Terms and Conditions
TERMS, CONDITIONS & BYLAWS
Updated 29 August 2021
- THE CLUB
The Club is a gathering space and social enterprise for like-minded individuals, who have agreed to support by form of an annual charitable donation referred to as ‘membership contribution’. ‘The Club’ refers to the sum of its members and or physical space of 13 Norfolk place W2 1QJ and its ancillary areas, restaurant, private rooms and offices. Membership is a pledge and privilege rather than a benefit and is a voluntary, albeit vetted process. Each member enters a contract to uphold the following rules and guidelines of the Club and failure to do so may result in extreme circumstances membership will be revoked.
By completing and submitting your application for membership via our website, you agree to be bound by these Club rules. The Membership Committee meets monthly to vet and approve new members. The Membership Committee shall have sole discretion as to who shall become a member of the Club. If your membership application is successful, we will confirm this by sending you a ‘Welcome pack’ and or email. Once your annual membership commences, you will be given a grace period of thirty days in which to cancel your membership before annual renewal. As this contribution is to a trust, it is not possible to refund past such time. Membership is for a minimum period of one year and renewable thereafter on an annual basis. Membership renewals are automatic and are not reviewed by our Membership Committee on an annual basis unless there has been a reason to. The decision of the Membership Committee is final and without appeal. Existing members are welcome to propose new applicants to join the Club. Application forms are available online on our website.
Members are permitted to bring up to three guests with them to the Club at any one time although please be aware that during very busy times we may have to restrict member/guest access to certain areas. A member may bring more guests by prior arrangement only, meaning, let us know to expect your guests.. A member’s guests may not enter the Club without a representative member being present. Members are responsible for ensuring their guests follow all Club rules and policies and will face suspension or termination of their membership if their guests violate such rules or policies. In short, they are your guest and your responsibility.
- PRIVACY FOR MEMBERS/GUESTS
Members and their guests must not approach, disturb or solicit others in the Club with whom they are not personally acquainted. Doing so may lead to suspension or termination of membership.
- MOBILE PHONES
To protect the relaxed atmosphere within the Club, members are requested to refrain from taking or making phone calls whilst in the Club room. Texting is permitted and calls may be made outside. Members are to ensure that their guests also adhere to our mobile phone policy.
- CAMERAS/RECORDING DEVICES
No cameras, video or other recording devices, whether live-streaming or otherwise and whether on a mobile phone or other medium, may be used while in the Club without expressed permission by management. All content acquired without permission becomes the property of the Club. Frontline reserves the right to take possession of and confiscate any mobile phone, camera, video or other recording device and any photos, videos or other recorded images used or taken in such a way.
- AUDIO/VIDEO SOUND
Movies, videos, songs, internet calls, presentations and all other audio must only be played through headphones and should not be audible to any other member or guest present. Internet calls must only take in areas that do not disturb others.
All bills must be settled in full before leaving the Club, Restaurant or ancillary areas. There are no credit facilities. Members are responsible for their guests’ bills if they are not paid and such members may face suspension if any unpaid bills are not settled. We reserve the right to charge the card associated with your membership fees known as your ‘designated card’ if any instance of outstanding charges that relate to yourself or any guest of yourself
- PRIVATE HIRE AND CLUB MAINTENANCE
We may at times close all or part of the Club to members and their guests for private events or for necessary maintenance, repair or redecoration work.
Where we close part of the House for private events, please honour and respect the privacy of all private events occurring in the Club and refrain from communicating any information about the event to third parties in any medium.
Where all or part of the Club is closed for maintenance, repair or redecoration work, or where we need to withdraw facilities or services because we consider that they may pose a risk to the health or safety of our members, guests or staff, or that they are detrimental to the business, we will seek to ensure that any such area, facility or service is reinstated as soon as practicable.
- ACCIDENTS AND INJURIES
We want all our members and guests to relax and enjoy the Club, restaurant and ancillary areas in the building. That said, by using the facilities in the Club building, members and their guests agree to observe the management rules and follow any safety rules by signs published or displayed at any time. If a member or guest has an accident or suffers any injury at, or in the vicinity of, the building, please report this as soon as possible to a member of staff and in any event within 24 hours of the incident. As well as wanting to check on a member or guest’s well-being, this information is needed in order to help us comply with our health and safety obligations and for insurance purposes.
- ENTERING/LEAVING THE BUILDING
All are asked to respect our nearby residents by being quiet when entering or leaving the premises or whilst in the surrounding area.
No animals will be allowed in the restaurant except for certified assistance dogs, however we do allow dogs in the Clubroom and office areas, with prior warning and permission from management. We always reserve the right to retract this permission for the comfort and or safety of our guests and members.
Members and their guests must be aware that for safety reasons, we use CCTV in all our buildings and by entering our premises you are agreeing to be audio and video recorded.
- FRONTLINE CLUB TRADEMARK RIGHTS
Members and their guests shall not use the names, logos, colours, trademarks, service marks, photographs, trade dress, or other identifying features of ‘THE FRONTLINE CLUB’ without obtaining the specific prior written approval as to the specific use. You hereby expressly recognise that the marks are the valid, unique and exclusive property of FRONTLINE CLUB Charitable Trust, affiliates and/or subsidiaries. Members and their guests may not produce, use or create, or authorise others to produce, use or create, marks for any purpose whatsoever, including, but not limited to, in any communications, marketing, advertising or other promotional materials (including, but not limited to, brochures, flyers, invitations, e-mail messages, etc.) that utilise the FRONTLINE CLUB marks in any way shape or form without management’s prior written consent.
Members may send personal posts and packages to the Club. This facility is only available to members if the member has made arrangements in advance with management in writing, to accept post and packages on their behalf. All post sent to the Club is sent entirely at the member’s risk and this establishment shall not be liable for any loss, damage or destruction to any post or package. If a post is not collected within 12 weeks, we reserve the right to dispose of it or return to the sender. If any customs, duties or handling charges are due, the member agrees all such costs will be borne by them.
- LIABILITY REGARDING PERSONAL PROPERTY
All items brought into the building or ancillary areas (including, but not limited to, coats, bags, phones, computers, umbrellas, books, banners, spectacles etc) are the responsibility of their owners, all care is taken but the business, our employees and/or agents shall not be liable for such items, lost, damaged or missing.
- INTERPRETATION OF THE RULES
In the event of any dispute arising as to the meaning or interpretation of these rules, the matter shall be referred to the Founders Senior Management and or the Board, whose decision with respect to issue, is final and without appeal. That stated, these rules shall be governed and construed in accordance with English law and all agree to submit to the exclusive jurisdiction of the courts of England.
- AMENDMENTS TO THE HOUSE RULES
The Frontline Club Charitable Trust reserves the right to change the House rules by displaying notification of the change on www.frontlineclub.com Please be aware that when updated, these rules supersede any previous rules published or posted. Note also that when dealing with the Club, Restaurant or Charitable Trust, you in fact enter an agreement to consent and adhere to these rules. It is your responsibility to read, understand and be up to date with our rules before entering into any agreement or contract with us. Our most updated set of rules will always be available on our website www.frontlineclub.com
- TRUST EVENT TICKETS
Tickets are non refundable unless an event is cancelled or postponed, so please check your dates carefully before purchasing. Management reserves the right to refuse admission to an individual at any time. The producers and or management reserves the right to alter any part of the event/programme and or guests/speakers without prior warning. Once an event has commenced, if it is interrupted or abandoned no tickets are refunded. Ticket holders or admissions are not guaranteed seating. Concessionary rates are available to students and seniors (over 65) however need to supply photo evidence upon entry. Events and some screenings Q&A’s are filmed and broadcast live, this footage may also be used for commercial purposes. Members can reserve a free ticket to trust events. Members who reserve a ticket but fail to attend, will be charged, so please ensure to mark yourself present at the front desk. Members will not be charged if the ticket holder makes us aware of non attendance via email to [email protected] by 1700pm on the eve of the event.
- RESTAURANT BOOKINGS/ GROUP & PRIVATE HIRES
Bookings are made subject to the following terms and conditions:
- Designated Card & Deposits: As per our company policy securing a table of six or more guests will require card details in order to secure the booking. For eight guests or more, we require a £300 deposit per date. This amount will be used against your spend on the evening and the card used becomes your ‘designated card’: this card will be used for any outstanding bills on the day/ eve of your reservation if no alternative arrangements are made. Deposits are strictly non refundable and non transferable.
- Menus: Set menus are required for large parties and preorders for such are needed at least 7 days in advance of your party. All menus are subject to availability and seasonality and subject to change without prior notice. Our staff are trained and are aware of allergens,however we ask that any guest with an allergy make themselves known to staff when ordering. The establishment makes every effort to avoid cross contamination, however we cannot guarantee total allergen-free dishes: the final onus and responsibility rests with the diner and or guest.
- Minimum spend: Private dining spaces incur a minimum spend that need to be observed at all times: if not specified, then the standard will apply – £1k for the ‘Mezzanine’ and £2k for the ‘Forum’ space on the second level. Minimum spends may include room and AV hire, however they exclude the 12.5% service charge or the 15% ‘large table maintenance’ fee. NB: This fee becomes £0 when full service is present on a bill or invoice.
- If a reserved table is not occupied 20 minutes after the booking slot, then we will release your booking. The restaurant will charge for booked guests that do not attend at the agreed menu price and if none has been agreed, then at £40 per head.
- Tables are allocated for a two hour slot unless there is prior agreement with the team in writing.
- Inappropriate or aggressive behaviour towards staff or other guests will result in your party being asked to leave and we will still charge the final bill to the ‘designated card’.
- AV equipment used is hired at a prior agreed price and that price will appear on your final bill. If the price is unspecified but still used, mic, projector, sound system or other, you agree to a contribution of £250 + VAT to be added on to your bill. Technical disclaimer: whilst all attempts are made to ensure smooth technical operation, in the unlikely event of something going wrong, you agree to still honour the technical charges.
- Room Hire for the ‘Forum’ is set at £650 +VAT, Mezzanine at £250+VAT & Boardroom at £250 for am or PM Sessions. AM 10am-5pm & PM (6-11pm)
- BEDROOMS & ANNEX
- Members have their own pin and portal for bookings and details of such are sent to them or their preferred secretary or person, called ‘Mews’ on our www.frontlineclub.com a registration is required and a ‘designated card’ set to the member’s profile that has to be completed by the individual as part of our GDPRS policy. Using the club reception to book on your behalf incurs an ‘assisted fee’ of £15.
- Payment for all bookings is made upon creation, ‘designated cards’, may be used to charge outstanding items should there be outstanding charges to your visit. Bookings are not valid until full payment is successful, failed payment attempts can result in your booking being released on the diary. We reserve the right to refuse members who have unpaid orders, bookings and tabs.
- There are two available rates: the standard ‘Members’ rate or a ‘Flexible’ rate that allows you to reschedule the room for up to three months. Rates become non – refundable within 24hrs of bookings.
- Check-in is from 1400 pm and Check-out at 1100 am sharp, leaving the room 20 min past their check out incurs a £30 fee. Guests may request an early check in but it is not always available.
- Occupancy must be specified at the time of booking. There is a £30 surcharge for a double occupancy. Members can book on behalf of family and friends by adding all their details on the booking portal, these bookings ergo becoming the member’s liability, meaning that they will incur all fees as if they were personally occupying the room. Non-members wishing to book must contact the reception club office directly.
- Loss, damage or failure to return keys will incur a £50 replacement fee.
- Should you wish to leave luggage previous to checking in or after your check-out, please contact the club reception, you will be charged a £20 minding fee. Note that we take all care but no responsibility for goods left in our care.
- Frontline Club does not guarantee a Member a specific room, but rather a room in the requested price category. Frontline reserves the right to upgrade your requested space/price category at any time without prior warning. Management reserves the right to move you to a different room in order to maximise bookings and or for any maintenance issues.
- Breakfast can only be pre purchased for Monday to Friday from 8am and served in ‘The Club’ No food can be prepared or consumed in bedrooms.
- Smoking is not permitted in any of our rooms as per the laws of the UK, any indication that you have done so, you will be charged a deodorising and detailing £100 charged to your ‘designated card’
- Any breakages or damages within the rooms will be charged for replacement or making good to your ‘designated card’.
- Any unauthorised persons being given access or indeed occupy the room is illegal for health and safety reasons and will incur an £80 charge to your ‘designated card’.
- We reserve the right to terminate your stay immediately, yet still charge for any of the following:
- Non-payment of outstanding money.
- Unreasonable noise or behaviour, determined by our management.
- Parties or gatherings in the apartment.
- The display of threatening behaviour towards other guests, staff or management.
- Pets or animals within the bedrooms without the expressed written permission of management of the Club or an authorised person.
- WORKSHOPS, TRAINING COURSES & CLASSES
Workshop places are sold subject to the following terms and conditions:
If you cancel your place on a workshop more than fourteen days before it is due to start then you will be entitled to a refund otherwise after such period, your workshop placement becomes non refundable. Workshops are non refundable or transferable and in no circumstances can you resell your place. If the workshop has to be interrupted or abandoned no money will be refunded if more than two hours into the programme. Cancelling your workshop requires it to be in writing to [email protected] you will receive a reply with a cancelation acknowledgement from Frontline Club, your cancelation is not registered until you have this email. Workshop places are sold subject to the Frontline Club’s right to make any alterations to the course such as change of programme structure and or trainer. The unauthorised use of recording equipment is prohibited during our set programmes. Also no food and drink shall be brought in or consumed during course or classes. Frontline Club or the charitable trust will never be liable for costs relating to travel, loss of income, hospitality incurred for attending or scheduling to attend a course. Should a course be rescheduled, abandoned or an attendee’s expectations not fully met.
The Frontline Charitable Trust, Frontline News Television and all other associated brands and companies handled by us are committed to safeguarding your privacy. The policy sets out how we treat personal information, if any of the information below is unclear or further clarification is required please feel free to contact our data controller Mario Armani at [email protected]
23.1 Information We Collect
(a)Information you voluntarily provide to us: When you sign up for our newsletter, membership, reserve a table or purchase tickets, rooms or other products we offer. That information may include either your name, physical address, email address, IP address, phone number, credit card information, as well as details including gender, occupation, location, purchase history, and other demographic information.
(d) Web beacons: We use web beacons on our Websites and in our emails. When we send emails to Members, we may track behavior such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns and to improve our features for specific segments of Members. To do this, we include single pixel gifs, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details. We also include Web Beacons in the emails we deliver for you. We use the data from those Web Beacons to create reports about how your email campaign performed and what actions your Subscribers took. Reports are also available to us when we send email to you, so we may collect and review that information.
23.2. Use and Disclosure of Personal Information
We may use and disclose Personal Information only for the following purposes:
(a) To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our emails by following the unsubscribe instructions included in every email.
(b) To invoice and process payments for Membership and other products. This includes sending you emails, invoices, receipts and alerting you if we need to update the payment method. We use third parties for secure credit card transaction processing, and we send billing information to those third parties to process your orders and credit card payments.
(c) To communicate with our Members about their account and provide customer support.
23.3 Public Information and Third Party Websites
(a) Blogs: these are public and posted on our Websites. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, please contact us. If we are unable to remove your information, we will tell you why.
(b) Social media platforms and widgets: Our Websites include social media features, such as the Facebook Like button. These features may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our Website. We also maintain presences on social media platforms including Facebook, Twitter, and Instagram. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.
23.4 Third Parties
We may disclose Personal Information to the following types of third parties for the purposes described in this policy:
(a) Service Providers. Sometimes, we share your information with our third party Service Providers, who help us provide and support our Services. For example, payment processors. Just like with the other third parties we work with, these third party Service Providers enter into a contract that requires them to use your Personal Information only for the provision of services to us and in a manner that is consistent with this policy.
- a) Notice of Breach of Security:If a security breach causes an unauthorized intrusion into our system that materially affects you, then we will notify you as soon as possible and later report the action we took in response.
- b) Safeguarding Your Information: We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
Our credit card processing vendor uses security measures to protect your information both during the transaction and after it is complete. Our vendor is certified as compliant with card association security initiatives, including the Visa Cardholder Information Security and Compliance (CISP), MasterCard® (SDP), and Discovery Information Security and Compliance (DISC). If you have any questions about the security of your Personal Information, you may contact us at [email protected]
23.6 Accuracy and Retention of Data
We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold any of your Personal Information. We will retain your information for as long as your account is active or as long as needed to provide you with our Services. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements.
We will give an individual access to any Personal Information we hold about them within 30 days of any request for that information. Individuals may request to access, correct, amend or delete information we hold about them by emailing us at [email protected]
All vouchers are valid for 10 months from the date of sale, unless otherwise stated. Vouchers not used within this time will be forfeited with no entitlement to refund or exchange. It is not possible to extend the voucher beyond the stated 10 month validity period. All vouchers must be booked in advance. Reservations are subject to availability, at our discretion. Please call to make your reservation. Purchase of a voucher is not a guarantee of a reservation. Purchases made with vouchers are not refundable in cash, are not transferable, replaceable if lost, destroyed or stolen. All vouchers must be presented by the bearer on arrival (printed or via phone) at the relevant restaurant and must be mentioned when booking. Vouchers purchased for workshops or courses can not be exchanged for dining, goods or services or other. Gratuities are not included in the price of experience vouchers, this means that you will incur a 12.5% service charge upon redemption. It always remains the right of the management to reject a voucher should they feel so, with no explanation necessary. Vouchers can only be used for a single transaction; any remaining amount is not exchangeable for cash or another voucher and will be automatically forfeited.
a)THE PROCESS Any request for a refund should be made in writing to the Chief Executive Officer Vaughan Smith who will assign a Manager to investigate and will look into the circumstances of the request and the reasons for the refund. Advice will be sought to inform a final report made from the CEO to the trustees to make a decision.
Details for donors requesting a refund will be made available on the website with the following wording: Your purchase is a charitable donation and is non refundable. Charities are not permitted to refund donations by law, except under very exceptional circumstances. If you wish to request a refund for a donation that you have made, you will need to contact the CEO Vaughan Smith to the address: The Frontline Club Charitable Trust, 13 Norfolk place W2 1JQ Please address all correspondence for the attention of Membership. We are committed to providing our members with the highest standards of legal compliance and we treat all requests for refunds with the utmost importance.
We undertake to process any request as quickly as possible. However, we recognise that this process may require advice from external agencies and response times may not be within our control and will advise you of progress as appropriate.
b)THE STATEMENT: Frontline Club Charitable Trust works hard to ensure that donors making a contribution towards the work and initiatives at our core, do so in a transparent & straightforward method. However, recognise that there may be circumstances in which something may have gone wrong, once identified will be rectified immediately. Membership Donations & Tickets and any other ancillary donations are subject to this policy. As a registered UK Charity, we are subject to regulation by the Charities Commission for England and Wales under The Charities Act 2011.
We also adhere to the Fundraising Code and standards as laid out by the Fundraising Regulator. As a rule, Charities are not permitted to refund any donations unless under exceptional circumstances. The Code of Fundraising Practice (Fundraising Regulator) issued by the Institute of Fundraising states: Returning Donations a) Fundraising organisations which are charities must not return donations unless certain criteria are fulfilled. For all other fundraising organisations, donations MUST only be refunded in line with any policies or in exceptional circumstances. It may not be lawful to return a donation and fundraisers MUST take advice from legal advisers or the Charity Commission before doing so.
- THE DISCLAIMER
This agreement shall be governed by, construed and enforced in accordance with the laws of England. Any action you or we bring to enforce this agreement shall only be brought in the courts of England and you expressly consent to the jurisdiction of said courts. If any provision of this agreement shall be unlawful, void or for any reason unenforceable then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.