Hot Desk License Agreement Template (UK)
Create Your Professional Contract in Minutes

A comprehensive Hot Desk License Agreement should clearly define:

• Parties to the agreement - Full names, addresses, and contact details of workspace provider and user
• Workspace description - Location, facilities included (WiFi, parking, refreshments, meeting rooms), and any access restrictions
• License type - Confirmation that this is a personal revocable license, not a lease or tenancy agreement
• Term and commencement date - Start date, duration of the license, and renewal terms
• Access hours - Hours of operation, whether access is 24/7 or during business hours, and holiday closures
• License fees - Payment amount, billing frequency, accepted payment methods, and any additional charges
• Deposit requirements - Whether a deposit is required and terms for its return
• Facilities and utilities - What is included (electricity, heating/cooling, cleaning, security) and any usage limitations
• Confidentiality and data protection - Obligations regarding workplace confidentiality and GDPR compliance
• Liability and insurance - Limitations of liability, damage responsibilities, and insurance requirements
• Termination clause - Notice period required from both parties to end the arrangement
• Rules and conduct - Workplace conduct standards, prohibited activities, and noise restrictions

Our agreement is crafted by legal professionals and includes all essential clauses for UK compliance.

Legal and Financial Risks:

• Tenancy disputes: Without clear license terms, courts may determine that workspace users have acquired tenancy rights, leading to eviction proceedings and extended disputes
• Payment disputes: Ambiguous payment terms lead to disputes over what is owed, when payment is due, and what happens if payment is late
• Damage liability: Without clear responsibility clauses, determining who bears the cost of damage to workspace becomes unclear and leads to expensive disputes
• Access and security issues: No written terms create confusion about who has access when, leading to security breaches and unauthorized use
• Insurance complications: Lack of clear liability terms creates gaps in insurance coverage and leaves both parties exposed
• Intellectual property disputes: Without IP protection clauses, work created in the space may have unclear ownership

Common Hot Desk Disputes:

Payment disagreements over monthly fees, disputes about damage charges, conflicts over access hours and facilities included, misunderstandings about deposit return conditions, and disagreements about notice periods. These issues cost businesses thousands in legal fees and lost productivity.

A £10 agreement prevents £5,000+ dispute resolution costs.

Comprehensive Hot Desk Protection:

• ✔ Complete provider and user details section
• ✔ Workspace description and location
• ✔ License type confirmation (personal revocable license)
• ✔ Commencement date and term length options
• ✔ Access hours and availability terms
• ✔ Monthly license fee structure
• ✔ Deposit requirements and return conditions
• ✔ Facilities and utilities included
• ✔ Additional charges clarification
• ✔ Cancellation notice period (both parties)
• ✔ Confidentiality obligations
• ✔ Data protection and GDPR compliance
• ✔ Limitation of liability clause
• ✔ Damage responsibility terms
• ✔ Insurance requirements
• ✔ Workplace conduct rules
• ✔ Intellectual property assignment
• ✔ Health and safety compliance
• ✔ Termination and exit procedures
• ✔ Dispute resolution process
• ✔ Renewal and amendment terms
• ✔ Governing law clause

Professional, legally compliant, and ready to use immediately.

Don't Make These Critical Errors:

• Calling it a lease instead of a license: Vague terminology may create unintended tenancy rights - clear language as a "personal revocable license" protects against this.
• Failing to specify access hours: Unclear access terms create disputes - 24/7 access, business hours, or mixed arrangements must be explicit.
• Ambiguous facility inclusions: Not clearly listing what's included (WiFi, parking, cleaning, utilities) leads to disputes over additional charges.
• No deposit or payment terms: Unclear payment terms trigger disagreements - amount, frequency, late payment penalties, and deposit return must be detailed.
• Missing liability limitations: Without liability clauses, the provider could be held responsible for user losses - clear limitations protect both parties.
• No notice period for termination: Without a specified notice period, either party could claim entitlement to unreasonable notice - set clear terms.
• No data protection clause: GDPR compliance requires explicit terms about data handling - this is mandatory for UK businesses.
• Incomplete damage responsibility: Not specifying who pays for damage to workspace or personal items creates expensive disputes.
• No rules for workplace conduct: Lack of conduct standards makes it difficult to address problematic users or behavior.
• Vague termination procedures: No clear exit process leads to disputes about final payments, deposit return, and key/access recovery.

Our agreement prevents all these costly mistakes with legally compliant, professional terms.