General Terms and Conditions

Scotland House in London

We have designed Scotland House and the Membership offering to ensure that every one of our members has the opportunity to benefit fully from our facilities. From hosting meetings and events to booking flexible hot desk space and attending relevant events all in our central London space. The terms of Membership of Scotland House are set out in the Membership Rules and Agreement below.

Scotland House is on the 5th Floor, 58 Victoria Embankment, London, EC4Y 0DS.

On entering Scotland House, beyond the reception area there’s an open plan space with hot desks and a kitchen area. Doors from this space open out to a small balcony overlooking the Thames. There are four meeting rooms of varying sizes which can be booked on hourly, half-day or full-day rates. WiFi is available throughout together with a range of AV equipment in each of the meeting rooms. For events there is a media wall which can be used to present your promotional films or presentations. A photocopier is also available. Scotland House is dressed with Scottish art, innovations and products.

A range of packages is available to cater for meetings and events and can be booked at additional charge. There is also a café on the ground floor and business lounge on the 6th floor. These facilities are shared with the other tenants.

Access to Scotland House is from Monday to Friday during the following times:

o Hot Desks: 08:00 to 17:00. o Meeting Rooms: 09:00 to 17:00. o Morning events from 07:30 to 08:30. o Evening events from 18:00 to 20:00.

These times may, on occasions, be subject to change, depending on the event and meeting schedules. Daytime events are possible with prior arrangement.

Scotland House is closed each Saturday, Sunday, English public holidays and for the period between 25 December and 2 January inclusive.

What does Membership offer and how much does it cost?

There are two categories of Membership available: Associate and Enterprise. Access to Scotland House’s facilities varies depending on Membership category.

Associate Membership is designed for one individual within a member organisation while Enterprise Membership allows anyone within that member organisation to access the facilities.

Both membership categories provide up to 80 hours of hot desk use over the year. However, it may be possible to purchase additional hours.

How do I book a hot desk, meeting room or event?

Booking for a hot desk space, meeting rooms, event space and catering is through an online booking system. Booking is on a first- come, first-served basis.

If the space you want is not available it may be possible to arrange for alternative space and facilities within the building or elsewhere. In those circumstances please contact [email protected] to discuss.

At least one representative from a Member organisation must attend all meetings. All guests attending meetings - including non-members - must be named when making the booking.

Who runs Scotland House?

Scotland House is run by the Scottish Government in partnership with our economic development agencies, Scottish Enterprise & Highlands and Islands Enterprise, and our national tourism board, VisitScotland (The Partners).

For full terms and conditions on membership please read the Scotland House Membership Rules and Agreement below.

SCOTLAND HOUSE MEMBERSHIP RULES AND AGREEMENT (TERMS AND CONDITIONS)

The Membership Rules

  1. A ‘Member’ is the legal entity which has been approved by the Scottish Government and enters into the Member Agreement.

  2. An application for membership of Scotland House is subject to the prior approval by the Scottish Government.

  3. Without prejudice to the foregoing generality, the Scottish Government must be satisfied that a Member fulfils the following eligibility criteria:

3.1. Be a Scottish public sector body with an economic development function; or

3.2 Be a private sector organisation that is currently trading, is committed to growth and has a presence in Scotland.

  1. Notwithstanding the foregoing, the Scottish Government reserves the right, in its absolute discretion, to invite other organisations to apply for membership of Scotland House.

  2. The Member Representatives named in the Membership Rules and Agreement are those representatives of the Member who are entitled to use the facilities at Scotland House in accordance with the Member Rules and Agreement.

5.1 Both membership packages may appoint an Account Administrator who has full access to the account to make bookings and pay invoices, but under Associate Membership they cannot use the Scotland House facilities.

5.2 The Account Administrator will receive invoices on behalf of the Member and act as first point of contact. If an Account Administrator is not appointed the initial person named on the application will receive invoices.

5.3 Each Member will be given a single login account to access the Members’ portal to create or amend their profile, make or change bookings, make arrangements to use the hot desk space and renew membership.

5.4 Members must ensure that they and their representatives treat their login details as confidential and must not disclose them to any third party. We accept no responsibility for Members’ use of the online booking system.

5.5 We have the right to disable any login, at any time, if, in our reasonable opinion, the Member or any of its representatives have failed to comply with any of the provisions of the Member Rules and Agreement.

5.6 If a Member knows or suspects that any third party knows its login details, the Member must promptly notify us.

5.7 Members may choose to publish their organisation name and logo on our website and Members hereby grant the Scottish Government a non-exclusive licence to use their name and logo for such purposes.

  1. Members are entitled to use Scotland House as shown within their Membership package whilst their membership is current and in accordance with the Member Rules and Agreement.

  2. Membership of Scotland House is for twelve months from the date the Membership Agreement is signed. Membership does not create a lease, leasehold, tenancy or confer on the Member any security of tenure or other interest in the facilities in Scotland House.

  3. Members must not publish the name, address, or telephone number of Scotland House on any of their business communications such as their website, email signature, letterheads business cards, or any other publication. Scotland House must not be used as a ‘Registered Office’.

  4. Membership fees and charges

9.1 Membership fees must be paid annually in advance. The value of the membership fee will be determined by the Membership Type requested by the Member. Details of the Membership Type including fees is available at https://scotlandhouse.spaces.nexudus.com/en#priceplans.

9.2 Membership is strictly non-transferable, non-assignable and cannot be used by any other person or organisation.

9.3 In exceptional circumstances where a Member is allowed access to Scotland House and/or the Members’ portal prior to the membership fees being received in full, these fees shall nevertheless remain due.

9.4 Members must not use Scotland House for more days than allowed by their membership type. If required an additional package of hot desk spaces may be purchased.

9.5 All costs or charges over and above the membership fees will be invoiced monthly and will fall due for payment within 14 days of the invoice date. Non-payment by the required date can lead to suspension of membership and removal of access rights to Scotland House.

9.6 Where a debt remains outstanding after a total of 28 days, the Scottish Government may claim interest under the Late Payment of Commercial Debts (Interest) Act 1998 and access to Scotland House and the Members’ portal may be suspended until all debts are paid in full. Any debt recovery and/or legal costs incurred by the Scottish Government in recovering any debts will be added to the balance owed by the Member for which the Member will be liable in full.

9.7 All fees and charges quoted are inclusive of VAT. Fees and charges may be subject to change without prior notice.

9.8 When membership is due for renewal Members can renew through the portal. Automatic renewal is not available. Members will receive automatic reminders prompting them to renew. Members will not be able to make bookings after the membership expiry date until membership is renewed.

10. Visiting the Hub

10.1 Scotland House has a registration procedure which is used for management and security purposes.

10.2 On each visit, every visitor must present photographic identification at the ground floor reception desk. They must then report to Scotland House Reception on the 5th floor.

10.3 Scotland House reserves the right to refuse entry to any Member or their representatives who do not book a hot desk or meeting room in advance of their visit or fails to produce acceptable photographic identification.

11. Meeting room, hot-desk and event space bookings

11.1 Bookings for Scotland House facilities must be completed via the online booking system.

11.2 Payments made on bookings for meeting rooms and event spaces are non-refundable will be considered as forfeit unless:

  • A minimum of 48 hours’ notice is given, where the single meeting room is booked.
  • A minimum of ten working days’ notice is given for bookings the Harris and Lewis rooms (booked as one room).
  • A minimum of 1 months’ notice is given for any booking for the whole business lounge or for the Events Space.

11.3 For hot desk bookings, if a Member fails to provide a minimum of 48 hours’ prior notice of cancellation of a booking the length of the booking will be deducted from the Member’s 80 hours hot desk allocation. If the Member’s hot desk allocation has already been exhausted, the Member will be required to pay for the hot desk booking and nay payment already made will be non-refundable.

11.4 Refunds may not be available for any additional services provided via third parties or suppliers such as catering or additional AV requirements which have been booked and confirmed in advance.

11.5 Meeting rooms and hot-desk spaces must be vacated promptly at the end of a booked session. The capacity indicated for each room must not be exceeded.

11.6 Members can book meeting rooms, hourly, for half day (4 hours) or a full day (09.00 to 17:00).

11.7 Members can book hot-desks hourly between the hours of 08.00 and 17.00

11.8 An extension to a booked hot-desk session or meeting room will be subject to availability and incur an additional charge in accordance with Scotland House’s applicable standard charges.

12. Continuity of service

12.1 The Scottish Government aims to provide a high level of service to its Members but accepts no liability for any temporary or permanent breakdown in the ability to provide this service. Any additional services which are offered are done so, subject to availability.

12.2 Should the Scottish Government not be able to provide the services at the given location, the Scottish Government will endeavour to provide the services at an alternative location and transfer the membership to that location. Should the Scottish Government not be able to find a suitable location, the Member agrees that the Scottish Government will not be held liable for any loss, expense or damages.

13. Internet and Wi-Fi use

13.1 Wireless internet connection is provided for the benefit of Members and should be used in accordance with all United Kingdom laws, statutes and regulations. Passwords required for the use of the internet connection must not be divulged to any other party.

13.2 Each Member is the data controller for its own electronic data. The Scottish Government does not make any representations as to the security of the Scotland House network (or the internet) or of any information that the Member places on it. The Member should adopt whatever security measures (such as encryption) it believes are appropriate to its circumstances.

13.3 The Scottish Government cannot guarantee that a particular degree of availability will be attained in connection with the Member’s use of Scotland House’s network (or the internet).

14. Behaviour

14.1 Members are asked to act with courtesy to Scotland House members of staff and their fellow Members using Scotland House. Members must not cause any nuisance or inconvenience whilst in Scotland House or to Members, staff or occupiers of Scotland House or do anything that may bring Scotland House into disrepute.

14.2 Members must not remove or damage any property, fixtures or fittings belonging to Scotland House or any property belonging to any other member, user or their guest. The Scottish Government reserves the right to claim costs and damages in full from the Member for any such removal or damage incurred.

15. Termination of Membership

15.1 The Scottish Government can terminate this Agreement and a Member’s membership with immediate effect if the Member materially breaches any term of this Agreement.

  1. The Scottish Government can suspend or terminate the rights of a Member Representative to use the facilities at Scotland House with immediate effect if the Member Representative materially breaches any term of this Agreement.

16.1 The Scottish Government may end this Agreement and a Member’s membership immediately by giving the Member notice and without need to follow any additional procedure if (a) the Member becomes insolvent, bankrupt, goes into liquidation or becomes unable to pay its debts as they fall due, or (b) the Member is in breach of one of its obligations which cannot be put right.

16.2 Should a Member cancel their membership in the absence of any breach by the Scottish Government, no refund, either in whole or part will be given.

17. Liability

17.1 The Member shall to the extent permitted by law, defend, indemnify and hold harmless the Scottish Government from and against any and all injury, loss, costs, expenses, liabilities, claims or damage (including legal fees and disbursements) suffered or incurred by the Scottish Government for (i) personal loss, death or injury or loss or damage to property where such liability is caused by, or incurred as a result of any act or omission of the Member, any of the Member’s guests, or its officers, employees or representatives; (ii) arising from, related to, or in connection with any use or occupancy of Scotland House by the Member or (iii) arising from, related to, or in connection with any act or omission of the Member, which indemnity extends to any and all claims arising from any breach or default in the performance of any obligation on the Member’s part to be performed under the terms of this Agreement.

  1. This indemnification shall survive the expiration or termination of this Agreement.

  2. The Scottish Government shall not be liable to the Member for losses due to theft, vandalism, or like causes.

  3. Nothing in this Agreement excludes or otherwise limits the liability of the Scottish Government and the Partners for:

20.1 death or personal injury caused by their negligence or the negligence of its officers, employees or agents; or

20.2 fraud or fraudulent misrepresentation; or

20.3 any other liability that cannot be excluded or limited by applicable law.

  1. Subject to paragraph 15, neither the Scottish Government nor its Partners shall be liable to any Member whether in contract, delict (including negligence), breach of statutory duty, or otherwise for:

21.1 any loss of profits, loss of revenue, loss of opportunity, loss of anticipated savings, turnover, loss of business, contracts, depletion of goodwill or similar losses, loss or corruption of data or information or pure economic loss (whether direct or indirect in nature); or

21.2 any punitive, special, indirect or consequential loss costs, damages, charges or expenses.

  1. Subject to paragraphs 18 and 19, the Scottish Government’s total liability in contract, delict (including negligence), breach of statutory duty, misrepresentation or otherwise, arising under or in connection with the performance or contemplated performance of this Agreement shall be limited in each membership period to the Membership fee payable by the Member.

23. Personal Data

23.1 The Member acknowledges and accepts that its personal data may be transferred or made accessible by the Scottish Government to its Partners (Scottish Enterprise Highlands and Islands Enterprise and VisitScotland) for the purposes of providing the services herein.

23.2 Membership data will be used in accordance with the Scotland House Privacy Policy, a copy of which is attached to this Agreement and which is available on request and from the Scotland House website.

**General **

  1. The Member acknowledges and accepts that the Scottish Government has no responsibility for the Member’s intellectual property, including but not limited to, patents, rights to inventions, copyright and related rights, moral rights, trade marks, trade names and domain names, rights in get-up, rights in goodwill or to sue for passing off, rights in designs, rights in computer software, database rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights (whether registered or unregistered) and the Member shall hold the Scottish Government harmless in this regard.

  2. The Member will be held solely responsible for actions of their officers, employees, representatives and guests.

  3. In order to avoid public funding distorting competition within the European Common Market, the European Commission regulates the levels of assistance which the public sector can provide to businesses (the "State aid rules"). As this service is subsidised by the Scottish Government, at £5,000 per year (based on equivalent market rates), under EC regulation No 1407/2013 (de minimis aid regulation), this is a de minimis aid. There is a ceiling of €200,000 for all de minimis aid provided to any one firm over a 3- year period. Any de minimis aid awarded to the Member under this Agreement will be relevant if you wish to apply, or have applied, for any other de minimis aid. For the purposes of the de minimis regulation, the Member must retain this Agreement for 3 years from the date on this Agreement and produce it on any request by the UK public authorities or the European Commission. Further information about state aid and compliance requirements can be found by visiting: http://www.gov.scot/Topics/Government/State-Aid

  4. The terms of this Agreement, any information relating to the business or affairs of Scottish Government and its Partners, their plans, processes, products, intentions or market opportunities, method of implementation and support, (“Confidential Information”) must be kept confidential by the Member and the Member shall take all necessary steps to preserve its confidentiality. The Member must not disclose or make available any Confidential Information to any person without the prior written consent of the Scottish Government. Any copies or reproductions of Confidential Information in any form must be destroyed or returned to Scotland House within five days of a written request along with a written confirmation from the Member that it has complied with its obligations in respect of this paragraph.

  5. Any provision of this Agreement which expressly or by implication is intended to come into or continue in force on or after termination of this Agreement shall remain in full force and effect.

  6. The Member warrants that all information that it provides to the Scottish Government will be true, accurate, current and complete and it will ensure that this information is kept accurate and up to date at all times.

  7. The Member agrees to provide all information that the Scottish Government may reasonably request in relation to carrying out identification checks.

  8. The Member acknowledges that it has not relied on any statement, promise or representation made or given by or on behalf of the Scottish Government which is not set out in this Agreement or the statement of member benefits.

  9. No party shall have authority to act as agent for, or to bind, the other party in any way.

  10. The Scottish Government shall not be in breach of this Agreement nor liable for delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control. In such circumstances. The time for performance shall be extended by a period equivalent to the period during which performance of the obligation has been delayed or failed to be performed.

  11. No failure or delay by a party in exercising any right or remedy or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.

  12. If any provision of this Agreement shall be found by any court or administrative body of competent jurisdiction to be invalid or unenforceable, such invalidity or unenforceability shall not affect the other provisions of this Agreement which shall remain in full force and effect.

  13. No term of this Agreement shall be enforceable by a third party (being any person other than the parties and their permitted successors and assignees) pursuant to the Contract (Third Party Rights) (Scotland) Act 2017 with the exception of the Partners.

  14. In the event of any dispute arising to the meaning or interpretation of these terms and conditions, the decision of the Scottish Government will be final.

  15. This Agreement shall be interpreted in accordance with the laws of Scotland in any dispute, difference or question of any kind which may arise between the parties.

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