ROOM USER AGREEMENT
Unit 12, Winnall Valley Road, Winchester, SO23 0LD
This information is valid from the 17th February 2026. It is periodically reviewed for accuracy. Changes will be highlighted at the top of the document.
Please note, wording and terms have been changed throughout the agreement. Please read it carefully.
1. Introduction
This Room User Agreement (“the Agreement”) sets out the terms, expectations and practical guidance for using the counselling@unit12 rooms located at Unit 12, Winchester.
The Agreement is made between:
counselling@unit12 and You, the Room User.
This is a licence to use space, not a tenancy agreement. It does not grant exclusive possession, security of tenure, or any rights associated with a rental or lease. counselling@unit12 retains full control of the rooms and remains the tenant responsible to Unit 12.
By completing the Room User Registration, you agree to all terms of this document.
2. Administration and Communication
The administrator works flexibly on a part-time basis.
Email: administrator@cau12.com
WhatsApp: counselling@unit12 group
Messages will be responded to as soon as possible.
Urgent room-booking assistance may be attempted by phone, though immediate response cannot be guaranteed.
Terms
3. Purpose and Scope of Room Use
You agree that rooms will be used solely for therapeutic work, unless written permission is granted for other uses.
You remain fully responsible for your own and your clients’ safety, wellbeing and behaviour while in your care or on the premises.
4. Professional Standards & Insurance Requirements
By using the rooms, you confirm that:
You hold an appropriate counselling/psychotherapy or clinical qualification.
You have current membership/accreditation with a relevant professional body (e.g., BACP, UKCP, HCPC), where applicable.
You maintain valid Professional Liability insurance, including both public liability cover and professional indemnity cover.
Your practice complies with relevant ethical codes and safeguarding expectations.
You hold and will maintain a current, clear Disclosure and Barring Service (DBS) certificate of the appropriate level required under UK legislation for your professional role and agree to provide evidence of this upon request.
5. Booking and Cancellation Procedures
Booking System
Therapeuta is used for booking and managing room availability.
You agree to:
Avoid entering any client-identifying information.
Manage bookings, alterations, and cancellations through the system.
Take responsibility for ensuring your booking times are correct.
Cancellations
Cancellations must be made at least 24 hours before the booking.
Cancellations made later than this are charged at the full rate.
Session Timings
Please note that the minimum length for any booking is 60 minutes.
You must end sessions punctually.
You are responsible for planning sufficient changeover time so that other therapists’ bookings are not disrupted.
6. Fees, Invoicing and Payment
Fees
Fees include electricity, heating, internet, and standard room facilities.
Until 31.03.2026
1 hour: £9.00
Additional time is charged at £2.25 per 15 minutes
4 hour block booking: £30.00
8 hour block booking: £60.00
From 01.04.2026
1 hour: £10.00
Additional time is charged at £2.50 per 15 minutes
Block booking of 4hours or more: £6 discount
Block booking of 8hours or more: £12 discount
Invoicing
Invoices are issued monthly based on booked time.
Payment Details
Payments should be made promptly to:
Account Name: E J Magee
Sort Code: 20-97-01
Account Number: 43828697
Fee Changes
Fees are reviewed periodically and may be adjusted with a minimum of 1 month’s notice.
7. Conduct, Shared Spaces and Professional Behaviour
You agree to:
Be courteous to other therapists, staff and clients.
Maintain confidentiality at all times.
Avoid excessive noise and disruption.
Use shared kitchens, toilets and corridors respectfully.
8. Room Condition, Maintenance and Damage
counselling@unit12 will maintain rooms to a clean, safe and usable standard.
You agree to:
Leave rooms clean, orderly and ready for the next user.
Return furniture to its original placement
Not remove resources from the room without permission
Remove all rubbish, client artwork, and therapy notes
Seek prior agreement before storing any personal items in the rooms
Report defects, spillages or damages immediately.
Accept responsibility for any damage caused during your use (costs may be invoiced).
9. Health, Safety and Emergency Procedures
You must comply with:
Fire evacuation procedures (displayed in each room).
Health & Safety information within Unit12.
Reasonable lone-working and safeguarding precautions.
If you identify a safety issue, you must report it immediately.
10. Security Requirements
Instructions for accessing the building are provided in the Building Handbook.
You are responsible for maintaining security and confidentiality of:
Door access codes
Alarm codes
Key box codes
You agree NOT to:
Share any codes with unauthorised people
Prop open external doors
If a code or key is compromised, you must notify counselling@unit12 immediately.
11. Data Protection & Confidentiality
You must ensure:
No client-identifiable information is displayed or stored on-site.
Confidential conversations do not take place in public areas.
Hard-copy notes and digital files are kept securely off-site.
You handle all client data in full compliance with UK GDPR.
counselling@unit12 stores your personal information only for administrative and contractual purposes.
12. Termination of Agreement
The Agreement can be terminated by you at any time, and immediately by counselling@unit12 for:
Non-payment of invoices
Serious or repeated breaches of the Agreement
Misconduct or unsafe practice
Security breaches
Behaviour risking client or building safety
Outstanding charges remain payable upon termination.
To accept the terms of this Room Usage Agreement, please complete the online form you can access by clicking on the following button.