Terms & Conditions
We are The Mind Body Collective, referred to in the terms and conditions as “We”, “Us”, “Our”, or the Collective. The Company Name listed above will be referred to in the terms and conditions as “You”, “Your”. This Agreement incorporates Our terms of business set out on the attached Terms and Conditions, attached House Rules and Service Price Guide (where available) which You confirm You have read and understood.
Both parties agree to comply with these terms and our obligations as set out in them. This agreement is binding as of the agreement date and may not be terminated once it is made, except in accordance with its terms. Note that the Agreement does not come to an end automatically. See the “Automatic Renewal” section of the Terms and Conditions for the notice terms if you wish to end your agreement.
AGREEMENT TO MEDIATE: The parties shall attempt to resolve any dispute arising out of or relating to this Agreement promptly by confidential mediation administered by Mediation Arbitration Professional Systems, LLC (MAPS – www.maps-adr.com) according to its rules and procedures before resorting to arbitration or litigation.
AGREEMENT TO ARBITRATE; CLASS ACTION WAIVER: In the event that confidential mediation does not resolve the disputes between the parties, any dispute or claim relating in any way to this agreement shall be resolved by binding arbitration administered by MAPS in accord with its Rules of Procedure for Arbitrations except that You or We may assert claims in small claims court and We may pursue court actions to remove You, or prevent Your removal, from the Collective if You do not leave when this agreement terminates. The arbitrator shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, or formation of this agreement. The arbitrator shall not conduct arbitration as a class or representative action. You and We agree to waive any right to pursue any dispute relating to this agreement in any class, private attorney general, or other representative action.
These General Terms and Conditions apply to Office/Co-Working, Virtual Office and Membership agreements for services We supply to You.
1. General Agreement
1.1. Nature of an agreement: At all times, the Collective remains in Our possession and control. YOU ACCEPT THAT AN AGREEMENT CREATES NO TENANCY INTEREST, LEASEHOLD ESTATE, OR OTHER REAL PROPERTY INTEREST IN YOUR FAVOR WITH RESPECT TO THE ACCOMMODATION.
1.2. House Rules: The House Rules, which are incorporated into these terms and conditions, are primarily in place and enforced to ensure that all clients have a professional environment to work in.
1.3. Company and Contact Information: It is Your responsibility to keep the information and key contact information that We use to communicate with You up to date via the Online Account (or other customer portal as advised to you from time to time). This includes but is not limited to email addresses, phone numbers, and company address.
1.4. Availability at the start of an agreement: If for any unfortunate reason We cannot provide the services or accommodation in the Collective stated in an agreement by the start date, We will have no liability to You for any loss or damage but You may delay the start of the agreement or cancel it.
1.5. AUTOMATIC RENEWAL: SO THAT WE CAN MANAGE YOUR SERVICES EFFECTIVELY AND TO ENSURE SEAMLESS CONTINUITY OF THOSE SERVICES, ALL AGREEMENTS WILL RENEW AUTOMATICALLY FOR SUCCESSIVE PERIODS EQUAL TO THE CURRENT TERM UNTIL BROUGHT TO AN END BY YOU OR US. ALL PERIODS SHALL RUN TO THE LAST DAY OF THE MONTH IN WHICH THEY WOULD OTHERWISE EXPIRE. THE FEES ON ANY RENEWAL WILL BE AT THE THEN PREVAILING MARKET RATE (PRICES ARE SET ANNUALLY SO DEPENDING ON WHEN YOUR AGREEMENT IS DUE TO RENEW, THERE MAY BE A CHANGE IN PRICE). IF YOU DO NOT WISH FOR AN AGREEMENT TO RENEW THEN YOU CAN CANCEL IT EASILY WITH EFFECT FROM THE END DATE STATED IN THE AGREEMENT, OR AT THE END OF ANY EXTENSION OR RENEWAL PERIOD, BY GIVING US PRIOR NOTICE. NOTICE MUST BE GIVEN THROUGH EMAIL, YOUR ONLINE ACCOUNT, OR THROUGH THE APP. THE NOTICE PERIODS REQUIRED ARE AS FOLLOWS:
1.6. We may elect not to renew an agreement. If so, We will inform You by email, through the App, or Your online account, according to the same notice periods specified above.
1.7. If the Collective is no longer available: In the event that We are permanently unable to provide the services and accommodation at the Collective stated in the agreement, Your agreement will end and You will only have to pay monthly fees up to that date and for any additional services You have used.
1.8. Ending an agreement immediately: We may terminate an agreement immediately by giving You notice if (a) You become insolvent or bankrupt; or (b) You breach one of your obligations which cannot be put right, or which We have given You notice to put right and which You have failed to put right within 14 days of that notice; or (c) Your conduct, or that of someone at the Collective with Your permission or invitation, is incompatible with ordinary office use and, (i) that conduct continues despite You having been given notice, or (ii) that conduct is material enough (in Our reasonable opinion) to warrant immediate termination; or (d) You are in breach of the “Compliance With Law” clause below. If We terminate an agreement for any of the reasons referred to in this clause You must, within 30 days of the date of Our notice of termination, pay Us as a lump sum payment all sums that would otherwise have fallen due and payable by you during the remainder of the period for which Your agreement would have lasted if We had not terminated it. You agree that this payment reflects a reasonable estimate of the actual damages that We will sustain in the event of an early termination.
1.9. When an Office agreement ends: When an agreement ends You must vacate Your accommodation immediately, leaving it in the same state and condition as it was when You took it. If You leave any property in the Collective, We may dispose of it at Your cost in any way We choose without owing You any responsibility for it or any proceeds of sale. If You continue to use the accommodation when an agreement has ended, You are responsible for any loss, claim or liability We may incur as a result of Your failure to vacate on time.
2. Use of the Collective:
2.1. Business Operations: You may not carry on a business that competes with Our business of providing serviced offices and flexible working. You may not use Our name (or that of Our affiliates) in any way in connection with Your business. You are only permitted to use the address of the Collective as Your registered office address if it is permitted by both law and if We have given You prior written consent (given the administration, there is an additional fee chargeable for this service). You must only use the accommodation for office business purposes in accordance with the House Rules. If We decide that a request for any particular service is excessive, We reserve the right to charge an additional fee.
2.2.1. Alterations or Damage: You are liable for any damage caused by You or those in the Collective with Your permission, whether express or implied, including but not limited to all employees, contractors and/or agents.
2.2.2. IT Installations: We take great pride in Our IT infrastructure and its upkeep and, therefore, You must not install any cabling, IT or telecom connections without Our consent, which We may refuse at our absolute discretion. As a condition to Our consent, You must permit Us to oversee any installations (for example, IT or electrical systems) and to verify that such installations do not interfere with the use of the accommodation by other clients or Us of the building. Fees for installation and de-installation will be at Your cost.
2.2.3. Use of the Accommodation: An agreement will list the accommodation We initially allocate for Your use. You will have a non-exclusive right to the rooms allocated to You. Occasionally to ensure the efficient running of the Collective, We may need to allocate different accommodation to You, but it will be of reasonably equivalent size and We will notify You with respect to such different accommodation in advance.
2.2.4. Access to the Accommodation: To maintain a high level of service, We may need to enter Your accommodation and may do so at any time, including and without limitation, in an emergency, for cleaning and inspection or in order to resell the space if You have given notice to terminate. We will always endeavor to respect any of Your reasonable security procedures to protect the confidentiality of Your business.
2.3.1. Membership Usage: Usage is measured in hours and days and unused time cannot be carried over to the following month. A membership is not intended to be a replacement for a full-time workspace and all workspaces must be cleared at the end of each day. You are solely responsible for Your belongings at the Collective at all times. We are not responsible for any property that is left unattended. Should You use more than Your membership entitlement, We will charge You an additional usage fee.
2.3.2. As a Member, You may not use the Collective as Your business address without an accompanying office or virtual office agreement in place. Any use of the Collective address in such a way will result in an automatic enrollment in the Virtual Office product for the same term as Your membership and You will be invoiced accordingly.
2.4. Compliance with Law: You must comply with all relevant laws and regulations in the conduct of Your business. You must not do anything that may interfere with the use of the Collective by Us or by others (including but not limited to political campaigning or immoral activity), cause any nuisance or annoyance, or cause loss or damage to Us (including damage to reputation) or to the owner of any interest in the building. If We have been advised by any government authority or other legislative body that it has reasonable suspicion that You are conducting criminal activities from the Collective, or You are or will become subject to any government sanctions, then We shall be entitled to terminate any and all of Your agreements with immediate effect. You acknowledge that any breach by You of this clause shall constitute a material default, entitling Us to terminate Your agreement without further notice.
2.4.1. Ethical Trading: Both We and You shall comply at all times with all relevant anti-slavery, anti-bribery and anti- corruption laws.
2.5. Data Protection:
2.5.1. Each party shall comply with all applicable data protection legislation. The basis on which we will process Your personal data is set out in our privacy policies.
2.6. Employees: We will both have invested a great deal in training Our staff, therefore, neither of us may knowingly solicit or offer employment to the other’s staff employed in the Collective (or for 3 months after they have left their employment). To recompense the other for staff training and investment costs, if either of us breaches this clause, the breaching party will pay upon demand to the other the equivalent of 6 months’ salary of any employee concerned.
2.7. Confidentiality: The terms of an agreement are confidential. Neither of us may disclose them without the other’s consent unless required to do so by law or an official authority. This obligation continues for a period of 3 years after an agreement ends.
2.8. Assignment: An agreement is personal to You and cannot be transferred to anyone else without prior consent from Us unless such transfer is required by law. However, We will not unreasonably withhold our consent to assignment to an affiliate provided that You execute our standard form of assignment. We may transfer any agreement and any and all amounts payable by You under an agreement to any other member of Our group.
2.9. Applicable law: An agreement is interpreted and enforced in accordance with the law of the state of Louisiana. We and You both accept the exclusive jurisdiction of the courts of Louisiana. If any provision of these terms and conditions is held void or unenforceable under the applicable law, the other provisions shall remain in force.
3. Our liability to You and Insurance
3.1. The extent of Our liability: To the maximum extent permitted by applicable law, We are not liable to You in respect of any loss or damage You suffer in connection with an agreement, including without limitation any loss or damage arising as a result of our failure to provide a service as a result of mechanical breakdown, strike or other event outside of Our reasonable control otherwise unless We have acted deliberately or have been grossly negligent. In no event shall We be liable for any loss or damage until You provide written notice and give Us a reasonable time to remedy it. If We are liable for failing to provide You with any service under an agreement then, subject to the exclusions and limits set out immediately below, We will pay any actual and the reasonable additional expense You have incurred in obtaining the same or similar service from elsewhere.
3.2. Your Insurance: It is Your responsibility to arrange insurance for property which You bring in to the Collective, for any mail You send or receive and for Your own liability to your employees and to third parties. We strongly recommend that You put such insurance in place.
3.3. Professional Licensure and Liability Insurance: If the professional service that you are providing at the Collective requires state or federal licensure, you are expected to maintain an active license at all time and we require that you maintain professional liability insurance. We may ask you for proof of coverage at any time.
3.4. IT Services and Obligations: Whilst We have security internet protocols in place and strive to provide seamless internet connectivity, WE DO NOT MAKE ANY REPRESENTATION AND CANNOT GUARANTEE ANY MAINTAINED LEVEL OF CONNECTIVITY TO OUR NETWORK OR TO THE INTERNET, NOR THE LEVEL OF SECURITY OF IT INFORMATION AND DATA THAT YOU PLACE ON IT. You should adopt whatever security measures (such as encryption) You believe are appropriate to Your business. Your sole and exclusive remedy in relation to issues of reduced connectivity which are within Our reasonable control shall be for Us to rectify the issue within a reasonable time following notice from You to Us.
3.5. EXCLUSION OF CONSEQUENTIAL LOSSES: WE WILL NOT IN ANY CIRCUMSTANCES HAVE ANY LIABILITY TO YOU FOR LOSS OF BUSINESS, LOSS OF PROFITS, LOSS OF ANTICIPATED SAVINGS, LOSS OF OR DAMAGE TO DATA, THIRD PARTY CLAIMS OR ANY CONSEQUENTIAL LOSS. WE STRONGLY RECOMMEND THAT YOU INSURE AGAINST ALL SUCH POTENTIAL LOSS, DAMAGE, EXPENSE OR LIABILITY.
3.6. FINANCIAL LIMITS TO OUR LIABILITY: NOTWITHSTANDING ANYTHING TO THE CONTRARY CONTAINED HEREIN, OUR LIABILITY TO YOU FOR ANY DAMAGES ARISING FROM OR RELATED TO THIS AGREEMENT (FOR ANY CAUSE WHATSOEVER AND REGARDLESS OF THE FORM OF THE ACTION), WILL AT ALL TIMES BE LIMITED TO THE LIMITS OF THE LIABILITY INSURANCE POLICY THAT COVERS INTEGRATIVE CARE AND CONSULTING DBA THE MIND BODY COLLECTIVE. THE LIABILITY POLICY AND THE LIMITS OF LIABILITY ARE SUBJECT TO THE FOLLOWING LIMITS:
3.6.2. $10,000 for medical expenses (any one person);
3.6.3. $2,000,000 for the general aggregate.
4.1. Service Retainer/Deposit: Your service retainer / deposit will be held by Us without generating interest as security for performance of all Your obligations under an agreement. All requests for the return must be made in writing by email, through Your online account, or App after which the service retainer/deposit or any balance will be returned within 30 days to You once your agreement has ended and when You have settled Your account. We will deduct any outstanding fees and other costs due to Us before returning the balance to You. We will require You to pay an increased retainer if the monthly office or virtual office fee increases upon renewal, outstanding fees exceed the service retainer/deposit held, and/or You frequently fail to pay invoices when due.
4.2. Membership Fee. During the Term (defined in your Purchase Agreement) of this Agreement, your Membership Fee or fee for office usage that you agree to upon purchase of your membership or office usage will be due monthly and in advance as of the first (1st) day of each month. You are obligated to make payment of all Membership Fees or office usage fees owed throughout the Commitment Term and this obligation is absolute notwithstanding any early termination of the Agreement by you.
4.3. Taxes and duty charges: You agree to pay promptly (i) all sales, use, excise, consumption and any other taxes and license fees which You are required to pay to any governmental authority (and, at Our request, You will provide to Us evidence of such payment) and (ii) any taxes paid by Us to any governmental authority that are attributable to Your accommodation, where applicable, including, without limitation, any gross receipts, rent and occupancy taxes, tangible personal property taxes, duties or other documentary taxes and fees.
4.4. Payment: We are continually striving to reduce our environmental impact and support You in doing the same. Therefore, We will send all invoices electronically and You will make payments via an automated method such as Direct Debit or Credit Card, wherever local banking systems permit. Invoices are due and payable on the due date stated in them.
4.5. Late payment: If You do not pay fees when due, a fee will be charged on all overdue balances. This fee is listed in the House Rules. If You dispute any part of an invoice, You must pay the amount not in dispute by the due date or be subject to late fees. We also reserve the right to withhold services (including for the avoidance of doubt, denying You access to the Collective where applicable) while there are any outstanding fees and/or interest, or You are in breach of an agreement.
4.6. Insufficient Funds: Due to the additional administration We incur, You will pay a fee for any returned or declined payments due to insufficient funds. This fee is listed in the House Rules.
4.7. Activation: An activation fee is payable in respect of each agreement You have with Us. This fee covers the administrative cost of the client onboarding process and account setup. This fee is set out in the Purchase Agreement and is charged on a per occupant basis for Serviced Office and Coworking (dedicated desk), on a per location basis for Virtual Office and on a per person basis for Membership. Further information is set out in the House Rules.
4.8. Indexation: If an agreement is for a term of more than 12 months, there may be an increase in the monthly fee upon each anniversary of the start date in line with the US Inflation Rate.
4.9. Office Restoration: Upon Your departure or if You choose to relocate to a different room within the Collective, We may charge an office restoration service fee to cover any costs incurred to return the accommodation to its original condition and state. We reserve the right to charge additional reasonable fees for any repairs needed above and beyond normal wear and tear.
4.10. Standard services: Monthly fees, plus applicable taxes, and any recurring services requested by You are payable monthly in advance. Where a daily rate applies, the charge for any such month will be 30 times the daily fee. For a period of less than one month, the fee will be applied on a daily basis.
4.11. Pay-as-you-use and Additional Variable Services: Fees for pay-as-you-use services, plus applicable taxes, are payable monthly in arrears at our standard rates which may change from time to time and are available on request.
4.12. Discounts, Promotions and Offers: If You benefited from a special discount, promotion or offer, We will discontinue that discount, promotion or offer without notice if You materially breach Your agreement.