Terms and Conditions

Hours: Flow Space is open Monday to Friday, 9:00am to 5:00pm. Members on eligible plans can request an access card for 24/7 extended access. Each card incurs a $50 setup fee and a $150 deposit, refundable upon return of the card in good condition.

Guests: Clients or collaborators are welcome for short visits of up to 15 minutes. For longer stays, they can purchase a casual day pass or book a meeting room.

Booking spaces: Members and clients must use our online system to book desks and meeting rooms. This helps ensure availability and smooth day-to-day operations.

Our meeting rooms are in high demand, so we encourage you to book early and cancel promptly if your plans change.

• 48 hours or more notice: No cancellation fee.
• 24 to 48 hours notice: 50% of the booking fee applies.
• Less than 24 hours notice: The full booking fee applies.

This policy helps keep bookings fair and gives others the opportunity to use the space.

Invoices: Invoices are issued monthly and include your membership fee for the upcoming month, plus any additional bookings or charges from the previous month.

Payment methods: Payment can be made by direct debit, bank transfer or credit card. Merchant fees may apply.

Discounts: Commit to a 12-month membership for a 7% discount, or pay annually in advance to receive a 15% discount.

Unused days: Unused days in your plan do not roll over to the following month.

At Flow Space, we prioritise respect, professionalism and collaboration.

Respect others: Keep noise to a minimum, especially during calls. Use headphones for online meetings or book a meeting room for longer or confidential discussions.

Clean up after yourself: Keep shared spaces tidy. Dishes can go straight into the dishwasher if marked “I’m dirty”, and the fridge is cleared weekly to keep things fresh.

Confidentiality: Trust is important in an open-plan workspace. Please respect others’ privacy and handle sensitive information responsibly. Flow Space cannot manage confidential data on behalf of members, so members must follow their own confidentiality and data-handling procedures.

Personal belongings: Lockers are available for secure storage at $22 per month. Flow Space cannot be held responsible for lost or stolen items, so members are encouraged to take appropriate precautions.

Flow Space property: Please treat furniture, fixtures and equipment with care. If something needs attention or is damaged, let us know as soon as possible. For significant damage, the responsible party may be asked to cover the cost of repair or replacement.

Our WiFi is designed to be fast, secure and suitable for productive work. While outages are rare, they can occur due to factors beyond our control. We will keep members informed of any disruptions where practicable.

Members and clients are responsible for safeguarding their own devices, accounts and data. Flow Space cannot take responsibility for security breaches, hacking, scams or data loss arising from the use of our internet connection.

Membership: We require 30 days’ written notice to end your membership. Fees remain payable during the notice period.

Meeting room bookings: Meeting room cancellations are handled in accordance with the cancellation policy in Section 2.

Flow Space offers three tiers of Virtual Office membership. By signing up, you agree to the terms applicable to your chosen tier and any additional services activated during your membership.

8.1 Permitted Use

Clients may use the Flow Space address for ASIC business registration, Google Business Profile and other online directory listings, website and marketing materials, and general business correspondence.

The address must not be used for illegal, misleading or unethical activities. Flow Space reserves the right to terminate membership immediately if misuse is identified.

8.2 Google Business Profile and Third-Party Verification

Clients on all Virtual Office tiers may use the Flow Space address for Google Business Profile listings and similar third-party platforms. However, Flow Space cannot guarantee verification by Google or any third-party platform, as verification decisions are made solely at the discretion of those platforms.

If Google or another platform does not verify the address, this does not constitute a failure of service by Flow Space. In this circumstance, the client may cancel their membership with the standard 30 days’ written notice. No refund will be issued for the notice period served.

8.3 Mail and Parcel Handling

Virtual Address clients: Mail handling is not included. If mail or parcels are received on your behalf, a fee of $5 per piece or parcel applies. Flow Space has no obligation to store, manage or forward mail received under an address-only plan. Clients must ensure senders are aware that mail handling is not included.

Virtual Mail clients: Mail and parcel handling is included subject to fair use of up to 10 pieces or parcels per month. P.O. Box access is included. Items received beyond the fair use threshold will be charged at $5 per piece or parcel and invoiced accordingly.

Virtual Office clients: Mail and parcel handling is included on the same terms as Virtual Mail, including the fair use threshold and excess charges.

Mail will not be actively handled under any plan unless the appropriate tier is active and fees are current.

8.4 P.O. Box Fair Use and Restrictions

P.O. Box access is available to Virtual Mail and Virtual Office clients and is subject to the following conditions:

• Permitted items: Standard business correspondence and parcels within Australia Post size and weight guidelines.
• Prohibited items: Dangerous goods, hazardous materials, perishables, items requiring refrigeration, firearms, controlled substances, or any item prohibited under Australian law.
• Size and volume: Oversized items, pallets, bulk orders or high-volume commercial deliveries are not permitted without prior written agreement from Flow Space.
• Residential use: The P.O. Box may not be used as a residential mailing address.
• Uncollected items: Items held for more than 14 days may be returned to sender or disposed of at Flow Space’s discretion. Where practicable, the client will be notified before disposal.
• Fair use: P.O. Box use is subject to the same 10-piece monthly fair use threshold outlined in Section 8.3. Items exceeding this threshold will be charged at $5 per piece or parcel.

Flow Space reserves the right to refuse or return items that do not comply with these restrictions.

8.5 Live Reception and Meeting Room

Live reception is available Monday to Friday, 9:00am to 3:00pm, for clients on the Virtual Office plan. One hour of meeting room time is included per calendar month.

Unused meeting room time does not roll over to the following month. Meeting room bookings are subject to availability and must be arranged in advance.

8.6 Liability for Virtual Office Services

Flow Space is not liable for:

• Loss, delay, damage or disposal of mail or parcels received under any Virtual Office service tier.
• Any direct, indirect, consequential or incidental loss or damage arising from lost, damaged or delayed mail or parcels.
• Failure by Google or any third-party platform to verify the Flow Space address.
• Any business interruption or loss arising from third-party verification decisions.

Clients use Virtual Office services at their own risk in relation to third-party platforms and mail handling outcomes.

8.7 Termination of Virtual Office Services

In addition to the general cancellation terms in Section 7, upon termination or cancellation of a Virtual Office membership the client must immediately:

• Remove the Flow Space address from all business registrations, including ASIC.
• Remove the address from any Google Business Profile, website, marketing materials and online directory listings.
• Notify any relevant third parties of the change of address.

Failure to remove the Flow Space address promptly upon termination may result in additional charges to cover the time and costs incurred by Flow Space in contacting ASIC, Google or any other relevant parties to have our details removed. These charges will be invoiced at Flow Space’s standard administration rate and are payable within 14 days of invoice.

Flow Space may update these terms at any time. Members and clients will be notified of material changes with reasonable notice. Continued use of any Flow Space service following notification constitutes acceptance of the updated terms.