Using Workspace: The Friendly Rulebook

Welcome to Workspace by Tacitbase

Workspace is a modern co-working experience by Tacitbase, created to offer flexibility, professionalism, and comfort to remote workers, freelancers, startups, and growing teams. This document outlines the terms under which we operate and your responsibilities as a user of our space. Whether you’re here for a day, a month, or just a meeting, we want your experience to be smooth, secure, and respectful to others.

1. Services Overview

Workspace by Tacitbase offers three core services: FlexiDay Pass, Monthly Desk, and Conference Room access. Each has its own use case and policy.

FlexiDay Pass

Our FlexiDay Pass allows users to work from our shared space for a single day. These seats are non-dedicated and are assigned on a first-come, first-served basis. You are free to choose any available desk when you arrive, but we cannot guarantee seat availability, especially during peak hours. To ensure your access, we recommend arriving early. All bookings must be completed and paid for in advance, and FlexiDay passes are non-refundable once booked.

Monthly Desk (Dedicated Seat)

If you’re looking for consistency and a fixed desk, our Monthly Desk plan offers a dedicated seat exclusively for your use throughout your subscription period. Once you book and pay for this plan, your desk is reserved until your membership ends or is renewed. Monthly Desks are allocated based on availability and may come with a minimum lock-in period, which will be communicated at the time of booking. Cancellation during a lock-in period will result in forfeiture of the remaining period’s fee.

Conference Room Booking

Our conference rooms are available for private meetings, presentations, or collaborative sessions. These rooms must be booked in advance and are subject to availability. Charges for conference room usage are separate from desk passes and depend on the room type and duration of the booking. Entry without prior booking is not permitted.

All service payments are strictly prepaid, and services will only be provided once payment is received.

2. Operating Hours

Workspace is open from Monday to Friday, 9:00 AM to 6:00 PM. These are our official business hours, and access outside these times is not permitted unless specifically authorized in writing. We are closed on weekends and public holidays, and any request for use during off-hours must be approved and will incur additional charges.

3. Bookings, Payments & Cancellations

At Workspace by Tacitbase, we follow a prepaid, transparent, and simple booking and payment system to make your experience smooth and predictable. This section lays out how bookings work, how you’ll be billed, and what to expect in case of changes or cancellations.

Booking Process

All bookings, whether for FlexiDay Passes, Monthly Desks, or Conference Rooms, must be completed in advance through our website, or by contacting our workspace support team.

FlexiDay Passes must be booked for the intended date. They are non-transferable and do not guarantee a fixed desk.
Monthly Desk plans are assigned based on availability and begin from the booking start date. You can reserve for one month or more.
Conference Rooms are available in time slots and require an advance booking. Availability is displayed in real-time. We strongly encourage early booking for important meetings.

Once booked, your spot is confirmed only after the payment is successfully completed.

Payment Terms

All services are offered on a strictly prepaid basis. This means:

You must complete payment at the time of booking. We do not support pay-later models.
Accepted payment methods include UPI, cards, net banking, and any other method visible during checkout.
Monthly memberships are billed in advance and renew automatically unless canceled ahead of the renewal date.
Any applicable taxes (GST, etc.) are added at checkout and clearly itemized in your invoice.
Invoices are sent to your registered email ID immediately after a successful transaction.

Please ensure your payment information is accurate and up to date to avoid any disruption in service.

Recurring Payments

For monthly memberships:

We offer auto-renewal by default. If you want to opt-out of auto-renewal, please write to us at least 3 business days before your next billing cycle.
You can manage your subscription via your account dashboard or contact our team for assistance.
Renewals are non-refundable once processed unless you cancel in time.

Cancellation Terms

We understand that plans change. Here’s what happens if they do:

FlexiDay Pass

Once booked, a FlexiDay Pass is non-refundable and cannot be rescheduled.
If you cannot attend on the booked day, your pass will expire after that date.

Monthly Desk

You may cancel your monthly membership before the next billing cycle.
If your membership includes a lock-in period, you are obligated to pay for the entire lock-in duration, regardless of early exit.
Early cancellation during a lock-in period does not entitle you to a refund. Any violation may result in forfeiture of balance days or fees.
Once canceled, your desk access ends on the last date of your current billing period.

Conference Room

Cancellations made 24 hours or more in advance are eligible for a full refund or free rescheduling (based on availability).
Cancellations made less than 24 hours before the booking time may not be eligible for a refund.
No-shows are considered cancellations and not eligible for rescheduling or refund.

Grace Period & Delayed Payments

As we work on a prepaid basis, unpaid or delayed bookings are not honored. If payment is not completed, the slot will be considered unbooked and may be offered to another user. We do not provide any holding or tentative booking features.

Other Important Notes

If you’re unable to access your booking or face payment issues, please contact us within 12 hours of the issue for possible resolution.
Workspace by Tacitbase reserves the right to cancel bookings in case of force majeure events, maintenance needs, or misuse of services. In such cases, affected users will receive a full refund or alternate options.

4. Space Usage Guidelines

We believe in respectful, collaborative environments. Please use the space in a way that doesn’t disrupt others.

Clean Workspace: Each user is responsible for keeping their desk tidy. Please avoid leaving food wrappers, trash, or personal belongings unattended. Housekeeping is available, but mutual courtesy is expected.

Phone Calls & Meetings: If you’re on a call or in a meeting, use our designated areas like phone booths or meeting rooms. Avoid taking calls in common working zones to maintain focus and respect for others.

Eating & Drinking: Meals and beverages should be consumed only in designated lunch or pantry areas. Avoid eating at your work desk to maintain cleanliness and hygiene.

Behavior: Harassment, discrimination, or aggressive behavior of any kind will not be tolerated. Anyone found engaging in such behavior will be asked to leave, and their membership may be revoked.

5. Fair Usage & Digital Etiquette

We’re building a workspace where ideas thrive, teams focus, and everyone feels safe. To keep it that way, this Fair Usage Policy outlines the kind of behavior, digital conduct, and general usage we expect from everyone who walks through our doors or logs onto our network.

This isn’t about control, it’s about mutual respect, digital hygiene, and shared responsibility in a community environment. High-speed internet is available throughout the workspace. It’s provided for professional use and should not be misused. Here’s what is strictly not allowed:

Digital Usage & Conduct

Cybersecurity Violations: Activities such as hacking, phishing, denial-of-service attacks, introducing viruses or malware, or attempting unauthorized access to any systems (ours or others’) are strictly prohibited. This includes social engineering or using someone else’s credentials without permission.
Online Harassment: Do not engage in any form of cyberbullying. This includes spreading harmful, false, or private information about others with the intention of causing embarrassment, intimidation, or distress, whether directed at someone inside or outside the workspace.
Inappropriate Content: Accessing, distributing, or storing sexually explicit material using Workspace’s network or devices is not allowed. This includes sharing or publishing content without consent, particularly of a private or personal nature.
Fraud or Misuse: Activities that involve misrepresentation, cheating, or unlawful financial transactions using Workspace’s internet or address are strictly forbidden. This includes using our IP for scams, impersonation, or any form of cyber fraud.
Breach of Law: All members must comply with the provisions of the Information Technology Act, 2000 (with amendments) and any other applicable laws of India. If your activity could be considered illegal, it’s not permitted here.

Network & Device Etiquette

Respect the shared bandwidth: Video streaming on platforms like Netflix, Prime Video, or similar entertainment sites is discouraged during work hours. We prioritize bandwidth for productive use. Educational content is an exception, but let’s keep it balanced.
Antivirus is a must: Please keep your devices protected with antivirus software. In a shared environment, a virus on one system can spread quickly.
Protect your tech: You’re responsible for your own devices. While our staff may assist in reviewing CCTV footage (if available) in case of theft or mishaps, we cannot be held responsible for any loss or damage to your personal equipment.
Don’t mess with the network: Avoid tampering with routers, firewalls, or any network equipment provided. If you require special configurations for your team, reach out to us. We’ll be happy to help, safely and correctly.

Our Shared Promise

We believe that every person in our space should feel secure, physically, digitally, and emotionally. This policy isn’t just about tech usage; it’s about fostering a space where mutual trust allows everyone to do their best work. If you’re unsure whether something is allowed, just ask us we’re always around.

We reserve the right to restrict or remove access if internet use negatively affects others.

6. Conference Room Etiquette

Our conference rooms are designed to help you brainstorm big ideas, meet with clients, run team syncs, or simply collaborate without distractions. To make sure they stay professional, fair, and accessible to everyone, here are a few simple but important things to keep in mind:

Booking in Advance

Reserve Ahead: All conference rooms are available only through prior booking. You can book a slot using our booking platform or by contacting the workspace team. Please avoid walking in and occupying rooms without confirmation.
Prepaid Basis: Conference rooms are not included in your daily or monthly passes. They are billed separately and must be paid for in advance at the time of booking. The price may vary by room size, duration, or time of day.
First Come, First Served: Conference rooms are assigned based on availability. Booking early gives you the best chance to get your preferred time slot and space.

Use Time Wisely

Stick to Your Slot: Please be mindful of your booking time. If your meeting goes over, and the room is available, we’ll try to accommodate, but we can’t promise it. Overrunning your time without prior notice can affect other teams’ schedules.
Wrap Up, Clean Up: When your meeting ends, make sure to leave the room clean and tidy. Take your belongings, clear whiteboards if used, throw any trash in bins, and push chairs back in place. Let’s leave it ready for the next team, just how you’d like to find it.

Respect Shared Use

Keep it Professional: Loud, aggressive, or inappropriate behavior inside conference rooms isn’t acceptable. Remember, sound carries. Keep doors closed and conversations respectful.
No Personal Use: Conference rooms are meant for team meetings, discussions, calls, and client interactions, not for personal work, private naps, or social hangouts. For those, we have open spaces, lounges, and break zones.
Confidentiality Reminder: While we respect your privacy, please avoid leaving sensitive documents or unattended laptops in the room. If you’re conducting confidential meetings, let our team know so we can help you choose a suitable space.

Cancellations & No-shows

Cancellations must be made at least 3 hours before the scheduled time to be eligible for a refund or reschedule (subject to policy updates).
No-shows without prior notice will be charged in full. It’s only fair, others may be waiting for that slot.

Technical Help & Setup

Need a screen, whiteboard, or HDMI cable? Just give us a heads-up. Our team will help you get everything set up before your slot begins.
Please don’t tamper with installed tech (screens, plugs, remotes, etc.), if something isn’t working, we’ll fix it.

7. Access Cards & Entry

Access to the space is managed via access rights. Each access is personal and must not be shared. Unauthorized access or misuse of access privileges can lead to cancellation of membership.

8. Safety, Security & Ethics

At Workspace by Tacitbase, we care deeply about your safety and peace of mind. Our goal is to create a work environment where people feel not just productive, but genuinely safe, physically, digitally, and emotionally. Here’s how we work together to keep things secure, respectful, and ethical.

Physical Safety & Building Access

Access Protocols: Entry to the premises is allowed only during standard working hours — Monday to Friday, 9:00 AM to 6:00 PM. Access outside of this time may be possible only by prior written approval and is subject to staff availability and security considerations.
Identification: Please carry your access cards or identification at all times. Cards are non-transferable and should not be shared. Lost cards must be reported immediately and may incur a replacement fee.
Visitors: Guests and clients are welcome, but they must be signed in at the reception. You’ll be responsible for their behavior during their visit. For everyone’s safety, unexpected or unregistered visitors may not be allowed entry.
Emergency Situations: In case of fire, natural disasters, or any other emergencies, please follow the designated exit routes and instructions from staff. Emergency contact numbers and exit plans are displayed at multiple points around the premises.

Belongings & Workstation Security

Your Belongings, Your Responsibility: While we do our best to ensure a safe environment, we recommend that you keep valuables with you or securely stored. Tacitbase is not liable for any lost, stolen, or damaged personal items.
Surveillance: For general security, common areas (excluding restrooms and private cabins) may be monitored via CCTV. These recordings are used solely for safety audits and investigations, if necessary.
End-of-Day Reminder: If you’re using a FlexiDay Pass, please carry all your belongings with you when you leave. Lockers are not provided for day-pass users unless specifically offered as part of a package.

Respect & Ethics at the Workplace

Zero Tolerance for Harassment: We strictly prohibit any form of harassment, discrimination, or intimidation, be it based on gender, race, religion, age, disability, or sexual orientation. This applies to all interactions within the premises, including conversations, behavior, and digital communications.
No Violence or Aggressive Behavior: Aggressive speech, physical altercations, threats, or intimidation will lead to immediate suspension or termination of membership. We have a zero-tolerance policy toward violence of any kind.
Alcohol, Drugs & Weapons: The possession or use of alcohol (except in designated, approved events), illegal substances, or weapons is strictly banned. Violations may lead to legal action or immediate removal from the premises.

Ethical Use of Shared Space

Common Courtesy: Be mindful of shared resources like restrooms, pantries, and break zones. Leave them the way you’d like to find them. This small habit makes a big difference.
No Unauthorized Selling: You may share what you do and connect with others, but please don’t promote or push services (e.g., MLM, cold pitches, flyers) unless explicitly cleared by our team.
Noise & Disruptions: Keep phone calls and conversations to a moderate level. For extended calls or virtual meetings, please use the phone booths or step outside if possible. Let’s help each other focus.

If You See Something, Say Something
We’re in this together. If you see or experience anything that feels unsafe, uncomfortable, or against this policy, don’t hesitate to report it to our workspace team. Every report is taken seriously and handled with confidentiality and care.

9. Respect for Community

Workspace by Tacitbase is more than just a place to work, it’s a shared environment where individuals and teams come together with different goals, backgrounds, and rhythms. We ask everyone to treat each other with kindness, patience, and professionalism. This means being mindful of noise levels, using shared spaces responsibly, keeping your area clean, and interacting with empathy. It also means respecting boundaries, whether it’s someone’s quiet time, private space, or a team’s focused meeting. We believe that when we respect each other’s space, time, and work, we create a community that thrives together.

• Collaborate respectfully, promote your work ethically.
• No aggressive sales tactics or unsolicited pitching.
• Do not misuse workspace details for registering businesses or any other such activities.

10. Termination

We hope your time at Workspace is long and fruitful, but we understand that sometimes plans change. Whether you’re moving on to a new adventure or need to end your membership for other reasons, here’s how termination works, for both you and us.

Termination by You

If you wish to end your membership:

Monthly Pass Members: You may cancel your membership by giving us at least 7 days’ notice before your next billing cycle. This gives us time to process your request and avoid charging you for the following month. There will be no refunds for partial months.
FlexiDay Pass Users: Since this is a prepaid daily access pass, no cancellation is applicable after the booking is confirmed. If you miss your booked day, it’s considered used, there are no carry-forwards, reschedules, or refunds.
Conference Room Bookings: Cancellations must be made at least 24 hours in advance to be eligible for a reschedule. Cancellations after this period may not be refunded due to operational constraints.

Please note: All cancellations must be communicated through the official channels (email or platform where the booking was made).

Termination by US

We truly value every member of our space, but we reserve the right to suspend or terminate your access in the following situations:

Violation of Terms: If you or your guests violate our policies, including safety rules, harassment guidelines, or misuse of services.
Non-payment: If your membership fee or booking payments remain unpaid despite reminders, we may suspend access until dues are cleared. Continued non-payment may result in cancellation.
Misuse of Space or Conduct Issues: This includes unauthorized use of workspaces, disrespectful behavior, or disruption to others in the community.
Unforeseen Circumstances: In rare cases like government mandates, safety risks, or changes to property access, we may have to suspend or end services temporarily or permanently. If this occurs, we will issue refunds for any unused pre-paid time where applicable.

On Your Way Out

Before you leave:

Monthly Members: Clear all dues, remove your belongings from the desk, and return any access cards or materials provided by us. Unreturned access cards may incur a fee.
Any Property Left Behind: We’ll hold it for 7 days. After that, we reserve the right to dispose of it responsibly. We’re not liable for any damage or loss after the final day of your membership.
No Refunds for Partial Usage: Once the membership or booking period starts, refunds are not available unless we’ve had to suspend services from our side.

11. Communications & Updates

You’ll receive important communications such as policy changes, payment reminders, and service updates via email. Please ensure your contact details are always up to date. By using our services, you consent to receiving these communications.

We may occasionally showcase our member companies for marketing purposes. If you’d like to opt-out, simply let us know in writing.

12. Need Assistance?

We’re here to help you have the best possible experience. If you have any concerns, issues, or suggestions:

Email us at: support@tacitbase.com
Or visit the community desk on-site

We’re glad you chose to work with us. Let’s create something great, together.

These terms may be updated periodically. Continued use of Workspace services implies agreement to the updated terms.

This policy isn’t just a set of rules, it’s a reflection of the kind of community we want to build. One that values professionalism, respect, and shared responsibility. Thanks for helping us keep it that way.