Workspace Rules & Code of Conduct

Effective Date: 15 October 2026

Document Version: 1.0

1. Introduction

These Workspace Rules & Code of Conduct establish the standards of behaviour, safety, security and responsible facility use expected of customers, members, guests and visitors accessing facilities operated by Belphy Technologies, trading as Cowork Portal.

The rules apply to coworking spaces, private offices, meeting rooms, shared facilities and other areas made available by the coworking centre.

These rules supplement the Terms & Conditions, applicable membership agreements and other policies communicated by the coworking centre.

2. Professional Conduct and Respect

All customers, members, staff and visitors must treat one another with courtesy, professionalism and respect.

• Harassment, discrimination, intimidation, threats and abusive behaviour are prohibited.
• Customers must respect the privacy and working environment of others.
• Disruptive conduct that materially interferes with other users is not permitted.
• Disagreements should be addressed respectfully or referred to centre management.

3. Noise and Shared Workspace Etiquette

Customers must maintain reasonable noise levels, particularly in shared working areas.

• Phone calls and virtual meetings should be conducted at an appropriate volume.
• Speakerphones and amplified audio should not disturb other users.
• Meetings involving several participants should be conducted in designated meeting spaces where appropriate.
• Customers must respect areas designated as quiet working zones.

4. Meeting Room Usage

Meeting rooms may only be used during confirmed booking periods and for lawful, authorized purposes.

• Customers must observe the confirmed start and end times.
• Room occupancy must not exceed the stated capacity.
• Furniture and equipment must be used responsibly.
• Any required room configuration changes should be approved by centre staff.
• Rooms should be left clean and orderly after use.
• Extensions require approval and may attract additional charges.

5. Access and Identification

Customers must comply with the centre's access procedures and reasonable identification requirements.

Access cards, keys, credentials and entry permissions must not be transferred to unauthorized persons.

Restricted areas, staff-only facilities and other controlled spaces must not be accessed without permission.

6. Visitors and Guests

Customers hosting visitors or meeting attendees are responsible for ensuring that their guests comply with applicable facility rules.

• Visitors may be required to register at reception.
• Visitors must remain within authorized areas.
• Meeting attendance must remain within the booked room's capacity.
• Customers must not provide unauthorized persons with access credentials.

7. Cleanliness and Hygiene

All users are expected to maintain a clean, hygienic and orderly environment.

• Workstations and meeting rooms should be left tidy.
• Waste must be disposed of in designated bins.
• Spills and maintenance concerns should be reported promptly.
• Shared kitchen and refreshment areas must be cleaned after use.
• Food and beverages must be handled responsibly and in accordance with facility restrictions.

8. Furniture, Equipment and Property

Furniture, fixtures, presentation equipment, internet equipment and other centre property must be handled with reasonable care.

Customers must not remove centre property or materially alter equipment installations without authorization.

Damage, defects or equipment malfunctions should be reported promptly to centre staff.

Customers may be held responsible for damage resulting from intentional misconduct or negligence, subject to applicable law.

9. Internet and Network Usage

Internet and network services must be used responsibly and lawfully.

• Unauthorized access to networks, devices or accounts is prohibited.
• Distribution of malicious software or deliberate interference with network services is prohibited.
• Customers must not use the network for unlawful activities.
• Excessive network usage that materially disrupts other users may be reasonably restricted.
• Customers are responsible for securing their own devices and confidential information.

10. Privacy and Confidentiality

Customers must respect the privacy and confidentiality of other users.

Unauthorized recording, photography or disclosure of another person's confidential business information is prohibited where it infringes applicable rights or law.

Customers must obtain appropriate permission before photographing or recording individuals, private meetings or confidential materials.

11. Health and Safety

All customers and visitors must follow reasonable health and safety instructions issued by the coworking centre.

• Emergency exits and evacuation routes must remain unobstructed.
• Fire safety equipment must not be tampered with or misused.
• Hazards, accidents and unsafe conditions should be reported immediately.
• Customers must comply with emergency evacuation instructions.
• Dangerous or prohibited materials must not be brought onto the premises without lawful authorization and centre approval.

12. Smoking, Alcohol and Prohibited Substances

Smoking and vaping are prohibited in areas designated as smoke-free.

Alcohol consumption is subject to applicable law and any restrictions imposed by the coworking centre.

Illegal drugs, unlawful substances and activities that compromise safety or the working environment are prohibited.

13. Food, Beverages and Shared Amenities

Customers must use kitchen facilities, refreshment areas, washrooms and other shared amenities responsibly.

Food preparation and consumption must comply with any posted restrictions and must not create unreasonable disturbances, hygiene concerns or property damage.

14. Personal Belongings

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

Unattended items may be handled by centre staff where reasonably necessary for safety, security or facility operations.

Lost property should be reported to centre management.

15. Parking and Common Areas

Where parking or common-area access is provided, customers must comply with the applicable building rules, designated parking arrangements and access restrictions.

Customers must not obstruct entrances, corridors, emergency routes or shared facilities.

16. Events and Commercial Activities

Customers must obtain prior approval for events, promotional activities, filming, signage installation or activities outside the ordinary purpose of their booking or membership.

Approval may be subject to capacity, security, operational and other reasonable requirements.

17. Reporting Concerns and Incidents

Customers should promptly report safety incidents, security concerns, damaged equipment, inappropriate conduct or other material issues to centre management.

Reports will be reviewed and handled as appropriate, taking account of privacy, fairness and applicable law.

18. Violations and Enforcement

Failure to comply with these rules may result in appropriate corrective action, depending on the nature and seriousness of the violation.

Actions may include a warning, request to cease prohibited conduct, restriction of particular facilities, suspension of access or termination of services where permitted by the applicable agreement and law.

Serious safety or security incidents may require immediate action.

19. Contact Information

Coworking Centre Operator: Belphy Technologies

Trading Name: Cowork Portal

Contact Email: admin@belphy.com

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

20. Changes to These Rules

These Workspace Rules & Code of Conduct may be updated to reflect operational requirements, safety standards, facility arrangements or applicable law.

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