Freshmill Charter

Introduction

Freshmill @ Delta House, Haywards Heath (the Premises) has been designed to offer all the facilities of a serviced office with the feel of a private members’ club. Our goal is to support both businesses and the people within them.

While we aim to keep rules and regulations to a minimum, we have put certain policies in place to ensure the smooth running of the Premises and your safety. These rules supplement the terms and conditions of your membership or licence to occupy and apply to your use of the Premises and services.

Membership Types

Individuals using the facilities at the Premises have access rights under:

• A services agreement for Hot Desk Members
• A licence to occupy for those in individually partitioned offices (Licensees)

Hot Desk Members

Hot Desk Members have access to the open-plan desk areas under a services agreement. Desk space is subject to availability and can be booked via:

• A monthly membership (Dedicated Members)
• An hourly membership (Hourly Hot Desk Members)
• A day pass (follows Hourly Hot Desk rules)

Licensees

Licensees and their teams occupy private offices under a licence agreement.

We may update our policies in this Charter from time to time. Changes will be communicated via email. It is your responsibility to read our emails and ensure compliance.

Access to the Premises

• Licensees and Dedicated Members: 24/7 access
• Hourly Hot Desk Members: 9:00am – 5:30pm

Access Fobs & Keys

• Access Fobs: Provided for entry and printer use. Replacements cost £25 + VAT each.
• Main Office Keys:
  • Licensees: 2 keys provided
  • Dedicated Members: 1 key provided
  • Additional keys: £25 + VAT each, replacements: £50 + VAT
  • Cutting unauthorised keys is strictly forbidden
• Office Keys (Licensees Only): Licensees may cut additional office keys but are responsible for security.

Safety & Security

Fire Safety

• A full fire policy is emailed upon onboarding.
• In case of fire, activate the nearest fire alarm and evacuate immediately.
• Muster point: Pavement outside Brewers (opposite the entrance)
• Licensees must appoint a fire marshal and update Freshmill of any changes.

Health & Safety

• Follow all health and safety policies provided via email.
• Adhere to staff instructions for the safety of all Members.

Security Measures

• Building Security: Keep all communal doors closed.
• Office Security: No additional locks/bolts may be installed without written permission.
• Burglar Alarm:
  • Deactivated from 9:00am – 5:30pm, Monday to Friday.
  • Out-of-hours access requires an alarm code.
  • False alarms triggered outside business hours: £50 + VAT call-out fee.
• CCTV: Monitored for crime prevention and staff safety.
• Personal Belongings: Freshmill is not responsible for lost or stolen items.

Use of the Premises

Parking

• Parking permits are required for designated spaces.
• Unauthorised vehicles will be fined.
• Vehicles are left at the owner’s risk.

Office Storage

• No hazardous, combustible, or offensive materials allowed.
• No large equipment (e.g., vending machines, boilers, refrigerators) is permitted.

Behaviour

• All Members must treat each other professionally and respectfully.
• Harassment, discrimination, or aggressive behaviour will not be tolerated.
• Severe violations may result in termination of access.

Office Decoration

• Do not attach anything to windows/walls or bring in additional furniture without permission.
• Licensees may bring additional storage furniture.

Communal Areas

• Rinse and place used crockery/glassware in dishwashers.
• Be mindful of noise levels.
• Keep mobile phone conversations discreet.
• Informal meeting spaces are for short meetings only.

Meeting Rooms

• Formal Meeting Rooms: Book via your online account; fees apply.
• Informal Meeting Spaces: First-come, first-serve basis, max 1.5-hour use.

Guests

• Guests must sign in and out.
• Members are responsible for guest conduct.
• Guests do not receive desk space unless a day pass is purchased.
• Freshmill reserves the right to deny guest access.

Pets (Licensees Only)

• Pets are allowed with permission and must not disturb others.
• Owners are fully responsible for any damage.
• Freshmill may revoke pet access at any time.

Alcohol & Smoking

• Alcohol is permitted but should be consumed responsibly.
• Smoking & Vaping is strictly prohibited inside the Premises and car park.
• Designated smoking areas are outside.

Photography & Marketing

• Freshmill may take photographs or videos for marketing purposes.
• By being a Member, you consent to this usage.

Post & Deliveries

• Freshmill accepts post and small parcels for Licensees and Dedicated Members.
• Uncollected post after 14 days may be returned or disposed of.
• Postal services are not available for Hot Desk Members.

Internet & Telecoms

• Network access requires an access code.
• Freshmill does not guarantee internet speed or uptime.
• You must secure your own devices against viruses.

Prohibited Network Use

Freshmill may suspend or terminate network access if:

• You use faulty or illegal equipment.
• You cause technical issues.
• You engage in fraudulent or unauthorised use.
• You view explicit, illegal, offensive, or inappropriate content.

Data Protection & Privacy

• Freshmill Ltd (registered at Delta House, 16 Bridge Road, Haywards Heath RH16 1UA) is the data controller.
• We comply with GDPR and ensure your data is handled securely and lawfully.
• Your personal data is processed for:
  • Providing office services
  • Verifying identity
  • Legal compliance
  • Preventing fraud, money laundering, and terrorism

Your Data Rights Under GDPR

You have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request erasure where applicable.
• Object to processing of your data.
• Request data transfer to another provider.

For any data concerns, contact compliance@freshmill.co.uk or write to The Directors at our registered office.

Complaints

If you believe your data rights have been violated, you can lodge a complaint with the Information Commissioner’s Office (ICO).