Werksy for Teams - Terms & Conditions

These terms apply when a business uses Werksy for Teams. They form an agreement between Werksy Technologies Ltd, trading as Werksy, registered at Concorde House, 18 Margaret Street, Brighton, BN2 1TS, United Kingdom ("Werksy", "we", "us" or "our"), and the business named when the Werksy for Teams account is created (the "Company", "you" or "your").

By creating a Werksy for Teams account, purchasing Seats or otherwise using the service, you agree to these terms. The person accepting them confirms that they have authority to bind the Company.

1. Definitions

In these terms:

• Administrator means a person authorised to manage the Company's Werksy for Teams account.
• Billing Cycle means the monthly subscription period shown in the Company dashboard.
• Company Card means the payment method added by the Company to pay Seat Fees and Visit Charges.
• Employee means a person invited to use Werksy through the Company's account, including an Administrator where applicable.
• Seat means one place on the Company's Werksy for Teams plan that can be assigned to one Employee. The Company Administrator also occupies a paid Seat.
• Seat Fee means £10 per Seat per month, including any VAT that Werksy is required to charge.
• User Terms means Werksy's user terms and conditions at https://www.werksy.io/legal/terms-conditions.
• Visit means an Employee's use of a participating workspace after checking in through Werksy.
• Visit Charges means all charges arising from a Visit funded using the Company Card.
• Werksy for Teams means Werksy's service for managing Seats, Employees, Company-funded Visits and related payments.

2. The service

2.1 Werksy for Teams allows the Company to purchase Seats, invite Employees, make a Company Card available as a payment option and set spending limits.

2.2 Werksy provides the technology platform. Participating workspaces are independent businesses and are responsible for their premises, facilities, opening hours, safety and services.

2.3 We may add, remove or change features, participating workspaces or technical requirements. We will give reasonable notice where a change materially reduces the core paid service.

2.4 The service may occasionally be unavailable for maintenance, security or reasons outside our control. We do not guarantee uninterrupted availability or any response or resolution time. We will provide support on a reasonable-efforts basis through the contact details published by Werksy.

3. Company account and Administrators

3.1 The Company must provide accurate, current information and keep its account, billing details and Company Card up to date.

3.2 The Company is responsible for:

• choosing its Administrators and Employees;
• all actions taken through its account by its Administrators;
• keeping account credentials secure;
• removing access promptly when a person should no longer act for the Company; and
• ensuring that its use of Werksy for Teams is lawful.

3.3 The Company must tell us promptly if it suspects unauthorised access to its account or Company Card.

3.4 We may rely on instructions given through the Company account by an Administrator.

4. Employees and User Terms

4.1 Each Employee must create or use their own Werksy account and accept the User Terms before using Werksy.

4.2 These terms govern the Company's purchase and use of Werksy for Teams. The User Terms separately govern each Employee's use of the Werksy app and their conduct during Visits.

4.3 The Company is responsible for ensuring that it is authorised to invite each Employee and to make the Company Card available to them through Werksy.

4.4 Removing an Employee frees their Seat so it can be reassigned. It does not automatically reduce the number of Seats on the Company's paid plan.

4.5 If these terms conflict with an order form or other written agreement signed by Werksy and the Company, that signed agreement takes priority. These terms take priority over the User Terms only in relation to the Company's payment and administration of Werksy for Teams.

5. Seats and Seat Fees

5.1 The Company chooses how many Seats to purchase. The Administrator occupies one paid Seat.

5.2 The Seat Fee is £10 per Seat per month. This is the total customer-facing price and includes any VAT that Werksy is required to charge.

5.3 Seat subscriptions renew automatically each Billing Cycle until cancelled in accordance with section 13.

5.4 The first payment amount and payment date will be shown before the initial Seat purchase is confirmed. The subscription then renews monthly on the billing date shown in the Company account.

5.5 If the Company adds Seats during a Billing Cycle, the additional Seats take effect when payment is successfully completed. Werksy will immediately charge a proportionate amount for the remainder of that Billing Cycle. The amount payable will be shown before the purchase is confirmed.

5.6 Unassigned Seats remain part of the paid plan and continue to renew unless the Company requests a reduction before renewal. Werksy is not required to remind the Company about unassigned Seats or upcoming renewals.

5.7 A Seat reduction takes effect from the start of the next Billing Cycle. The reduced Seats remain available until then. Removing an Employee does not by itself schedule a Seat reduction.

5.8 No credit or refund is due for a Seat removed or left unused during a Billing Cycle. Any refund is at Werksy's discretion, except where applicable law requires otherwise.

5.9 We may change Seat Fees by giving at least 30 days' notice. A change takes effect from the first renewal after the notice period. The Company may cancel before the new price takes effect.

6. Company Card and Visit Charges

6.1 The Company authorises Werksy and its payment provider to charge the Company Card for Seat Fees, Visit Charges and any other amount the Company expressly agrees to pay.

6.2 The Company is responsible for all Visits funded using its Company Card, including Visits made by Employees before their access is removed and any amount by which a Visit takes an Employee above a spending limit.

6.3 Visit prices and applicable discounts are determined when the Employee uses the service and are shown in the app, dashboard, receipt or invoice as applicable.

6.4 Visit Charges are separate from Seat Fees. We may group Visit Charges into invoices and charge them at the intervals shown in the Company's account or invoice.

6.5 Payments are processed by Stripe or another payment provider we identify. The Company's use of payment services may also be subject to that provider's terms.

6.6 The Company must raise any suspected billing error or unauthorised Visit Charge within 14 days of the relevant invoice date, with enough information for us to investigate. Werksy will decide the outcome acting reasonably and using the information available. This section does not remove any right that cannot lawfully be limited.

6.7 A billing dispute does not suspend the Company's obligation to pay undisputed amounts.

7. Spending limits

7.1 An Administrator may set or change an Employee's spending limit through the Company account.

7.2 Spending limits are checked after each completed Visit. They are not a real-time cap and do not stop a Visit already in progress.

7.3 If a completed Visit takes an Employee to or above their limit, new Company-funded Visits will be paused until the next Billing Cycle, unless an Administrator raises the limit and the service makes further Company-funded Visits available.

7.4 If an Administrator reduces a limit below the amount already used, the reduction will be assessed after the Employee's next completed Visit. That Visit may therefore exceed the new limit before further Company-funded Visits are paused.

7.5 The Company accepts responsibility for all resulting Visit Charges. Werksy is not liable for an Employee exceeding a limit because of the post-Visit checking described in this section.

7.6 The Company is responsible for choosing suitable limits and monitoring its own spending. A displayed remaining allowance may not include a Visit that is still open or awaiting processing.

8. Invoices and failed payments

8.1 The Company must maintain a valid Company Card with sufficient funds and pay all amounts when due.

8.2 If a Visit payment fails, we may attempt to collect it again. If the second attempt fails, we may block new Company-funded Visits for all Employees using that payment method until the outstanding invoice is paid.

8.3 We will use reasonable efforts to notify an Administrator about a failed payment using the contact details on the Company account.

8.4 We may suspend or block the Company's access to Werksy for Teams if an amount remains unpaid. We may terminate the account for continued non-payment.

8.5 The Company remains liable for all unpaid Seat Fees and Visit Charges, including amounts Werksy owes participating workspaces for Company-funded Visits. We may recover reasonable costs incurred in collecting overdue amounts, where permitted by law.

8.6 Suspending or terminating the service does not cancel amounts already due.

9. Acceptable use

9.1 The Company must not, and must not encourage or allow anyone acting through its account to:

• use Werksy for an unlawful, fraudulent or misleading purpose;
• attempt to gain unauthorised access to the service, another account or our systems;
• interfere with, damage, overload or circumvent the service or its security;
• misuse a Company Card, discount, promotion or spending limit;
• copy, resell or commercially exploit the service except as expressly permitted; or
• use Werksy in a way that infringes another person's rights.

9.2 Employees must also follow the User Terms and each workspace's reasonable rules.

9.3 We may investigate suspected misuse and suspend affected access while doing so.

10. Data protection and Company visibility

10.1 Each party must comply with applicable data protection law. Our handling of personal data is described in our Privacy Policy at https://www.werksy.io/legal/privacy-policy.

10.2 The Company confirms that it has a lawful basis to provide Employee information to Werksy, send invitations and view Employee information made available through the Company account.

10.3 Administrators may currently see Company account, Seat, billing and payment information. As Werksy for Teams develops, we may allow Administrators to see Employee activity and usage information, which may include workspace, Visit date and time, amount charged and allowance usage.

10.4 The Company must use Employee information available through Werksy only for legitimate business purposes, restrict it to authorised people and comply with its own transparency obligations to Employees.

10.5 Where the law requires the parties to enter into a separate data processing agreement, they will do so.

11. Confidentiality and intellectual property

11.1 Each party must protect the other party's confidential information and use it only to perform or receive the service. This does not apply to information that is public through no breach, already lawfully known, independently developed or lawfully received from another source.

11.2 A party may disclose confidential information where required by law, after giving notice where legally permitted.

11.3 Werksy and its licensors own all intellectual property rights in Werksy for Teams, the Werksy app and related content. We grant the Company a limited, non-exclusive, non-transferable right to use Werksy for Teams during the agreement for its internal business purposes.

11.4 The Company retains ownership of its own names, logos and content. Werksy will not use the Company's name or logo in marketing without prior written consent.

11.5 If the Company gives us feedback, we may use it without restriction or payment, provided we do not identify the Company without consent.

12. Warranties and liability

12.1 Each party confirms that it has authority to enter into this agreement.

12.2 Werksy will provide Werksy for Teams with reasonable care and skill. Except as expressly stated in these terms, the service is provided as available and all implied warranties are excluded to the fullest extent permitted by law.

12.3 Werksy is not responsible for:

• the condition, safety, availability or services of a participating workspace;
• an Employee's conduct or failure to follow workspace rules;
• decisions made by the Company or its Administrators;
• loss caused by inaccurate Company account information, compromised credentials or an invalid Company Card; or
• a spending-limit overage arising from the post-Visit check explained in section 7.

12.4 Neither party is liable to the other for loss of profit, revenue, business, anticipated savings, goodwill or data, or for indirect or consequential loss.

12.5 Subject to section 12.6, Werksy's total liability arising from or connected with Werksy for Teams in any 12-month period will not exceed the fees paid or payable by the Company to Werksy during that period.

12.6 Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of obligations that cannot be limited under data protection law, or any other liability that cannot lawfully be excluded or limited.

12.7 The Company will reimburse Werksy for losses, liabilities and reasonable costs arising from the Company's unlawful use of the service, breach of section 3 or 9, or unauthorised instructions given through its account, except to the extent caused by Werksy's own breach or negligence.

13. Term, cancellation and termination

13.1 This agreement begins when the Company accepts these terms and continues until terminated.

13.2 The Company may request cancellation at any time. Cancellation takes effect at the end of the current Billing Cycle unless Werksy confirms an earlier date. Seat Fees already paid are not refundable except at Werksy's discretion or where required by law.

13.3 We may suspend or terminate the service immediately if:

• the Company materially breaches these terms;
• payment remains overdue;
• continued access creates a security, legal or fraud risk; or
• the Company or an Employee seriously misuses Werksy or a participating workspace.

13.4 Where a breach can reasonably be fixed, we may give the Company an opportunity to fix it before termination. We do not have to do so where urgent suspension or termination is reasonably necessary.

13.5 We may also end Werksy for Teams by giving at least 30 days' notice.

13.6 On termination, the Company's and Employees' access to Company-funded features ends. The Company must still pay all amounts relating to the period before termination. Sections intended to continue, including payment, confidentiality, intellectual property, liability and disputes, remain effective.

14. Changes to these terms

14.1 We may change these terms for legal, regulatory, security, operational or commercial reasons.

14.2 We will give at least 30 days' notice of a material change. The change will take effect on the date stated in the notice. If the Company does not agree, it may cancel before the change takes effect.

14.3 We may make a change sooner where required by law or urgently needed to protect the service, its users or third parties. We will give as much notice as reasonably possible.

15. General

15.1 Notices. We may send notices to the Administrator or billing email registered to the Company account. The Company may contact us at legal@werksy.io. A party must keep its contact details current.

15.2 Assignment. The Company may not transfer this agreement without our prior written consent. We may transfer it as part of a reorganisation, financing, merger, acquisition or sale of our business, provided this does not materially reduce the Company's rights.

15.3 Force majeure. Neither party is liable for delay or failure caused by events outside its reasonable control, although this does not excuse payment obligations already due.

15.4 No partnership or agency. These terms do not create a partnership, joint venture, employment relationship or agency between the parties.

15.5 Third-party rights. A person who is not a party to this agreement has no right to enforce it under the Contracts (Rights of Third Parties) Act 1999.

15.6 Waiver. A delay in enforcing a right does not waive it.

15.7 Severability. If any part of these terms is unlawful or unenforceable, the remaining terms continue in effect.

15.8 Entire agreement. These terms and any documents expressly incorporated into them form the entire agreement about Werksy for Teams and replace earlier discussions or statements about the service. Neither party relies on a statement not set out in the agreement, but this does not limit liability for fraud.

16. Governing law and disputes

16.1 These terms and any non-contractual dispute arising from them are governed by the law of England and Wales.

16.2 Before starting court proceedings, each party will use reasonable efforts to resolve a dispute through good-faith discussions.

16.3 The courts of England and Wales have exclusive jurisdiction over any dispute arising from or connected with these terms.

17. Contact

Questions, complaints and legal notices may be sent to:

Werksy Technologies Ltd
Concorde House
18 Margaret Street
Brighton
BN2 1TS
United Kingdom
legal@werksy.io

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