Terms & Conditions

Effective Date: 15 October 2026

Document Version: 1.0

1. Introduction

These Terms & Conditions govern access to and use of coworking facilities, meeting rooms, memberships, booking services and related services offered by Belphy Technologies through Cowork Portal.

Cowork Portal is a coworking management and booking platform developed, hosted and maintained by Belphy Technologies. Individual coworking centre operators use the platform to manage their facilities, customers, memberships, bookings, payments and communications.

By registering an account, making a booking, purchasing a service or using the facilities, customers agree to comply with these Terms & Conditions and any applicable policies referenced in them.

2. Service Provider and Coworking Centre Operator

Coworking Centre Operator: Belphy Technologies

Trading Name: Cowork Portal

Business Address: 6th Floor, Reliable Towers
Mogotio Road, Westlands,
P.O Box 2417 (00606) Nairobi, Kenya.

Contact Email: admin@belphy.com

Belphy Technologies is responsible for providing and administering the coworking facilities and services offered through its Cowork Portal website.

Platform Provider: Belphy Technologies develops, hosts and maintains the Cowork Portal software and provides supporting technical services. Unless expressly stated otherwise, Belphy Technologies is not the contracting party responsible for services offered by an independently operated coworking centre.

3. Eligibility and Account Registration

Customers must provide accurate and current information when registering an account or making a booking.

• Customers must be legally capable of entering into a binding agreement or have appropriate authorization.
• Customers must provide valid contact information and update it when necessary.
• Account credentials must be kept confidential and must not be shared with unauthorized persons.
• Customers are responsible for activities carried out through their accounts, except where responsibility arises from circumstances beyond their reasonable control.
• Company representatives must have the necessary authorization to register or manage accounts on behalf of their organizations.

The coworking centre may request reasonable verification of identity, company details or booking information where necessary for security, compliance or service administration.

4. Memberships and Company Accounts

Membership services may be offered to individuals or companies under specific membership plans, agreements or contracts.

Membership benefits, access privileges, permitted users, billing arrangements and included meeting room hours are determined by the applicable membership plan or contract.

• Membership privileges are subject to the terms of the relevant agreement.
• Included meeting room hours may be limited to a specified billing or membership period.
• Unused credits do not automatically carry forward unless the applicable agreement expressly permits this.
• Additional usage beyond included allowances may attract charges.
• Only authorized members may access membership benefits.
• Membership access may be restricted when the relevant contract expires or is terminated.

Where a separate signed membership or service agreement contains terms that conflict with these general Terms & Conditions, the specific agreement will take precedence for the matters it expressly governs, subject to applicable law.

5. Meeting Room and Facility Bookings

Meeting rooms and other facilities are subject to availability, operating hours, capacity limits and applicable booking requirements.

• Customers must select the correct facility, booking date, start time and duration.
• Bookings may be subject to advance notice requirements.
• Customers must provide accurate booking and attendance information.
• Bookings are confirmed only when the booking system or coworking centre issues confirmation.
• Customers must observe the confirmed booking period and vacate the facility at the agreed end time.
• Extensions are subject to availability and may attract additional charges.

The coworking centre may decline or reschedule a booking where reasonably necessary due to unavailability, maintenance, safety concerns or operational circumstances. Any applicable refund or alternative arrangement will be handled in accordance with the Refund & Cancellation Policy and applicable law.

6. Operating Hours and Access

Access to facilities is subject to the operating hours, access arrangements and restrictions communicated by the coworking centre.

Operating hours may differ between weekdays, weekends, public holidays and individual facilities.

Customers must not enter restricted areas or access facilities outside authorized periods without prior approval.

7. Pricing, Charges and Taxes

Prices and applicable charges are displayed during the booking process or communicated through the relevant quotation, membership agreement or invoice.

• Charges may be calculated by the hour, booking, membership period or another agreed billing arrangement.
• Applicable taxes, including VAT where required, will be charged in accordance with relevant law.
• Additional usage, services or approved extensions may result in additional charges.
• Customers are responsible for reviewing the booking details and charges before confirming a transaction.
• Pricing changes will not ordinarily affect an already confirmed booking unless permitted by the applicable agreement or law.

8. Payments and Invoicing

Payment requirements depend on the service, customer category and applicable contractual arrangements.

Guest bookings may require payment before or after confirmation, depending on the payment arrangements communicated by the coworking centre.

Company members may receive invoices for additional usage or other chargeable services under their membership agreements.

Customers must provide accurate billing information, including applicable company and tax details. Payment obligations remain subject to the agreed payment terms.

Where payment is processed through a third-party provider, the provider's applicable transaction terms may also apply.

9. Cancellations, Rescheduling and Refunds

Booking cancellations, changes, rescheduling requests, refund eligibility and any applicable cancellation charges are governed by the separate Refund & Cancellation Policy.

Customers should review that policy before confirming a booking.

Any rights or remedies available under applicable law remain unaffected by these Terms & Conditions.

10. Workspace Rules and Code of Conduct

All customers, members, visitors and attendees must comply with the coworking centre's Workspace Rules & Code of Conduct.

Customers are expected to treat staff, other users and visitors respectfully, maintain appropriate noise levels, use facilities responsibly and comply with reasonable health, safety and security instructions.

The coworking centre may take proportionate action in response to serious or repeated violations, including restricting access where necessary and legally permissible.

11. Use of Facilities and Equipment

Customers must use meeting rooms, furniture, equipment, internet connections and other facilities for their intended purposes.

• Customers must not intentionally or negligently damage property.
• Equipment faults or damage should be reported promptly.
• Customers must not interfere with safety systems, access controls or security equipment.
• Customers must not exceed the stated capacity of a room or facility.
• Customers must obtain approval before making material changes to room arrangements or installing equipment.

Customers may be responsible for reasonable costs arising from damage caused by their intentional misconduct or negligence, subject to applicable law and evidence of the damage.

12. Visitors and Meeting Attendees

The person or organization making a booking is responsible for communicating applicable facility rules to its invited attendees and visitors.

Visitors must comply with reception, identification, access and security procedures reasonably required by the coworking centre.

Bookings must not exceed the maximum permitted occupancy of the reserved facility.

13. Internet and Technology Services

Internet connectivity and technology facilities may be provided as part of the coworking services.

Customers must not use the network for unlawful activities, unauthorized access, distribution of malicious software or actions that materially disrupt services for other users.

Although reasonable efforts may be made to maintain connectivity, uninterrupted internet access or availability of specific third-party services cannot be guaranteed.

14. Personal Property and Security

Customers are responsible for taking reasonable precautions to secure their personal belongings, devices and confidential materials.

The coworking centre will take reasonable measures appropriate to its facilities but does not guarantee protection against every incident of loss, theft or damage.

Nothing in these Terms excludes liability that cannot lawfully be excluded.

15. Health, Safety and Emergencies

Customers must comply with reasonable health, safety, fire prevention and emergency evacuation instructions.

Emergency exits, fire safety equipment and access routes must remain unobstructed.

Accidents, hazards, suspicious activity or safety concerns should be reported promptly to the coworking centre's staff.

16. Prohibited Activities

The following activities are prohibited unless expressly authorized and lawful:

• Harassment, threats, discrimination or abusive conduct.
• Illegal activities or misuse of the premises.
• Unauthorized access to restricted facilities, accounts or systems.
• Deliberate damage to property or interference with safety equipment.
• Activities that unreasonably disturb other customers or interfere with normal operations.
• Unauthorized commercial events or activities outside the agreed booking purpose.

17. Booking Changes and Service Interruptions

Occasionally, facilities or services may become unavailable due to maintenance, technical failures, emergencies or circumstances beyond the coworking centre's reasonable control.

Where reasonably practicable, affected customers will be informed and offered an appropriate alternative, rescheduling option or refund where required under the applicable policy or law.

18. Suspension and Termination of Access

The coworking centre may suspend or terminate access where permitted by law and reasonably necessary due to serious policy violations, fraudulent activity, security concerns or material breaches of applicable agreements.

Where appropriate, customers will receive an explanation and an opportunity to address the issue.

Termination of access does not automatically extinguish accrued payment obligations or rights that survive termination under the relevant agreement or applicable law.

19. Privacy and Personal Information

Personal information collected through account registration, bookings, memberships, billing, support and communications is handled in accordance with the applicable Privacy Policy.

Customers should review the Privacy Policy to understand how their information is collected, used, retained, shared and protected, and how they may exercise applicable privacy rights.

20. Platform Availability and Technical Support

Belphy Technologies provides technical development, hosting and maintenance services for Cowork Portal.

Reasonable efforts are made to maintain platform functionality, security and availability. However, temporary interruptions may occur due to maintenance, hosting incidents, network failures, software updates or other technical circumstances.

Customers experiencing booking or account issues should contact the coworking centre using the contact details provided in these Terms.

21. Intellectual Property

The Cowork Portal software, its underlying code, design and related technical materials remain the intellectual property of Belphy Technologies or the respective rights holders, unless otherwise agreed in writing.

Customers receive permission to access and use the platform solely for legitimate booking, membership and related service purposes.

Unauthorized copying, modification, redistribution or exploitation of protected software components is prohibited, except where permitted by law.

22. Liability and Limitations

Each party remains responsible for its obligations under applicable law and the relevant service agreement.

To the extent permitted by law, neither the coworking centre nor the platform provider is responsible for losses arising solely from circumstances beyond its reasonable control.

Any limitation of liability must be interpreted consistently with applicable consumer protection, contractual and other mandatory legal requirements.

Nothing in these Terms excludes or limits liability where doing so would be unlawful.

23. Complaints and Dispute Resolution

Customers should first raise complaints or disputes concerning coworking services, bookings, invoices or facility access with the coworking centre.

Operator: Belphy Technologies

Email: admin@belphy.com

Address: 6th Floor, Reliable Towers
Mogotio Road, Westlands,
P.O Box 2417 (00606) Nairobi, Kenya.

The parties should make reasonable efforts to resolve disputes through direct communication before pursuing formal proceedings, without restricting any statutory rights or remedies.

24. Governing Law

These Terms & Conditions are governed by the laws of Kenya, subject to any mandatory legal provisions that apply to the relevant transaction or customer.

Disputes may be referred to the courts or other competent authorities in accordance with applicable law.

25. Changes to These Terms

These Terms & Conditions may be updated to reflect legal, operational, technical or service changes.

Updated versions will display the applicable effective date and document version. Where required, customers will receive appropriate notice of material changes.

Changes will not retrospectively alter existing contractual rights or obligations where doing so would be unlawful.