ROOM RENTAL AGREEMENT

(Effective 8 June 2026)

White House Health and Wellness Centre | 16 Waterloo Road, Epsom, KT19 8EX | info@whitehousehealth.co.uk | 07360 218705

This Agreement is not a partnership. You are an independent therapist and do not have authority to act or enter into contracts on behalf of White House Health and Wellness Centre.

We aim to keep our terms simple, clear, and fair to support a positive working relationship.

Professional requirements

Before renting a room, you must provide:

Proof of qualification
Valid personal liability and indemnity insurance
Enhanced DBS (if applicable)
Membership of a relevant professional body (if applicable)
A signed and dated copy of this Agreement

Registration

You must be fully registered and approved by a member of staff before making any bookings
Your registration remains valid so long as:
Your documents are up to date
Your insurance is renewed annually and the updated copy is provided to the White House Health and Wellness Centre
Either party can terminate this arrangement at any time
If you stop renting:
Your documents will be securely stored for at least 3 years
You can request permanent deletion of your documents at any time, in writing
You are responsible for providing updated insurance documents etc once renewed

Bookings

Subject to availability and once the Room Rental Agreement has been signed, rooms can be booked:
Via your profile on Rent Ready Rooms, or
Through Reception (phone/email)
An invoice will be issued immediately after booking confirmation and will include all bookings made at that time

All bookings are subject to availability at the time of confirmation and are not guaranteed until confirmed and paid for in accordance with our terms and conditions.

Booking windows

Rooms can be booked online through Rent Ready Rooms up to 30 days in advance
Bookings further in advance must be arranged directly through Reception

Advanced bookings

To ensure continuity of regular sessions, you may arrange ongoing bookings:

All advanced bookings must be arranged directly through Reception (not via the online booking platform)
All communication relating to advanced bookings must be made by email to Reception, including:
New booking requests
Amendments to existing bookings
Cancellation or termination requests

These bookings are scheduled 2 months in advance
An invoice will be generated immediately upon booking

Changes and cancellations to Advanced bookings

Advanced bookings may be amended at any time, subject to availability and the standard cancellation/amendment policy
All changes must be requested via email to Reception
If you wish to cease being part of the ongoing advanced booking scheme, a minimum of 1 months’ notice is required
This notice must be provided in writing via email to Reception
The notice period shall run from the date that the email is received
If the required notice is not given in the required manner, you will be charged 50% of the outstanding bookings for that final month

Payment terms

Payment terms differ depending on whether you are making ad-hoc bookings or part of the advanced booking scheme. Please ensure you follow the correct terms for each available option.

Ad hoc bookings

Payment is due 7 days before the date of your first booking on the invoice
If a booking is made within 7 days of the session, payment is due on the same day the booking is created

Advanced bookings

Payment must be received no later than the 25th of the preceding month
Example: October bookings must be paid by 25th September
If payment is not received by this date:
The reserved time slots (“hold”) shall be released
The room may no longer be available for you to rebook

It is your responsibility to ensure all payments are made timeously to secure your bookings and avoid any loss of reserved sessions.

Failure to make payment by the due date noted at the bottom of your invoice may result in cancellation of your bookings and suspension of your ability to make further bookings until all outstanding balances are settled.

We reserve the right to refuse access to the room where payment has not been received in full.

Please ensure you use your invoice number as the payment reference when making payment to ensure that your payment is allocated to the correct booking(s). Payments received without the correct reference may be marked as outstanding or overdue, and rooms may subsequently be released.

Cancellation/Amendments Policy

A full credit of the booking fee will be issued if a cancellation or rescheduling request is made more than 7 days before the session
A 50% credit of the booking fee will be issued if a cancellation or rescheduling request is made between 2 and 7 days before the session
No credit will be issued if a cancellation or rescheduling request is made within 48 hours of the session

Credits

Cancellation credits are automatically added to your Rent Ready Rooms Therapist profile

· You can choose to use credits against payments of future invoices

Amendments within 2-7 days of your booking

If you wish to increase the length of your booking or change rooms within 2-7 days of your session, you will be charged either the difference in cost or £5, whichever is higher.

If you choose to reschedule a booking within 2-7 days, a £5 fee will apply. This is permitted once per booking only.

Please note that we are unable to process any amendment requests within 48 hours of your scheduled booking. Any changes made during this period will be treated as a cancellation of the original booking, and a new booking will need to be arranged.

Repeated rescheduling of the same booking or multiple bookings may be treated as excessive use of the system and, at our discretion, may be considered equivalent to cancellation for the purposes of applying fees or restrictions.

Cancellation and Amendment Requests via Reception

· Any cancellation, amendment, or booking request made via Reception must be submitted during working hours, Monday to Friday, 08:00–17:00.

· While Reception may be open during evenings and Saturdays, the staff on duty during these times are not trained or authorised to process booking, cancellation, or amendment requests.

· Reception is closed on Sundays and bank holidays.

· Any requests received outside Reception hours shall be treated as having been received on the next working day.

· Cancellation eligibility and any associated credits will be calculated based on the date and time the request is actioned, not when the request was sent.

· For example, any request submitted on a Saturday or Sunday will be processed on Monday, and the applicable cancellation terms will be based on that timing.

· Requests not submitted within working hours may therefore fall outside the eligible timeframes for credits, and you may lose your entitlement to cancellation credits as a result.

Fair use policy (monthly cancellation limits)

To ensure fair access to rooms for all therapists, we operate a monthly cancellation limit policy.

Rooms are in high demand, and repeated late cancellations or frequent booking changes can prevent other therapists from securing space, particularly at peak times. This policy is designed to discourage overbooking “just in case” and last-minute changes that impact availability for others.

By setting reasonable limits based on your overall booking volume, we aim to balance flexibility for you with fairness across all therapists using the White House Health and Wellness Centre.

A “session” is defined as one 75-minute booking block
Cancellation limits are applied monthly and reset at the start of each calendar month

The number of cancellations allowed depends on how many sessions you book in that month as follows:

Tier 1 / 1-39 sessions / 6 cancellations

Tier 2 / 40-79 sessions / 12 cancellations

Tier 3 / 80-119 sessions / 20 cancellations

Tier 4 / 120+ / 28 cancellations

If you exceed your allocated number of cancellations within a given month, we reserve the right to review your bookings and may restrict future booking privileges where necessary.

So long as your cancellations remain within your allocated monthly allowance, you will continue to receive cancellation credits in line with the Cancellation/Amendments Policy.

If you exceed your monthly cancellation allowance, you may still cancel bookings; however, no cancellation credits will be issued for any further cancellations within that month.

If you exceed your allocated number of cancellations more than three times within any six-month period, this will be considered excessive use of the cancellation policy. In such cases, we reserve the right to restrict your booking allocation, remove access to advanced booking privileges, or terminate this Agreement.

Non-Attendance Notice Policy

If you are no longer planning to attend your booked session(s) at The White House Health and Wellness Centre due to a last-minute cancellation or any other reason, please notify us as soon as possible by email, WhatsApp, or telephone.

This also applies if you have multiple bookings in one day and plan to arrive later or will not require the room for the full duration booked.

Overrunning

All therapists are expected to finish their sessions on time.

Each 75-minute booking slot has been carefully designed to allow sufficient time for you to arrive and set up, carry out your client session, complete your notes, and leave the room clean and ready for the next therapist. This built-in buffer is intended to minimise the need for sessions to run over.

If a session exceeds the allocated time by more than 10 minutes, a £10 overrun fee will be charged, payable immediately.

Finishing on time is essential to ensure the smooth running of the White House Health and Wellness Centre. Running over can delay subsequent sessions and impact other therapists’ schedules, as well as the overall flow of the day. For this reason, therapists are expected to leave the room promptly at the end of their booking so it is ready for the next user and the clinic can continue to run efficiently.

Therapists must also be particularly mindful of finishing on time if they have the last booking of the day. Remaining in the clinic beyond your allocated time can delay staff who have already had long days and need to complete their own closing procedures, which cannot begin until all therapists have left. It is important to respect their time and ensure they can finish work and get home safely

Costs

All room hire charges are fully inclusive.

Talking Therapy

Queen Mary – £12.50 / 75 mins
Mrs Fitzherbert – £13.50 / 75 mins
Queen Caroline – £11.50 / 75 mins
Queen Charlotte – £13.50 / 75 mins
Queen Elizabeth – £13.50 / 75 mins
King Charles – £12.50 / 75 mins
Princess Diana – £12.50 / 75 mins

Manual Therapy

King George – £15.00 / 75 mins
Prince Philip – £15.00 / 75 mins
King Henry – £15.00 / 75 mins
King Charles – £14.00 / 75 mins

Fitness Centre

Princess Diana – £13.00 / 75 mins
Queen Victoria – £13.50 / 75 mins

Discounts

3–5 consecutive sessions: £0.50 discount per session
6–10 consecutive sessions: £2.00 discount per session
Consecutive sessions can be across different rooms

Storage

Storage is available from £2.50 per week, depending on your storage requirements

Any items stored on the premises are done so entirely at your own risk. We accept no responsibility for loss, theft, or damage, regardless of cause.

We reserve the right to increase rental prices at any time and will provide a minimum of 30 days’ notice prior to any price increase.

Accessing the rooms

Entry to the White House Health and Wellness Centre is via the main front door, where a receptionist will be on duty during opening hours. A waiting area is available for your clients prior to their appointment.

You are responsible for meeting your clients promptly and escorting them to and from your treatment room. Clients should not move around the building unaccompanied at any time, and it is your responsibility to ensure they are guided appropriately throughout their visit.

You must not enter or begin setting up in a room before your booked time unless it is vacant and available, and this must not interfere with another therapist’s booking.

Additional details:

WiFi is available (details from Reception)
Accessible rooms available on request
Parking only by prior arrangement

Responsibilities

You agree to:

Act in a professional manner at all times while on the premises
Take responsibility for your clients’ behaviour during their visit
Only use rooms during the time you have booked and paid for
Leave the room promptly, clean, and ready for the next user

You are responsible for:

Ensuring your bookings are correct, as changes may not always be possible once confirmed
Any damage caused during your session. This must be reported promptly, and payment for repair or replacement must be made within 14 days of billing
Damage includes, but is not limited to, breakage, staining, misuse of equipment, or any deterioration beyond normal wear and tear.
Your own equipment and belongings, which are brought onto the premises at your own risk
Maintaining appropriate professional standards, including:
Having a GDPR-compliant system for handling client information
Having a clear complaints procedure in place for your clients

Additional rules:

Food shall not be consumed in therapy rooms, to help minimise odours and maintain a pleasant environment for all users
Coasters provided in each room must be used to protect wooden surfaces from damage
Smoking, including e-cigarettes and vaping, is not permitted anywhere within the building or its surrounding grounds
Pets are not allowed on the premises, except for registered assistance dogs and only by prior arrangement with reception

Before leaving the room, you are expected to ensure that:

All equipment is turned off and unplugged where appropriate
Lights are switched off
Windows are closed
The room and any communal areas used are left clean, tidy, and in a safe condition for the next user

Safety measures

First aid kit available at Reception
Fire extinguishers located throughout the building
You must familiarise yourself with:
Fire exits
Emergency procedures

Scope of Relationship and Client Responsibilities

The White House Health and Wellness Centre provides premises only. All therapists operate as independent practitioners and are solely responsible for their clients, including all aspects of treatment, communication, and the therapeutic relationship.

We accept no liability whatsoever for any services provided or for any disputes, complaints, or breakdowns in the relationship between therapist and client.

General terms

We reserve the right to terminate this Agreement with immediate effect in the event of any serious breach of these terms and conditions, inappropriate conduct, or behaviour that negatively impacts the White House Health and Wellness Centre, its staff, or other therapists.
We reserve the right to make reasonable decisions and adjustments in the management of bookings, cancellations, and room usage where necessary to ensure the smooth operations of the White House Health and Wellness Centre.
Any costs to resolve issues or damage must be paid within 14 days of notification
We may contact you annually to confirm emergency contact details