MEMBERSHIP SERVICES AND POLICIES

MEMBERSHIP SERVICES:

Membership Access to the Facility: Current and active members have access to the WellSpace facility, at the listed address above. This access is available during standard hours of operation, from 7:30am to 9:00pm daily. Access is provided under the following conditions:

1. The Member has a Reservation Block on the day of access and within 90 minutes of Member arrival. 
2. The Member is coming on a day they do not have an appointment, but is within the scheduled operating hours and is only there for a maximum of 20 minutes in order to pick up something in the lunch room or from their locker. 
3. Members are only permitted to access the facility by themselves or with a scheduled client. No person that is not an active member or a client with a reserved appointment within a 15 minute window of entry may be permitted. 
4. Members must be professionally dressed, meeting all of the remaining standards of service as documented in this agreement.
5. The location has not been closed via notice on the website and reservation system, or by notice upon the exterior premise. Although rare, if no appointments are registered, the facility may “close” in order to repair or work on facility maintenance. 

PURCHASES AND PAYMENT

PAYMENT SUMMARY: 

Monthly Membership Dues: Monthly memberships are paid in advance monthly, on the calendar date which the membership became activated, for the following month. Memberships are automatically charged to the approved credit card or EFT on file. Wellspace may raise the membership rate at any time upon 30 days’ notice to members and unless notice of termination is provided no less than 10 days prior to the next billing date, the new rate shall apply.

Room Rental Fees: Room rentals are charged automatically to the payment option on file within 24 hours of the room rental date and time. 

In the event of a declined credit card/debit card, the member’s account will be immediately suspended, pending the member updating their payment information and their membership dues paid in full.

FREEZE POLICY: Members that have maintained their membership in good standing for over 90 days and have made three full payments,based on their active membership level, may put their membership on hold, for a total of (1) month, per calendar year. A fee of $25 will be charged per freeze request. Notice of intent to freeze one’s account must be submitted to WellSpace via email at admin@wellspacenw.com no less than seven (7) business days prior to the freeze date. The freeze request must state both the freeze start date and reactivation date. Members who provide insufficient notice cannot be guaranteed a timely stop on billing. Members will not be billed for memberships during the freeze month. Billing will resume automatically upon the end of the freeze month. Members that have frozen their accounts cannot access the facility or reserve rooms during the freeze.

CREDIT CARD ON FILE: Members are required to keep an active credit card on file. By placing a card on file, the cardholder and account holder gives permission to the WellSpace staff to charge the card for any auto-debit packages and/or cancellation fees accrued in accordance with the WellSpace cancellation policy detailed below. First payments will be requested through a secure Stripe integration. At which time the first payment will become the credit card on file and WellSpace is authorized to use this card for all ongoing payments based on the terms of this agreement.

Changes in Payment:WellSpace reserves the right to change or update their pricing levels or room reservation fees at any time with thirty-day’s notice delivered through the WellSpaceNW.com Member area and the public notification area identified in the facility.

AUTO-DEBIT: By enrolling in an auto-debit contract, you authorize WellSpace to, on a recurring basis, automatically charge the debit or credit card account you specified, for the monthly payments on your unlimited auto-debit plan associated with your account, on the billing due date. You understand and acknowledge that (1) WellSpace will initiate transfers/charges pursuant to this authorization not to exceed the amount shown on your Membership Agreement and/or in connection with cancellation fees per the cancellation policy. WellSpace may discontinue processing of recurring charges if it is unable to secure funds from your debit/card due to, but not limited to, insufficient or uncollected funds in the account or insufficient or inaccurate information provided; (2) the WellSpace booking system allows for booking through the week regardless of the billing date of your contract; (3) if you are booked for a reservation through the subsequent billing date, and your debit/credit card fails to bill properly, than you will be removed from your reservation and notified via electronic mail; (4) it is your responsibility to keep a current card on file with accurate billing information. WellSpace cannot be held responsible for errors in processing due to expired or inaccurate information.

CANCELLATION AND BOOKING POLICIES

RESERVING ROOMS: Members are solely responsible for reserving and canceling rooms utilizing our online reservation system. If complications arise, Members can also call WellSpace during normal business hours to reserve or cancel. WellSpace cannot be held responsible for reservations and cancellations that do not get finalized due to an inability to respond to a member. If the online registration system is down and a reservation cannot be made or canceled in a timely manner, then WellSpace will work to resolve the issue with the member. Final judgment on resolution will be reserved for WellSpace in all matters of conflict.

HOARDING: WellSpace is passionate about making sure that rooms are available for all of our members.To this end, hoarding of reservations is not allowed. Hoarding is considered booking excess rooms without appointments so you have availability. A 20% cancellation rate and a minimum of 5 cancellations in a given month qualifies a member as hoarding. Hoarding will not be tolerated and can be grounds for termination if persistent and at the discretion of WellSpace.

DAY RATE:Day rates are discounted blocks for upper tier memberships. In order to receive the Day rate discount a reservation must include all of the factors below:

• Minimum of five sessions (90 minute blocks) reserved
• All reservations are sequential
• All reservations are for the same therapy room
• All reservations are made at the same time or have been approved by WellSpace management.

MEMBERSHIP PORTAL: Upon approval of membership, members receive login credentials to their member portal. The membership portal allows members to reserve rooms, contact WellSpace support, and edit their member profile. Members are required to maintain a secure password for their account and to only use it for their own personal access. Giving out your credentials to anyone outside of your employment is considered a breach of protocol and may, at WellSpace’s discretion, end in immediate termination of membership.  All existing dues and obligations on the part of the member will still be owed in full in the case of a breach of protocol termination. 

CHANGE OF MEMBERSHIP LEVEL:Memberships can be upgraded at any time by contacting WellSpace or using the Membership portal. Upgrades will take place within 48 hours of notice and any prorated fees for the remaining pay cycle will be charged immediately. Members are entitled to reduce their level of membership one level, every 90 days. Level reductions will take place at the beginning of the upcoming billing cycle after notice and no prorating will be offered.

CANCELLATIONS: Reservations may be canceled without penalty by canceling up to 24 hours prior to the room reservation start time. This may be done online via the membership portal, or by calling WellSpace during regular operating hours and confirming with WellSpace staff. Charges are applied to member cards only within the 24 hour non-cancellation window. In the case of an early payment transaction, WellSpace will credit the member in the case of an accepted cancellation. 

Cancellations via electronic mail (email), Facebook messenger, Instagram or other social media, voice message, text message are not valid and the member will be charged.

AMENITIES AND FACILITY RULES

FACILITY AMENITIES: WellSpace will do its best to maintain a clean, safe and prepared space for their members and their clients. These amenities are to include:

Regular Cleaning Service: The facility will be cleaned every week, or more as needed, in order to maintain a clean and comfortable environment. Cleaning supplies for sanitizing a room between sessions are also provided in every room. 

Electronic Access: The front door to the facility will utilize fob or keycode technology, allowing therapists to access the facility during normal hours of operation or any off hours that have been previously reserved.

Security Systems: WellSpace employs cameras throughout the shared spaces of the facility and keycode doors on each treatment room to ensure no one is disturbed or disruptive within the shared spaces. Keycoded doors protect treatment rooms and ensure that you won’t have someone else enter your room during treatment. 

Linen Service: WellSpace offers Linen’s in a shared space that are available to any of the members for preparing their treatment rooms. Included linens are bottom sheet, top sheet, and face cradle covers.

Massage Supplies: WellSpace provides bolsters for every room. We also have unique bolsters for pregnancy that can be supplied as needed, on a limited basis. 

Facilities Management: WellSpace will maintain all of the spaces and features of the club at no additional cost to the therapists. Maintenance includes ensuring that the lunch room facilities are well maintained, the bathroom is nice and fully operational, and that each room’s provided elements are in good working order. Provided elements include air purifier, lights and adjustable height tables. 

FACILITY RULES: In order to maintain a peaceful and professional space for all of our providers we expect all of our members to abide by the following rules:

Room Reservation Time Slots: Room reservations start :15 minutes before the hour or half hour and extend for :90 minutes. It is expected that any therapist will be clear of their rented room on time with the following cleanup completed before your time has ended.

• Used linens removed from the room and placed in the used hamper
• All products associated with your practice are removed from the room
• All furniture is placed back to its original location or area
• The massage table, any furniture used, door handles, and light switches in the session must be sanitized by the end of the reservation,in accordance with CDC guidelines. Sanitizing supplies are provided by WellSpace in each room. 

During Your Reservation: It is important that every therapist understand that another therapist may have the room after you. For this reason we limit the use of certain products during your reservation.

• No use of incense or other strong smelling components. 

• Music must be kept at a soft level that does not interfere with the other rooms or their environments.

• All noise, including talking, should be kept at a level that does not interfere with the other therapist's rentals. 

• All furniture and equipment must be used only for the purposes intended and should experience only standard wear and tear.

Number of Clients: WellSpace understands that a member may treat or work with several clients at one time. Multiple clients are permissible with the understanding that a member cannot exceed a room's capacity, based on standard CCPIA guidelines, and that the inclusion of multiple clients does not interfere with any other member’s ability to treat in the facility.

Online usage and establishing a reservation: WellSpace offers a convenient, online reservation system designed to help you and your clients determine the best available time quickly. In order for this system to be effective we ask that you abide by the following rules:

• Only the therapist on record or another employee of the therapist can access, login, or reserve rooms for the therapist.

• Room reservations are only for the therapist on record. No other staff or therapists under contract or employed by the therapist can treat or utilize the facilities. 

Additional Member Facility regulations

• THERAPISTS AND CLIENTS ONLY. Therapists cannot let employees or family members into the building unless they are being treated. 

• Therapists are allowed to remain on the premises between reservations, but are asked to leave within 30 minutes of their final reservation for that current day. 

RULE VIOLATIONS: In order to maintain a healthy shared space environment, WellSpace expects cooperation and compliance of all rules, as stated in this contract or in public display of the facility. In the event of a rule violation WellSpace has the right to take the following actions.

Late Exit. In the event that a therapist does not leave their room on time and in the conditions stated in this agreement, a warning will be issued to the member. Upon a second violation a fee equal to their current block room rent fee will be charged against their account. This additional fee does not entitle the therapist to keep the room beyond their appointed time and any attempt to maintain access to a room that interferes with another practitioner's time slot may end in contract termination and a fee of $100 to their account.  

Violations in shared spaces. In the event that a member violates one of the conditions stated in this agreement or any updated rules posted within plain sight at the facility, then WellSpace has the right to offer a warning or terminate the contract with a $100 early termination fee. 

ADDITIONAL TERMS

1. Indemnification. During the term of this membership or any renewal thereof, the Member shall indemnify and hold WellSpace harmless from and against any and all claims and demands, whether for injuries to persons and loss of life or damage to property, arising out of the use and occupancy of the premises by Member, by any of Member’s employees, contractors, clients, or guests. The Member will procure and keep in effect during the term hereof-comprehensive general liability insurance in the sum of $1,000,000 combined, combined with professional liability coverage in the amount of $1,000,000. This insurance COI should mention WellSpace CO and its property.  The Member shall deliver copies of said policies to WellSpace through the Member’s online portal or at the office of WellSpace, located at 516 Chkalov Dr Suite #49 Vancouver, WA 98683. 

1. Membership Participation. The Member agrees to abide by all posted safety guidelines and regulations while treating clients or during their time inside of a WellSpace facility. Member’s shall not consume drugs, alcohol, or tobacco products on any WellSpace property. Members are not to photograph or videotape on the property without the express permission of WellSpace. At no time during a member’s practice or time at a WellSpace facility shall the member engage in illegal or illicit activities as defined by US Government, State laws, and the code of ethics as defined by the ABMP. By signing this agreement, Member represents that they have all necessary licenses and certifications to legally perform the therapies they intend to perform and agree to keep such licenses and certifications current throughout their Membership.

1. Privacy. WellSpace has no relationship to Members or their practice outside the terms of this agreement. It is the policy of WellSpace not to know or be informed about any personal identification records of clients or hold any Protected Health Information as summarized in the HIPAA Privacy Rules. Any addition of Client PHI by the Member is a breach of terms and compliance on the part of the Member. WellSpace can not be held responsible for a Member’s breach of compliance.

1.  Cancellation or Termination. This agreement can be canceled by either party at any time outside of the first 90 days of Active membership. WellSpace reserves the right to cancel this agreement for any reason, including but not limited to a breach of any terms within this agreement. You must provide WellSpace written notice via electronic mail or a letter mailed first-class of your intent to cancel, no less than ten (10) business days prior to the due date of your next billing payment. Failure to provide timely notice will result in a charge for the full amount of your next billing payment. The cancellation will take effect the subsequent month. For example, if your billing payment is due the first day of the month, you must provide written notice no later than ten (10) business days prior to that date. If you fail to do so, you will be billed on the first day of the month for the full amount, and your contract will be canceled as of the date of the subsequent billing payment due date.

If, at the time of receipt of your cancellation notice, you have outstanding payments owed to WellSpace, these payments must be made in full in order for the Membership Agreement to be considered canceled. In the event that you fail to pay outstanding amounts owed, your membership will be considered suspended, the Membership Agreement will not be canceled, and WellSpace reserves the right to pursue additional avenues or means to receive monies owed.

5. Governing Law and Construction. This contract shall be governed by and construed in accordance with the laws of the State of Washington and venue for any action thereon shall be in Clark County, Washington. The waiver by either Party of a breach, default, delay or omission of any of the provisions of this Agreement by the other Party shall not be construed as a waiver of any subsequent breach of the same or other provisions. In the event that any of the provisions of this Agreement are held to be invalid or unenforceable in whole or in part, all other provisions will nevertheless continue to be valid and enforceable with the invalid or unenforceable parts severed from the remainder of this Agreement.

6. Mediation. If a dispute arises, between or among the Parties, and it is not resolved by negotiation, the Parties shall first proceed in good faith to submit the matter to mediation. Costs related to mediation shall be mutually shared between or among the Parties. Unless otherwise agreed in mediation, the Parties retain their rights to proceed to arbitration or litigation.

MISCELLANEOUS

CONDUCT/DAMAGES: WellSpace is committed to the health, safety, and welfare of each of its members and will not tolerate unreasonable, threatening, obscene, harassing, indecent or illegal behavior. Members who do not observe WellSpace’s rules and regulations or who abuse equipment in any fashion will be asked to leave. WellSpace has the right to judge behavior and respond accordingly. This right includes, but is not limited to termination of a membership without refund to any member engaging in unacceptable behavior. The member shall pay for any damages to WellSpace property which results from the willful or negligent conduct of any member or member’s guest. Not all rules and regulations are listed in this agreement. WellSpace reserves the right to add, change or remove rules, conditions of membership, opening and closing hours, and all services and facilities offered by WellSpace. 

PROMOTIONAL PHOTO/VIDEO RELEASE: Although rare, photographs of the space may be taken for marketing and promotional purposes. In the event you or your property appear within a common area and in a promotional photo, you grant WellSpace the right use and publish these photos or videos in print and/or electronically. 

SECURITY VIDEO RELEASE: You are aware that WellSpace maintains security cameras for the purpose of protecting the facility and managing risk. You hereby consent to the recording and storage of video images in shared, non-private spaces of the facility. You also acknowledge that for the purposes of security these images may be distributed or used in a court of law.

You, the member, may choose to cancel this Agreement at any time prior to midnight of the fifth business day of the WellSpace facility after the date of this Agreement, excluding Sundays and holidays. To cancel this Agreement, mail, email, or deliver a signed and dated notice that states that you, the buyer, are canceling this Agreement, or words of similar effect. The notice shall be sent via first-class mail, via email from an email address on file with WellSpace, or delivered in person to an employee of WellSpace at 516 SE Chkalov Dr. Suite 49 Vancouver, WA 98683 OR admin@wellspacenw.com.