House Rules

These regulations constitute an annex to Smart Rooms’ General Terms and Conditions of Sale.
This document sets out the internal rules for the Smart Rooms network and is subject to change at any time. It governs the relationship between Smart Rooms and the Occupant regarding the use of consultation and treatment rooms and training rooms within the Smart Rooms network. In the event of any modification or amendment, an updated version will be posted on the website.

Shared workspaces

• 1. Smart Rooms consists of two shared, fully equipped workspaces centered on the theme of well-being. These spaces will be rented by a variety of practitioners. Respecting the premises, equipment, and schedules is fundamental to the success of the Smart Rooms concept.
  We rely on your cooperation and on you treating the spaces with the care of a prudent and responsible user.
• 2. You may not affix any identifying signs (posters, logos, signs, business cards, etc.) to the doors of the rented premises or in any other location. A notice board is available in the entrance hallway for this purpose; you may pin your business card or flyer there—and only there.
  The Occupant may not affix anything to the windows, walls, or other parts of the rented space, nor make any modifications or additions to the spaces or other areas of Smart Rooms, without the prior written authorization of Smart Rooms.

• 3. The equipment made available is as follows:
  Hallway:
  – 2 stools
  – 1 board for displaying your business card
  – 1 mirror
  – Small decorative items
  Basement:
  – 2 folding mattresses
  – 2 floor mats
  – 1 footrest
  – 10 stackable chairs
  – 4 stools
  – 2 folding tables
  Treatment Room 1:
  – 1 folding massage table
  – 2 floor protection plates
  – 1 stool on casters
  – 2 armchairs
  – 1 mat
  – 1 coffee table
  – 1 trolley
  – 2 throws
  – 1 desk
  – 1 chair
  – 1 whiteboard wall featuring 4 boards (marker kit available upon request)
  – 1 paper dispenser
  – 1 hydroalcoholic gel dispenser
  – 1 bottle of cleaning product
  – 1 clock
  Treatment Room 2:
  – 1 folding massage table
  – 1 mat
  – 1 stool on wheels
  – 2 armchairs
  – 1 throw blanket
  – ​​1 desk
  – 1 paper dispenser
  – 1 hand sanitizer dispenser
  – 1 bottle of cleaning product
  – 1 clock
  Restroom:
  – 1 toilet paper dispenser
  – 1 paper towel dispenser
  – 1 soap dispenser
  – 1 mirror
  – 1 toilet brush
  – 2 reed diffusers

• 4. In the event of equipment breakage, you must immediately notify Smart Rooms via the email address hello@smartrooms.be or the contact form on the Smart Rooms website.

Professional ethics and status

• 1. The Occupant using the premises made available by SMART WORLD SRL undertakes to comply with the ethical rules of their profession.
• 2. The Occupant organizes their work as they see fit, within their allotted time slots and in strict compliance with the reserved hours.
  The Occupant agrees to adhere to their reserved time slots without overrunning, even if their client arrives late.
  Any overrun will result in an additional charge, based on the principle that any 15-minute period begun is payable. The rate for a 15-minute period is €10 (excluding VAT).
• 3. The Occupant must refrain from any action that could harm the reputation of Smart Rooms or any other practitioner working there. There must be genuine respect among the practitioners.

Secretarial and Office Administration

• 1. Each practitioner manages their own schedule and appointment bookings.
  Regarding Internet access, a Wi-Fi connection is provided.
• 2. Mail: The Occupant releases Smart Rooms from any liability that might arise or be incurred in connection with the receipt of any mail or parcels on the practitioner’s behalf.

Organization of Smart Rooms

• 1. The Occupant agrees to comply with the organizational rules established by Smart Rooms to ensure that the various users of the premises can work undisturbed.
  In this regard, the Occupant shall vacate their consultation room at the agreed time, having tidied it up properly in accordance with the layout plan displayed in the room and left it in a sufficiently clean condition.
• 2. The Occupant agrees to treat the equipment made available to them with care and to clean any equipment used with the disinfectant provided.
• 3. The Occupant undertakes to ensure that their patients/clients maintain quiet in all common areas (hallways) and to ensure that their patients/clients treat the premises with respect.
• 4. All keys and entry badges made available to the client by Smart Rooms shall remain the property of Smart Rooms at all times. The client may not make copies of them and/or allow anyone else to use them without the consent of Smart Rooms. Any loss must be reported immediately to hello@smartrooms.be or via the website form, and the Occupant shall be liable for costs associated with replacing the keys or access badges, as well as replacing locks and deactivating access if necessary. This rule is essential to ensure the safety and security of the Smart Rooms premises.
• 5. The Occupant has a code opening the exterior door and a key opening the rented office. This code and key cannot under any circumstances be given to anyone outside Smart Rooms.
  Any breach of this strict rule will be considered serious misconduct and may result in immediate exclusion from Smart Rooms, without compensation.
• 6. No additional lock or bolt of any kind shall be installed by the client on the doors and/or windows of Smart Rooms. No modifications shall be made to existing locks or mechanisms.
• 7. The Occupant agrees to assist with various tasks to ensure the smooth operation of Smart Rooms: emptying the trash bin when leaving the office, rearranging furniture according to the layout plan, and vacuuming if necessary after clients/patients have visited… (Small actions that help maintain the comfort of “Smart Rooms”).
• 8. Smart Rooms is willing to make specific arrangements for the use of the premises outside normal business hours. Such specific arrangements may incur additional charges, which may be determined at the time the client requests these supplementary services.

To act as a prudent and responsible person

Each practitioner undertakes to manage the Smart Rooms premises with the care of a prudent and reasonable person.
For us, this means:

• 1. Practitioners must maintain appropriate professional conduct; proper attire must be worn at all times; standards must be upheld so as not to affect or disturb other practitioners and patients/clients.
• 2. The practitioner may not, without the prior written consent of Smart Rooms, store or use the following equipment within Smart Rooms’ spaces or premises: a computer (with the exception of a laptop, which must be removed at the end of the session) or other commercial device, reproduction equipment, heating equipment, a stove, a radio, stereo equipment or other mechanical amplification equipment, a coin- or token-operated vending machine, a refrigerator, a kettle, or a coffee maker. Furthermore, the client must not engage in mechanical activities, cook on the premises, use or permit the use of petroleum, gasoline, or kerosene-based fuels for heating or lighting within the building, or cause any unpleasant odors. No items deemed dangerous, explosive, or flammable may be brought onto Smart Rooms’ premises. No hazardous gases, odors, or liquids are permitted. No firearms are permitted. Smart Rooms is intended solely for use as consultation rooms, treatment rooms, and training rooms.
• 3. Take care of the equipment provided for your use.
  Turn off the lights in your consulting room at the end of your sessions.
  Lower the heating if it was turned up during your sessions.
  Radiators: it is recommended to leave them set to position 2, day and night—the thermostat handles the rest.
  Turn off the light in your room when leaving if no one is scheduled after you, and turn off the entrance hall light if you are the last person to leave.
  Failure to reset the heating to level 2 or to turn off the lights will result in a charge of €25 (excl. VAT) per day.
• 4. The Occupant must not leave corridor doors, the exit door, or the entrance door open during or after Smart Rooms’ operating hours. This is for security reasons. Please also ensure the doors are properly closed to retain heat or coolness.
• 5. The Occupant shall ensure the workspace is kept clean. The Occupant must adhere to “clean space” procedures each time the spaces are used. Should the Occupant fail to comply with this principle—even after a reminder from SMART WORLD SRL—a fee of €50 (excluding VAT) will be charged.
  The cleaning team handles routine maintenance of the premises and common areas. Any additional work necessitated by the Occupant (e.g., non-standard tasks, accumulation of waste paper, unusual refuse, etc.) will be billed to the Occupant by SMART WORLD SRL.
• 6. Check the condition of the toilet, add cleaning product, and give it a quick scrub.
  If you use candles, they must be placed in candle holders.
  If the occupant is the last to leave, they must also ensure the lights in the restroom and hallway are turned off.
• 7. Members shall not use any musical instrument, radio, television set, or other sound source that might disturb other Smart Rooms members or the building’s occupants. Members shall also take care not to emit any odors that might inconvenience other users of the site and the building.
• 8. Smoking is prohibited in the building.
• 9. Respect the neighbors; no noise outside after 10 p.m.
• 10. The hallway and stairs must remain accessible and must not be obstructed by the Occupant or used for any purpose other than entry and exit. The Occupant may only use the rented locker to store their belongings, as common areas must be kept clean and welcoming at all times. Under no circumstances may the Occupant enter areas reserved for other practitioners or other tenants of the building.
• 11. All property belonging to the Occupant or their patients/clients is the sole responsibility of said persons, and Smart Rooms shall not be held liable for any damage to or theft of such property.
• 12. Electricity shall be used solely for ordinary lighting and for powering personal computers and small appliances, unless otherwise agreed upon in writing by Smart Rooms.
• 13. The client may not conduct their activities in the corridor, the cellar, or any other area—with the exception of the specific rented space allocated to them—without the prior written consent of Smart Rooms.
• 14. Waste and sorting:
  The Brussels-Capital Region mandates strict waste sorting. All waste and refuse must be sorted and disposed of in the designated bins and placed at the indicated locations for collection. Members shall sort waste in accordance with Smart Rooms’ instructions and applicable legal or municipal regulations.

Responsibility

• Force majeure: Smart Rooms shall not be held liable to the Occupant in the event that it is prevented from or delayed in performing its contractual obligations or continuing its operations due to acts, events, omissions, or accidents beyond its reasonable control, including (but not limited to) strikes; disruptions to the supply of services such as telephone, water, electricity, etc., or public transport; natural disasters; war, riots, civil unrest, or insurrection; intentional damage; death or mandatory quarantine pursuant to any legal or governmental order, rule, regulation, or instruction; accidents, fire, flood, or storms; or failure by suppliers or subcontractors. SMART WORLD SRL’s contractual obligations shall be suspended for the duration of such force majeure event. SMART WORLD SRL shall notify the client of the occurrence of such a force majeure event as soon as reasonably possible and shall propose alternative spaces (subject to availability).
• Disclaimer of liability regarding the Occupant’s equipment. Any equipment stored in Smart Rooms lockers is stored at the client’s own risk. SMART WORLD SRL disclaims all liability regarding such equipment and shall not be held liable for any loss of or damage to said equipment.

Serious misconduct

A finding of serious misconduct on the part of a practitioner results in the immediate termination of the subscription, without compensation.
Serious misconduct is considered to include, without limitation:

• The act of intentionally causing damage.
• Damage to the reputation of Smart Rooms or the people who work there.
• Sharing your code with someone outside of Smart Rooms.