Privacy Policy

‍Welcome & Introduction

Welcome to The SITE- your workspace for collaboration, creativity, and growth. 

This handbook provides all the essential information you need as a tenant, including building access, facilities, support contacts, safety procedures, services and how to make the most of your workspace.

Our goal is to provide a productive, collaborative environment where businesses can grow and people enjoy working. Use this guide whenever you need quick answers or guidance during your time here.

We’re glad you’re part of The SITE community!‍

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Key Contact Details 

For any questions, support, or issues during your tenancy, please contact:

Hazel Travers
Office & Events Manager
hazel@thesitecheltenham.co.uk
01242 210007

Reception Hours: Monday–Friday, 9:00 am – 5:00 pm

When to Contact Hazel

• General enquiries about your office or tenancy
• Maintenance requests or building issues
• Meeting room bookings and event enquiries 
• Feedback, concerns, or suggestions

 Out of Hours 

If you or your team are working outside reception hours, it’s important that your business is aware of who is onsite and that safety measures are followed.

Please ensure that all staff members who access the building outside 9am–5pm understand the following:

• Staff must have the correct keys / fobs / pass cards / alarm codes before working out of hours. See Hazel for details. 
• The first person to arrive in the morning is responsible for disarming the building.
• If you are the last to leave, you must secure the building and set the alarm.
• Do not let unknown individuals into the building under any circumstances.
• All staff must know the emergency exits and fire evacuation procedures, and evacuate immediately if the alarm sounds.

Please contact Dan Heaton 07932 878501 or Charley Barnfield 07791 670436 for any emergencies encountered out of hours.

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Building Access, Safety & Visitors

Access

• Each tenant is issued a pass card and lanyard to tap in and out via the card reader.
• The Paxton Access Control System keeps a log of who is in the building for safety and security.
• You must tap in and out each time you leave the building, even if only temporarily as this is vital for fire safety purposes.
• To arm or disarm the building, an authorised fob is required. Please contact Hazel for access.
• Lost your pass card? Contact Hazel for a replacement (small fee applies).
• Pass cards should not be shared and must be kept secure.
  
  

Visitors

Visitors are welcome at The SITE and will be greeted by Reception during staffed hours. While we are here to assist, all visitors remain the responsibility of the tenant they are attending.

Please ensure:

• All visitors sign in via the iPad at reception under Visitors and then enter your name or business.
• Visitors are collected from reception on arrival and escorted back to reception at the end of their visit.
• They are made aware of fire exit routes and the external muster point (Simply gym car park).

Visitor passes are issued if guests need to exit and re-enter the building and must be handed back to reception on departure.

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New Tenants/ Moving In 

Induction

Upon move-in, Hazel will provide a full building induction. This includes a tour of the space, fire escape routes and evacuation procedure, how to access the building, and getting you set up on the Sign In app.

Furniture

Your office comes equipped with standard furnishings including desks, chairs, drawer units and a bin. You're welcome to bring your own furniture if you’d prefer to customise your workspace.

Decoration

You’re free to personalise your office with decoration. If you’d like us to arrange decoration for you, this can be provided for an additional fee. All cosmetic work must be approved in advance to ensure compliance with building safety and fire regulations and any repairs required upon vacating the space will be chargeable to you.

Company Wall Plaque & Business Cards

Your company name plaque will be installed outside the main entrance to the building. If you provide business cards, we will display them in reception.

Insurance

All tenants must have appropriate business insurance in place. This includes contents insurance for your equipment and any necessary public liability cover. The SITE does not insure your business assets or personal belongings.

Inventory

An inventory of the office will be completed with you on arrival. Please review and confirm within 48 hours, and report any discrepancies immediately.

Heating

Each office has its own dedicated heating and cooling system. The common parts heating is centrally managed and maintained at a comfortable working temperature. Portable heaters are not permitted unless expressly authorised for safety reasons.

Keys & Access Cards

You will be issued with keys and an access card when you move in. These must not be shared or copied. Replacements can be issued if lost, charges may apply.

Office Cleaning & Waste Disposal

Offices are cleaned once per week, with the day scheduled directly with Hazel. General waste and recycling facilities are available, please dispose of rubbish appropriately and keep communal areas clear. Additional deep cleaning can be arranged if required.

Smoking & Vaping

Smoking and vaping are not permitted inside the building. A designated smoking area is available outside, and waste must be disposed of responsibly.

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Car Parking & Transport

Parking for Tenants

There are 14 spaces in the undercroft car park for tenants which are specifically allocated and charged on an annual basis. They must be kept clear of rubbish and stored items at all times. Accumulated waste or belongings present a fire risk and safety hazard and are not permitted in this area.

At the rear of Simply Gym car park there are 8 designated spaces for The SITE.

Tenants must not use the visitor parking at the front of the building.

Parking for Visitors

There are 6 visitor spaces located at the front of the building. 4 are allocated to The SITE visitors and 2 allocated to Lansdown visitors. Tenants are responsible for ensuring their visitors park correctly and do not block access routes or neighbouring properties. Tenants can book parking for visitors on the Sign In app. 

EV Charging

Electric vehicle charging points are available for tenant use only and are not open to the public. Charging is provided at a fixed rate. To use the EV chargers, tenants must download the Monta app, which is required to activate and manage charging sessions. Please speak to Hazel to get access set up and receive further instructions.

‍Cycle Storage

Cycle storage is available in the undercroft car park for tenant use. Bicycles are stored at the owner’s own risk, and The SITE cannot accept responsibility for loss or damage. Tenants are advised to use appropriate locks and ensure bikes are secured at all times.

‍Accessibility

The SITE aims to provide accessible facilities wherever possible.

There is one designated disabled parking space located at the front of the building. An accessible toilet and shower are available on the ground floor. Please note that there is no lift access to the first floor, and access is via stairs only.

If you have specific accessibility requirements or would like to discuss reasonable adjustments, please speak to Hazel who will be happy to help where possible.

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‍Communal Areas/Shared Facilities

Kitchens

Kitchens are available for all tenants and are stocked with basic facilities. Please wash your own dishes and clean surfaces after use. Dispose of waste and recycling in the designated bins.

Toilets

Toilets are available in the communal areas. Please maintain cleanliness and report any maintenance issues to Hazel

Showers

Shower facilities are available for tenant use, with one shower located on the ground floor and one on the first floor. Please ensure showers are left clean and dry after use.

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Meeting Rooms, Podcast/Content Studio & Events 

Booking a Meeting Room

All meeting rooms are free for tenants however must be booked in advance using the Sign In app.

Bookings are on a first-come, first-served basis.

Please start and finish meetings on time to allow other tenants access.‍

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Events

Tenants may host events or workshops in communal areas. Please speak with Hazel in advance who will coordinate your event.

Ensure the room or space is left clean and ready for other users.

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Podcast & Content Studio

In addition to our meeting rooms The SITE also offers a Podcast & Content Studio, available to tenants at a discounted rate.

The studio can be booked as dry hire, for those who are confident using the equipment independently, or with techincal assistance if support is required during recording.

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Health & Safety

Company Responsibility

All tenants/employers are responsible for the health, safety, and welfare of their employees and visitors, particularly when working outside of reception hours

Tenants must ensure that staff are familiar with the building’s evacuation procedures, fire safety measures, and lone working protocols.

For Companies with 5+ employees:

Maintain a written Health & Safety policy. Appoint a Health & Safety representative where required.

Ensure Employer’s Liability insurance is in place (compulsory).

PAT Testing

Tenants are responsible for ensuring that any electrical equipment they bring to the building is safe and tested (PAT).

Landlord Responsibility

The SITE is responsible for the structural integrity of the building, communal areas, fire alarms, emergency lighting, and safety systems.

The building is regularly inspected, maintained, and risk-assessed, including for Legionella.

Maintenance logs are kept up to date.

Fire Safety

Tenants must familiarise themselves with fire exits, evacuation routes, and the assembly point.

Fire alarms and emergency lighting are tested regularly.

Do not obstruct fire exits or tamper with safety equipment.
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Lone Working

Tenants working outside reception hours must ensure someone knows their location and expected finish time.

Staff should have access to keys/fobs and alarm codes and understand their responsibilities for securing the building.

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Accidents, Injuries & Suspicious Behaviour

All accidents. injuries or near misses must be reported to Hazel immediately and recorded in an accident & incident log. Suspicious behaviour should also be reported to Hazel, or in emergencies, the poilce via 999.

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Fire Safety

Fire Wardens & Responsibilities

Each company must nominate a Responsible Person (fire warden) for their team.

Fire wardens are responsible for assisting in evacuations, checking that offices are clear, and reporting any safety issues to Hazel.
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Training for fire wardens is provided where required.

Fire Evacuation Point

The designated assembly/muster point is located at Simply Gym rear car park.

All staff and visitors must gather here during an evacuation for a headcount.

Fire Evacuation Procedure

1. Evacuate immediately when the alarm sounds — do not delay.
2. Use the nearest fire exit.
3. Follow signage and instructions from wardens.
4. Assemble at the designated muster point.
5. Do not re-enter the building until authorised.
   
   

Fire Extinguishers

Fire extinguishers are located throughout the building.

Use only if trained and it is safe to do so, otherwise, evacuate immediately.

Fire Alarm Testing

Fire alarms are tested regularly to ensure they are operational.

Tenants will be notified of scheduled tests where possible.

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First Aid

First Aid Boxes

There is a first aid box in the cupboard behind reception which is clearly marked with a first aid poster.

Defibrillators (AEDs)

A defibrillator (AED) is available onsite for emergencies and is located at the front of the building. Tenants should familiarise themselves with its location and use. In the event of a cardiac emergency, follow the device instructions and call 999 immediately.

First Aiders

Trained first aiders are available on site during reception hours. Contact Hazel for a list of current first aiders, for guidance in an emergency or for training.

Nearest Hospital

In case of serious injury, call 999 immediately and provide details of the nearest hospital: Cheltenham General Hospital Sandford Road, Cheltenham, Gloucestershire, GL53 7AN

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Wifi, Phones and Connectivity 

WiFi & Internet

Fast fibre WiFi is available throughout the building. Access credentials will be provided during your induction.

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Meeting Rooms & Conference Calling

All meeting rooms are equipped with conference call facilities and AV equipement.

Instructions for using conference calling, screens, and audio systems are displayed in each room. Please leave equipment in the same condition as found and report any faults.

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Phones & Phone Zones

Phone calls should be taken in your office or designated phone zones to minimise disruption in communal areas.
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Services 

‍Mail

Incoming mail can be delivered to reception during staffed hours and will put in your company's internal post box.

Tenants are responsible for collecting their own mail promptly.

Deliveries & Courier Collections

Deliveries and courier collections can be made via reception during opening hours.

Large or specialist deliveries must be arranged in advance with Hazel.

Tenants are responsible for collecting deliveries and ensuring items do not obstruct communal areas.

Communications

Important building updates, maintenance notices, and event information will be shared via email.

Please ensure Hazel has up-to-date contact details for your business.

Kitchen & Refreshments

Kitchen facilities are available for tenant use and include teas and nespresso coffee.

Please clean up after use and be considerate of others.

Report any issues or shortages to Hazel.

Removals

Office removals must be agreed in advance to avoid disruption to other tenants.

Please liaise with Hazel to arrange suitable timings and access.

Catering

Moosh At The Site, an independent coffee shop, serves hot and cold drinks, snacks, sandwiches, rolls and toasties between 7.30am - 2.30 pm, Monday - Friday

Tenants enjoy a 10% subsidy on hot drinks. Simply order via your company’s Moosh account and the cost will be added to your monthly office rental office.

Catering can be arranged for meetings or events.

External caterers must be approved in advance and comply with health & safety and waste disposal guidelines.

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Cleaning, Waste & Maintenance

Cleaning

Communal areas are cleaned regularly by our cleaning team.

Individual offices are cleaned once per week, with the day arranged directly with Hazel.

Tenants are responsible for keeping their workspace tidy between cleans.

Any additional or ad-hoc cleaning can be arranged on request.

Waste, Recycling & Environmental Care

General waste and recycling facilities are provided throughout the building.

Please dispose of waste correctly and follow recycling guidelines.

Large items, bulk waste, or specialist waste must not be left in communal areas and should be arranged separately.
We encourage tenants to support environmentally responsible practices wherever possible.

Maintenance Requests

Any maintenance issues (including lighting, heating, plumbing, or general repairs) should be reported to Hazel as soon as possible.

Please include clear details and photos where possible to help us resolve issues quickly.

Urgent issues affecting safety should be reported immediately.

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Requests and Policies 

Requests for Reconfiguration, Fixtures & Fittings

Any requests to reconfigure office layouts, install fixtures or fittings, or make physical changes to your space must be submitted in advance.

Approval is required before work begins to ensure compliance with building, fire, and health & safety regulations.

Where approved, works may be carried out by The SITE or an approved contractor.

Additional costs may apply depending on the nature of the request.

Signage

All internal and external signage, including office signage and branding, must be approved prior to installation.
This ensures consistency across the building and avoids damage to walls, doors, or communal areas.

Policy Documents

Tenants may be required to provide copies of relevant policy documents upon request, including (where applicable):

• Health & Safety policy (mandatory for businesses with 5+ employees)
  
  
• Employer’s Liability insurance certificate
  
  
• Risk assessments related to your business activities

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Community 

Noise

Please be mindful of noise levels, particularly in communal areas.

Phone calls and virtual meetings should be taken in offices or designated phone zones.

Excessive or disruptive noise may be addressed by the management team.

Respecting Shared Spaces

Shared areas such as kitchens, meeting rooms, toilets, and breakout spaces should be left clean and ready for others to use.

Personal items should not be stored in communal areas.

Furniture and equipment should be returned to their original position after use.

Complaints

Any concerns or complaints should be raised directly with Hazel in the first instance.

We encourage open, respectful communication and will work with all parties to resolve issues fairly and discreetly.

Sustainability Policies

Tenants are encouraged to support environmentally responsible practices, including recycling and reducing energy use.

Please switch off lights and equipment when not in use.

Use recycling facilities correctly and minimise unnecessary waste wherever possible.

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Dogs

Dogs are permitted at The SITE by prior agreement only.

To ensure a comfortable and safe environment for all tenants:

• Dogs must be well behaved, fully supervised, and under control at all times.
• Owners are fully responsible for their pet’s behaviour, welfare, and any damage caused.
• Dogs must not cause disruption, excessive noise, or distress to other tenants or visitors.
• Any mess must be cleaned up immediately.
• If issues arise, permission for dogs may be reviewed or withdrawn.

Please speak to Hazel in advance if you would like to bring a dog into the building.
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