White House Health and Wellness Centre | 16 Waterloo Road, Epsom, KT19 8EX | info@whitehousehealth.co.uk | 07360 218705

This Agreement does not constitute a partnership agreement and you do not have the authority to enter into contracts on our behalf

You are there for your clients whenever they need you and we are here for you.  Our terms and conditions are simple and straightforward, not full of legal jargon and are perfect foundations for us working together.

Professional requirements
Proof of the following will be required before entering into a room booking agreement

• Proof of Qualification
• Personal Liability and Indemnity insurance
• Enhanced DBS if working with vulnerable clients or anyone under the age of 18
• Membership with a registered body (if applicable)
• A signed copy of this Room Rental Agreement

Bookings and costs
Subject to availability, and once the Room Rental Agreement has been signed, rooms can be booked online or via Reception by phone/email:

• If booked online you must have a valid payment method linked to your Therapeuta account; you will be auto-charged exactly 7 days in advance of your booking
• If booked via Reception you will be provided with an invoice for payment by the specified due date (a minimum of 7 days in advance)

All room hire charges are fully inclusive and must be paid at the time of booking.

• Queen Charlotte / Queen Elizabeth / Mrs Fitzherbert (Talking therapy) – £13.50 per 75min session
• Queen Mary (Talking therapy) – £12.50 per 75min session
• Queen Caroline (Talking therapy) – £11.50 per 75min session
• King George / King Henry / Prince Philip (Manual therapy) – £15.00 per 75min session
• King Charles (Pilates reformer studio) – £13.50 per hour
• Princess Diana (Fitness studio) – £11.00 per hour
• Queen Victoria (Small fitness studio) – £6.50 per hour

Discounts of up to £2 on the cost of each 75min session are available for half- or full-day bookings. Please contact us for more information.

Rooms are available to book via Reception by phone or email as far in advance as you wish. Therapists who book online via Therapeuta have the ability to book up to one month in advance.

To ensure continuity, arrangements may be made for weekly/fortnightly/monthly sessions in the same room to be ‘held’ and booked out on an indefinite basis:

• Such sessions will be invoiced monthly on the 10th of the preceding month, with payment to be received no later than the 25th of the preceding month (i.e. payment for October bookings must be settled by the 25th September).
• Any payments not received by the 25th may result in the ‘hold’ being released with no guarantee that the room might still be available for you to book for that month.
• If advanced booking is no longer required, one month’s notice is needed; failure to provide the necessary notice will result in you being charged 50% of that month’s invoice.

We reserve the right to increase rental prices at any time and will provide a minimum of 30 days’ notice prior to any price increase.

Registration

• All therapists must be fully registered (provide all Professional documentation as requested) and approved by us before any bookings can be made.
• If you have been given access to our Room Booking Calendar on Therapeuta but have not made a booking in the last 3 months, we reserve the right to remove your access to our Online Calendar.
• You will remain registered with us for as long as your accreditation documents are kept up to date and insurance policy is annually renewed.
• Either party may notify the other at any time that they wish to terminate the arrangement.
• In the event that you cease to be registered with us, all of your shared documents will be stored on a password protected computer for a minimum of 3 years unless you specifically request permanent deletion.
• It is your responsibility to provide the White House with updated copies of your documents whenever you renew memberships and insurance.

Accessing the rooms

• The rooms are accessed via the main front door of the White House Health and Wellness Centre.
• There will be a Receptionist on duty and a waiting room for your clients, but it is your responsibility to escort clients to and from your room so that they are not walking around the building unsupervised.
• WIFI is available for you (the therapist) in each room; log-in details can be obtained from Reception.
• Measures have been taken to ensure that the building is accessible for those with mobility difficulties; if you or your clients require on-site parking or a ground floor room, please contact Reception directly to make the necessary arrangements.
• You are not permitted to park onsite unless prior arrangements have been made.

Cancellation/Amendments Policy

• A full refund of the room rental fee will be given when a cancellation/rescheduling request is received more than 7 days in advance of the booking, with the following exceptions:
  • For evening sessions booked via Reception, cancellation/rescheduling requests must be received by 16:45, 7 calendar days before the booking
  • For Saturday sessions booked via Reception, cancellation/rescheduling requests must be received by 16:45, 8 calendar days before the booking
• A 50% refund of the room rental fee will be given when a cancellation/rescheduling request is received after 16:45, 7 calendar days before the booking (8 calendar days if a Saturday session), and up to 48 hours before the booking
• No refund of the room rental fee will be given when a cancellation/rescheduling request is received within 48 hours of the booking
• If a booking duration needs to be increased or a change of room is requested within 7 calendar days of your booking, we will charge you any difference in rental cost or £5, whichever is the greater amount

Responsibilities

• You are expected to conduct yourself in a professional manner
• You are responsible for your clients’ conduct
• The room must only be used during the time slot you have booked and paid for
• You must vacate the room in a timely fashion to ensure it is available for the next user
• No running over time is permitted else you may be asked to vacate the room immediately
• It’s your responsibility to ensure that your online booking has been made correctly as changes to days/times may not be possible
• Small storage spaces are located in the desks in each room. Cupboard storage can also be rented for a nominal rate. Any equipment or personal belongings brought with you is at your own risk. We take no responsibility for your personal or professional items on the premises
• You take responsibility for the therapy room and its contents during your slot. Any damage must be reported and payment to cover repair or replacement received within 14 days of billing
• You must ensure you have your own GDPR policy in place for the safe and confidential storage of your client’s information
• You must have a policy in place to manage any complaints from your clients
• To reduce odours, we ask that food is not eaten in the therapy rooms
• To preserve the original wood of the desks, it is requested that you and your clients make use of the coasters provided in each room
• No smoking, including e-cigarettes or vapes, is permitted in the building or within its grounds
• Please leave the room and any communal areas in a safe and tidy condition, turn off and unplug all electrical equipment and lights and ensure that all windows are closed
• No pets, other than assistance dogs, are permitted in the building

Safety measures

• A first aid kit is located in reception at all times
• Fire extinguishers are located throughout the building
• It is your responsibility to familiarise yourself with the fire escape routes and be aware of your nearest fire escape at all times

Any breaking of the terms and conditions may lead to you not being able to use the rooms again in the future and we reserve the right in this instance to cancel the agreement at any time.

Any associated costs to rectify any issues caused will need to be paid within 14 days of being notified.

On the anniversary of your Agreement with us, we may contact you to ensure your emergency contact details you provide below remain current.