Full name *

First Name

Last Name

When do you want to work in our rooms?

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

This therapy room use contract outlines the terms and conditions of the room use. *

1. Before we can rent a room to you we will need to see proof of your professional qualification, professional membership with a registered body, as well as proof of your indemnity insurance. 2. We offer our rooms either ad-hoc or rolling contracts. You are free to terminate the therapy room use contract at any point with one month’s notice. 3. A one off registration fee of £15 is required (from September 2024) before you can hire our rooms. 4. A key will be given to you upon the return of the signed agreement. These must be returned once you have stopped using the room. Any loss of keys must be paid for. 5. All room hire charges are fully inclusive. 6. Rolling contract fees are payable monthly in advance. 7. Rolling contract agreements can be cancelled by one month’s notice by either party after the first three months. 8. The therapy room must only be used during the hours that have been agreed and booked. Please double check that any online bookings have been made correctly as we cannot be held responsible for any mistakes that are made. 9. Please vacate the room as soon as your paid slot has finished. Other therapists may be using the room and therefore running over the allocated time slot is not permitted. 10. You are in charge of bringing your own equipment to Guildford Therapy Rooms and any equipment left in the building is done so at your own risk. Guildford Therapy Rooms will accept no responsibility for personal or professional items left on the premises. 11. You are responsible for the therapy room and its content during your sessions. Any damage that occurs during this time must be brought to our attention and payment for the damage must be received within 14 days of billing. 12. The therapy room must be left in a safe and tidy condition so that other therapists can use it immediately after you. If any incidents or accidents occur that require attention, please report it to us immediately. 13. This contract does not create a partnership agreement. You do not have the authority to enter into contracts on behalf of Guildford Therapy Rooms. It is forbidden to sublet the therapy room or use it for any other purpose other than what has been agreed. 14. You are not permitted to make a copy of the security fob and you are not permitted to give your security fob to a third party. 15. Ad-hoc bookings can be made via the online booking system. Failure to make payments as agreed may result in the termination of the contract between Guildford Therapy Rooms and yourself and may result in legal action. 16. There is a 48 hour cancellation policy for ad-hoc bookings and payment for the room will need to be paid for in full whether the room is occupied or not. We recommend that you agree similar terms with your clients. Under the Distance Selling Regulations, you have a right to cancel bookings up to seven working days from when the booking is confirmed. 17. Ad hoc bookings must be taken on an hourly or half hourly basis, unless agreed otherwise. 18. You must switch off all lights and electronic equipment when leaving the room. 19. Insurance and professional registration documents will need to be presented to Guildford Therapy rooms annually.

I agree to abide by these terms and conditions

Signed by

First Name

Last Name

Date signed *

MM

DD

YYYY

This privacy notice provides you with details of how we collect and process your personal data. *

1. How we use your personal data Guildford Therapy Rooms is committed to protecting your personal data. The only data we collect from you is as submitted by you on the form overleaf. We will use your sensitive personal data (that is the data you completed at referral, booking and assessment for the purposes of providing our services to you or if we need to comply with a legal obligation. We will use your non-sensitive personal data to (i) register you as a room user, (ii) manage payment, (iii) collect and recover monies owed to us (iv) to manage our relationship with you, (v) send you details of our goods and services. Our legal grounds for processing your data are in relation to points (i) to (iv) above are for performance of a contract with you and in relation to (v) above, necessary for our legitimate interests to develop our products/services and grow our business. We will not share your details with third parties for marketing purposes. 2. Disclosure of your personal data We may have to share your personal data with (i) service providers who provide IT and system administration support, (ii) professional advisors including lawyers, bankers, auditors and insurers (iii) HMRC and other regulatory authorities (iv) third parties to whom we sell, transfer or merge parts of our business or our assets and/or (v) to other professionals for the purposes of discussing your treatment. 3. International transfers Some of our third party providers are businesses outside of the EEA in countries which do not always offer the same levels of protection for your personal data. We do our best to ensure a similar degree of security by ensuring that contracts, code of conduct or certification are in place which give your personal data the same protection it has within Europe. If we are notable to do so, we will request your explicit consent to the transfer and you can withdraw this consent at any time. 4. Data security Protecting your data is important to us and we have put in place security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so. In certain circumstances you can ask us to delete your data. See the section entitled ‘your rights’ below for more information. We may anonymise your personal data (so that you can no longer be identified from such data) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 5. Data retention We will only keep your personal data for as long as is necessary to fulfil the purposes for which we collected it. We may retain your data to satisfy any legal, accounting, or reporting requirements. You have the right to ask us to delete the personal data we hold about you in certain circumstances. See section 6 below. 6. Your rights You are able to exercise certain rights in relation to your personal data that we process. These are set out in more detail at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ In relation to a Subject Access Right request, you may request that we inform you of the data we hold about you and how we process it. We will not charge a fee for responding to this request unless your request is clearly unfounded, repetitive or excessive in which case we may charge a reasonable fee or decline to respond. We will, in most cases, reply within one month of the date of the request unless your request is complex or you have made a large number of requests in which case we will notify you of any delay and will in any event reply within 3 months. If you wish to make a Subject AccessRequest, please send the request to office@guildfordtherapyrooms.co.uk. 7. Keeping your data up to date We have a duty to keep your personal data up to date and accurate so from time to time we will contact you to ask you to confirm that your personal data is still accurate and up to date. If there are any changes to your personal data (such as a change of address) please let us know as soon as possible by writing to or emailing the addresses set out in section 6 above. 8. Complaints We are committed to protecting your personal data but if for some reason you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you. We may change this Privacy Notice from time to time and shall notify you of any changes.

I consent

Signed by *

First Name

Last Name

Date signed *

MM

DD

YYYY