workin.space Partnership Terms

Platform: the workin.space website operated by the Introducer.

Partner Portal: the online space in which the Partner manages its buildings, offers, prices, closures, cancellation policy and bookings.

Customer: the person or company that books a space on the Platform.

Booking Request: a booking paid by the Customer and awaiting the Partner’s answer.

Validation Contacts: the email addresses declared by the Partner, building by building, in the Partner Portal to receive and answer Booking Requests. At least one address is required per building.

Cancellation Policy: the cancellation conditions of an offer, displayed to the Customer and accepted by them before payment.

The Partner keeps its listings accurate and up to date in the Partner Portal: descriptions, photos, amenities, capacity, opening hours, prices, extras and Validation Contacts. It sets its prices freely.

National public holidays are automatically closed to bookings. The Partner enters in the Partner Portal any other closure of the building (holidays, works, private events) and any recurring restriction (for example a lunch break), so that these slots cannot be booked.

Where the Partner’s management software or calendar is connected to the Platform, availability is read from that tool and bookings are recorded in it automatically.

The Customer chooses an offer, the date or dates, the time slot, the number of participants and any extras, accepts the Cancellation Policy and pays online.

Payment is processed by the Introducer through its payment provider. For a booking subject to the Partner’s validation, the amount is only authorised (held) on the Customer’s card: nothing is debited until the Partner has accepted the booking.

A booking is confirmed in one of the following two ways:

On request (default): the booking becomes a Booking Request and follows article 4.

Instant confirmation: the booking is confirmed and debited as soon as the Customer pays, without any action from the Partner, (i) for coworking offers of a building for which the Partner has enabled “Automatic confirmation” in the “Online bookings” tab of the Partner Portal, building by building or for the whole brand, and (ii) for offers connected to the Partner’s management software or calendar, when the booking is recorded in that tool as firm. The Partner then receives a “Booking confirmed automatically” email, with no action required, and can no longer refuse the booking; article 7.2 applies if it cannot honour it.

As soon as the payment is authorised, the Validation Contacts receive a “New booking request” email setting out the space, the date and time slot, the participants, the extras, the amounts excluding VAT and the Customer’s name, company, email and phone number. The Customer is informed by email that their booking is awaiting the Partner’s validation. The Partner uses the Customer’s details only to perform the booking.

The Partner accepts or refuses the request either through the secure link in the email, which requires no login, or from the Bookings section of the Partner Portal.

The Partner answers each Booking Request as quickly as possible and in any event before the start of the booked slot. Until it has answered, reminders are sent automatically to the Validation Contacts: a first one an hour after the request, a second two hours later, then at intervals that shorten as the booked date approaches, from every 48 hours for a booking more than a week away down to every 2 hours on the day itself, with three to six reminders in all. Reminders are only sent between 08:00 and 20:00, local time of the building. Failing an answer, the Introducer may contact the Partner by any means and record its answer on its behalf.

As long as the request has not been accepted, the Customer may cancel it free of charge, which releases the amount held. A card authorisation only remains valid for a limited time set by the card networks, generally seven days: if the payment can no longer be collected when the Partner accepts, the booking is not confirmed and the Introducer settles the payment with the Customer before confirming it.

Acceptance. The amount is debited from the Customer’s card and the booking is confirmed. The Customer automatically receives the booking confirmation, the invoice issued by the Introducer, a calendar invitation and the building’s contact details for the booking (the contact entered by the Partner in the Partner Portal or, failing that, its commercial contact). Acceptance is final: the Partner honours the booking under the conditions published on the Platform.

Refusal. The Partner selects a reason: time slot unavailable, exceptional closure, private hire of the space or another reason, which it then explains in a few words (500 characters at most). The amount held is released and nothing is debited. The Customer receives an email stating that the booking could not be confirmed, with the reason given and an invitation to search for another space. No commission is due. The Partner may suggest an alternative (another room or another slot) to the Introducer, which offers it to the Customer as a new booking.

If the availability shown on the Platform repeatedly proves inaccurate (repeated refusals for unavailability or unanswered requests), the Introducer may take the offers concerned offline until the Partner has updated them.

A booking cannot be modified directly on the Platform, either by the Customer or by the Partner. Any request to change the date, time slot, space, number of participants or extras is sent to the Introducer, which processes it.

The Introducer checks availability with the Partner, or in its connected management software or calendar, before making any change. Once the change is recorded, the Partner receives a “Booking modified” email with the new details; no action is required on its part.

A rescheduling requested by the Customer before the free cancellation deadline (article 6) is free of charge, subject to availability. After that deadline, rescheduling requires the Partner’s agreement; failing that, the booking remains due under the Cancellation Policy.

Any price difference resulting from a change is charged or refunded to the Customer by the Introducer, through an additional invoice or a credit note, and appears on the monthly statement.

The Cancellation Policy is set per brand and per type of space. Unless the Partner sets different conditions, the default policy below applies, with a full refund up to the deadline and no refund after it. This default policy is only a base: the Partner may change it at any time in the Partner Portal (see article 6.3).

“N days before” means at least N times 24 hours before 00:00 on the first booked day. For example, a meeting room booked for a Wednesday can be cancelled free of charge until Monday 00:00.

The applicable Cancellation Policy is the one displayed to and accepted by the Customer at the time of payment; it is recorded with the booking. A later change made by the Partner only applies to new bookings.

The Customer cancels online from their booking page, until the day before the booking. Each day of a multi-day booking can be cancelled separately.

The Introducer refunds the Customer to the payment method used and issues a credit note. The Customer receives a cancellation email with the credit note and the cancellation of the calendar invitation. The Partner receives an email informing it of the full or partial cancellation; no action is required on its part.

Cancellation fees retained under the Cancellation Policy are treated as booking revenue: they appear on the monthly statement and are subject to the commission. A refund beyond the Cancellation Policy is only granted with the Partner’s prior agreement and is then deducted from the reported amount.

No-show. A Customer who does not turn up is not refunded. The booking remains due in full and appears on the monthly statement like any honoured booking.

Cancellation by the Partner. Cancelling a confirmed booking must remain exceptional. The Partner Portal has no cancellation button: the Partner informs the Introducer without delay, by email or by phone, and makes its best efforts to offer an equivalent alternative (another room in the building or in a nearby building, at the same price). If the Customer does not accept an alternative, the Introducer cancels the booking, refunds the Customer in full and informs them. No amount is then due to the Partner for that booking.

For groups, events or payment by bank transfer, the Introducer may issue a quote to the Customer and send the Partner an availability request by email, with a secure link. The Partner answers that the space is available, if need be by holding an option until a given date (an option is required when the Customer pays by bank transfer), or that it is unavailable, giving a reason, in which case the quote is cancelled. The Customer is informed of the answer by email. Until the booking, the Partner only sees the Customer’s name and company.

A quote paid by card follows articles 3 and 4. A quote paid by bank transfer is confirmed as soon as the Introducer receives the transfer, without a new validation by the Partner, which receives a confirmation email requiring no action. If the transfer is not received before the option expires, the quote is cancelled.

The Introducer collects the full amount paid by the Customer, space and extras included, and issues the invoice and, where applicable, the credit note to the Customer. The Partner does not invoice the Customer for bookings made on the Platform.

At the beginning of each month, the Introducer sends the Partner a statement of the bookings honoured during the previous month, in the currency in which the building’s offers are sold, without conversion. A booking is reported in the month in which it takes place; a booking spanning several months is split month by month. For each booking, the statement shows the amount excluding VAT (space, extras and retained cancellation fees, less refunds), the commission, the share of the payment fees borne by the Partner and the net amount due to the Partner.

The commission provided for in article 4 c) is calculated on the amount excluding VAT of each booking, extras and retained cancellation fees included. The payment provider’s fees are shared in the same proportion as the booking amount: the Introducer bears the share matching its commission rate and the Partner the remainder.

The Partner invoices the Introducer (BEEFAIR SAS) for the net amount shown on the statement, applying VAT in accordance with the applicable tax rules. The Introducer pays the invoice by bank transfer in that currency within 48 hours of receipt, each Party bearing its own bank charges. The Partner reports any discrepancy in the statement to the Introducer before invoicing.