior to the anticipated suspension period.
6.5. Any Joining Fee paid is non-refundable.
6.6. The Business Club may terminate a Membership if that Member materially and/or repeatedly breaches the
Rules.
6.7. If the Business Club terminates a Membership pursuant to term 6.6, the Membership Fees payable for the remainder of the applicable year will be payable by the Member to the Business Club within 30 days of a payment demand from the Business Club.
6.8. The Business Club reserves the right to terminate Membership at any time for any reason with notice and is under no obligation to provide a reason for its decision. Under these circumstances, the Business Club’s liability is limited to fees paid by the Member in advance for that 12 month Membership period and the Business Club shall repay any Membership Fees or other advance payments for the period after termination made by the Member back to the Member within 30 days of the Membership being terminated.
6.9. The Business Club may suspend a Membership if that Member breaches the Rules.
6.10.If a Membership is suspended under these Rules, any such Member under suspension shall still be liable in respect of any outstanding payments and their Membership Fees during that suspension period.
6.11. A Member may have the right to cancel their Membership after the Business Club has exercised its right under term 1.14 where any such changes materially alter the terms of their Membership and within the 30-day period from notification from the Club. In any such case the Member should send any termination request to the Business Club Membership team stating their reason(s) why they wish to cancel their Membership. Where such termination is applicable, the Business Club shall refund any advance payments or Membership Fees made by you for any period after termination takes effect.
6.12.The end of any Membership, for any reason whatsoever, shall not affect the parties’ accrued rights or remedies under these Rules.

7. Membership Card

7.1. Business Club Members must present their Membership card upon arrival at the Business Club reception in order to gain access to the Business Club.
7.2. Members are responsible for their Membership card and must keep their Membership card with them at all times when in the Business Club.
7.3. The Membership card issued to you remains the property of the Business Club at all times and must be surrendered upon request.
7.4. A Membership card may only be used by the Member it is issued to. Allowing another person to use one’s Membership card may result in termination of Membership.
7.5. Any lost or stolen Membership cards must be immediately reported to the Business Club.
7.6. Areplacement card will be issued at a cost of £15 per card.

8. Guests

8.1. Every Member is allowed to bring a maximum of 2 Guests to the Business Club per Visit (unless by prior arrangement with the Business Club).
8.2. Meeting rooms and tables in the dining area of the Business Club may be booked for more than 2 Guests
with prior approval from the Business Club.
8.3. Reception must be informed of all Guests’ names, and Members must sign Guests in.
8.4. Members must be present in the Business Club for their Guests to gain admission to the Premises or use the Services.
8.5. Members cannot be signed in as a Guest of another Member visiting the Business Club.
8.6. Members shall ensure that Guests abide by these Rules and exercise such courtesy as is expected from Members when attending the Business Club. Members are ultimately responsible for the behaviour of, and will be financially liable for, their Guests and for all Services used by them at the Business Club.
8.7. Guests may not remain in the Business Club once the sponsoring Member has left the Premises.
8.8. The Business Club reserves the right to charge an entrance fee for additional Guests of Members.
8.9. Members shall employ fair and proper usage when receiving Guests at the Business Club. There is a 12 Visit cap to the total number of Visits a Guest is allowed, regardless whether he/she has been invited by different Members. Once this cap is reached, the Guest will be refused further entry, and may be invited to apply for Membership. This cap excludes attendance to meetings and events organised by the Business Club or hosted by a Member.

9. Bills

9.1. Members must settle their bills for Additional Services before leaving the Premises. Guests may also settle bills and are also required to pay any debt incurred before leaving the Premises. In the case of unpaid accounts or disputes, the outstanding amount will be the responsibility of the Member who signed the Guest(s) into the Business Club.
9.2. Gratuities are not included in the price of any Additional Services offered by the Business Club, with the exception of food and beverage offerings where an optional 13.5% gratuity is applied.
9.3. Members are able to top-up their Membership cards with credit that can be redeemed at all food and beverage outlets.
9.4. The Business Club reserves the right to refuse entry to any Member with outstanding monies owed.
9.5. Any Member who fails to settle their bill within 30 days will have their Membership suspended until the outstanding balance is cleared.

10. Meeting Rooms

10.1.All meeting rooms can be booked up to two weeks in advance via the reception team. Meeting rooms must be booked for a minimum of one hour. Meeting rooms are charged hourly.
10.2.All Members must book and pay for meeting rooms in advance, save for Resident Members who will be invoiced upon booking for payment at the end of the month.
10.3.All cancellations must be made at least 24 hours in advance for a full refund, failure to do so will mean the full room hire will be payable.
10.4.Change of date, time or capacity must be made at least 24 hours in advance of the date the meeting room is booked for. Alarger meeting room cannot be guaranteed should Guest numbers increase on the day of the meeting without prior notice.
10.5.The capacity indicated for each room shall not be exceeded.
10.6.Should additional time be required, this will be subject to availability and an additional charge. Information regarding applicable charges is available at the Business Club reception.
10.7.Working lunch / breakfast can be pre-ordered up to 48 hours in advance of the meeting room being used. A la carte and deli food can be purchased on the day. No other food is permitted to be consumed.

11. Member Conduct

11.1.Whilst on the Premises, Members shall at all times act in a manner that is respectful and courteous towards other Members, Guests, Business Club staff members, and all other third parties. Members shall not act in a manner that is in any-way abusive, harmful or offensive to such persons.
11.2.The Club may, at any time, refuse to serve alcohol to a Member that has received a warning for their conduct.
11.3.Whilst using the Business Club Services, Members should be mindful of the wishes and needs of others to
do the same and should not abuse their rights to use the Services.
11.4. Conduct that is prejudicial to the reputation or good-running of the Business Club may result in expulsion.
Such conduct includes but is not limited to:
11.4.1. violent or abusive behaviour;
11.4.2. the use of drugs on the Premises (see Section 13 below).
11.5. Members and their Guests shall not, at any time whatsoever, disclose to any person any information, whether seemingly confidential or otherwise, they have seen or heard whilst on the Premises, including, but not limited to, general usage of the Business Club, the Premises, other Members or Guests.
11.6.The Business Club may evict, or exclude any Member or Guest whose behaviour it considers to breach the Rules, at its absolute discretion. Any failure by that Member or Guest to leave the Premises pursuant to this term may result in the suspension or termination of the Membership of the Member, or if the latter, the Member responsible for the Guest, contravening this term 11.

12. Fair Usage Policy

12.1.Occupancy of the Business Club is likely to fluctuate from time to time. At peak times, seating areas should be shared where possible.
12.2.Members are welcome to come and go as many times as required during the day but should not occupy any communal areas for more than 4 consecutive hours per day.
12.3.Members shall not leave personal items (indicatively laptops, notebooks or other) on communal chairs or tables when they leave the Premises or are not occupying that space.
12.4. Members shall observe the terms of use of any Additional Services introduced by the Business Club as notified by the Business Club from time to time.

13. Drugs Policy

13.1.The Business Club operates a zero tolerance drugs policy.

14. Business Club & Members’Property

14.1.No Member or their Guest(s) may remove or damage the fabric or contents of either the Business Club or any article belonging to the Business Club, Members, Guests, Business Club staff members, and all other third parties, whether by accident, negligently or otherwise. Any such breach of this term may result in termination of the Membership of the Member or, if the latter, the Member responsible for the Guest breaching this term.
14.2.In the event that a Member or Guest of a Member causes damage to or destruction of any such property then such Member shall be fully responsible for making good all loss suffered by the Business Club as a result of such damage or destruction.
14.3.Member’s and Guest’s property remains their personal responsibility at all times during their use of the Business Club. The Business Club has no liability for any loss or damage to any property or luggage left anywhere on the Premises, including the cloakrooms.
14.4.Lost property will be held for a maximum of one month before being donated to charity.

15. Members’Events

15.1.Members shall be mindful towards other Members when booking into Members’ events. Should a Member need to cancel or amend their booking, they should do so at least 24 hours prior to the event to allow other Members the opportunity to attend.
15.2.Members are allowed to invite up to three (3) Guests per event, subject to availability. Members must register their guests with the Membership team.
15.3. The Membership team should be contacted with regards to all queries relating to booking into Members’ events.

16. IT Equipment

16.1.From time to time, IT equipment may be supplied by the Business Club for Members to use, therefore users should not expect an absolute right of privacy concerning the websites they visit or any records of their internet usage.
16.2.Usage of Business Club supplied IT equipment is available only to Members and the Member must provide
a valid personal credit or debit card before any item of equipment is loaned for use.
16.3.Reception will hold the personal credit or debit card until such time as the loaned equipment is returned and in the same working condition in which it was provided.
16.4.During the loan period, the Member is solely responsible for the equipment and a reasonable replacement charge will be made for any item that is lost or returned damage.

17. Internet Usage

17.1.Whilst the Business Club provides a Wi-Fi system as part of the Services, the Business Club is not responsible for the upkeep of Members’ individual machines or to be available to answer individual IT questions.
17.2.The Business Club is not responsible for any internet service failures at the Business Club and shall not be liable for any loss caused as a result of any such internet failure or slowness.
17.3.Members shall not seek to view, download, upload or circulate pornographic, offensive or otherwise obscene material on the Premises. Members should be aware that accessing such material can be a criminal offence in some circumstances. Such information includes, but is not limited to:
· Discriminatory and/or offensive material (including jokes)
· Pornographic/indecent/obscene material
· Material relating to drugs and other criminal activities
· Material which the recipient might reasonably be expected to find offensive or distasteful (this includes statements which deride or denigrate a person)

18. Privacy Policy

18.1. The Business Club may collect, process and store information about Members in accordance with the Data Protection Act 1998 and General Data Protection Regulation 2018.
18.2. Any information that is dealt with or held by the Business Club is subject to its Privacy Policy which governs its collection and use of Members information.
18.3. To ensure safety and for the prevention and detection of crime, CCTV is in operation within and around the Business Club.
18.4. The use of cameras (including those found in smartphone’s) or any other recording equipment is prohibited on the Premises, except by prior written authorisation by the Business Club management.

19. Neighbours & Noise

Members shall be conscious and considerate of the Business Club’s neighbours at all times when entering and leaving the Business Club, especially in the evenings. Members shall therefore enter and leave the Premises in a quiet and orderly fashion and, where appropriate, to observe and follow any requests made by the Business Club’s security staff.

20. Dress Code

20.1. Members and guests must be appropriately attired at all times.
20.2. The dress code for all areas of the premises is smart casual and members must present a clean
and tidy manner at all times.
20.3. Smart jeans are permitted, as are smart trainers, but only when worn with sufficiently smart attire.
20.4. Tracksuit bottoms, gym attire, hooded jumpers, ripped jeans, shorts, sports trainers, sandals or hats are not acceptable.
20.5. Suitcases and large bags, backpacks and large portfolios must be deposited in the cloakroom and are not permitted in the Club unless a private room has been booked in advance. Over coats, anoraks, cloaks, and general outer-wear must be deposited in the cloakroom and will not be permitted in the Club. Umbrellas must be left at reception.
20.6. The Head of Memberships decision is final in all matters relating to dress.

21. Health & Safety

21.1.The Business Club shall not in any way be responsible or liable for any accident or injury that may occur on the Premises and any loss or damages arising there from, other than liability for death or personal injury which may arise from the negligence of the Business Club, its staff or agents.
21.2.Members shall and shall procure that their Guests take reasonable care when using the Services and travelling throughout the Premises and must report any concerns for health and safety to Business Club staff immediately.

22. Admission

Members and Guests will be admitted into the Business Club during the following normal opening hours:
· Monday to Thursday 7:30am – 11:00pm
· Friday 7:30am – 1:00am
The Business Club may determine that on certain days the Business Club or Members’ areas of the Business Club may be closed for public holidays, any dates notified by the Business Club from time to time, or for occasional exclusive private hire use.