Terms and Conditions

Effective Date: February 25, 2025

Last Updated: February 25, 2025 

1. Introduction 

Welcome to PetroSuites. These Terms and Conditions ("T&C") outline the rules and regulations for the use of PetroSuites' services, including private offices, coworking spaces, virtual office services, and meeting rooms. By accessing or using our services, you agree to comply with these terms. Please read them carefully. 

These T&C are incorporated by reference into the Membership Agreement ("Agreement") between First H&H Holding, LLC ("H&H" operating as "PetroSuites") and the Company ("Member" or "Company"). By entering into the Agreement and using the Membership Services, the Company agrees to comply with these T&C. 

H&H reserves the right to amend or add to these T&C from time to time. Updates will be posted on www.petrosuites.com/t-c. Posting changes to the T&C on the website constitutes notice to the Company. Continued use of the services constitutes acceptance of any updated T&C. 

2. Member Responsibilities 

2.1 Damage and Interference 

• Notification: Members must promptly notify PetroSuites of any damage or situations that interfere with the normal use of the Membership Space. 

2.2 Key and Access Devices 

• No Duplication: Members shall not make or allow copies of any keys or access devices. 

• Provision: PetroSuites will provide one entrance door key and/or fob, and one office door key per Member of Record at no cost. 

• Replacement Fees: Replacement fees apply for lost or damaged keys or access devices (Key: $20 per key, Fob: $50 per fob). 

2.3 Substitution of Space 

• Right to Substitute: PetroSuites may substitute the Membership Space with comparable space, providing at least 30 days' prior written notice. 

• Expenses Covered: PetroSuites will cover reasonable expenses related to the move. 

3. Internet and Network Services 

3.1 Acknowledgment of Risks 

Members acknowledge that there are security, privacy, and confidentiality risks inherent in accessing or transmitting information through the network or internet provided by PetroSuites. These risks include, but are not limited to, interception of transmissions, loss of data, and the introduction of viruses or malware. 

3.2 Limitation of Liability 

PetroSuites shall not be liable for any loss or damage resulting from the use of internet services, including loss of data, computer viruses, or any unauthorized access to members' data or devices. 

3.3 Hold Harmless: 
Members agree to hold PetroSuites harmless from any damages or claims arising from their use of the internet or network services, except where such damage is caused by the gross negligence or willful misconduct of PetroSuites. 

4. Members of Record 

4.1 Designation 

• Members of Record: Companies must designate Member(s) of Record who will be the sole individuals provided with membership benefits and access to the Membership Space. 

4.2 Updates 

• Changes to Members: Members of Record can be updated at any time by written request. 

5. Loading, Unloading, and Deliveries 

5.1 Designated Areas and Times 

• Compliance: All loading and unloading of goods must be done at designated times and through designated entrances as specified by PetroSuites. 

5.2 Responsibility for Damage 

• Liability: Companies are responsible for any damage caused to the premises during loading, unloading, or deliveries, even if caused by independent suppliers. 

6. Garbage and Refuse 

6.1 Disposal Requirements 

• Proper Disposal: All garbage and refuse must be disposed of in designated dumpster containers and prepared for collection as specified by PetroSuites. 

6.2 Removal Costs 

• Member Responsibility: Companies are responsible for the cost of removing any refuse or rubbish belonging to their group. 

7. Use of Premises 

7.1 Prohibited Installations 

• No Unauthorized Installations: No aerials, antennas, or any other items shall be erected on the roof or exterior walls without prior written consent. 

7.2 Noise and Devices 

• Restrictions: Loudspeakers, televisions, radios, lights, or other devices must not be used in a manner that can be heard or seen outside of the member's private office without prior written consent. 

7.3 Obstructions 

• Common Areas: Members shall not place any obstructions or merchandise in doorways, vestibules, or sidewalks. 

7.4 Parking 

• Designated Areas: Members and their groups must park only in designated areas. 

• Overnight Parking: Overnight parking or long-term parking is not allowed without prior written consent of PetroSuites. 

7.5 Plumbing Facilities 

• Proper Use: Plumbing facilities must be used only for their intended purpose. 

• Damage Responsibility: Members are responsible for any damage resulting from misuse. 

7.6 Prohibited Activities 

• No Burning: No burning of trash or garbage is allowed. 

• No Sleeping: Premises must not be used for overnight sleeping or as a domicile. 

• No Pets: No pets are allowed on the premises. 

• Signage Restrictions: No signage or advertising media may be placed in the Membership Space without prior written consent, except within private offices. 

• Smoking Policy: Smoking is prohibited inside the building and within 20 feet of entrances. 

8. Virtual Office Services 

8.1 Service Offerings 

• Business Address: Provision of a recognized business address for mail and package receipt. 

• Mail Handling: Secure handling and storage of mail and packages. 

• Access to Facilities: 24/7 access to mailboxes and designated common areas. 

• Optional Services: Mail scanning, mail forwarding, and meeting room usage as per membership plan. 

8.2 Package Acceptance and Storage 

• Package Acceptance: 

• Accepts packages fitting within your assigned mailbox and under 50 lbs. 

• Oversized packages up to 24” x 24” x 24” and weighing no more than 100 lbs may be accepted for short-term storage, subject to available space. 

• Oversized Package Acceptance Fee: 

• A $20 acceptance fee applies to each oversized package received. 

• Short-Term Storage: 

• Oversized packages are stored free of charge for the first 7 days after payment of the acceptance fee. 

• A storage fee of $10 per day applies after the initial 7-day period. 

• Notification: 

• Members will be notified via the email on file when a package is received. 

• Package Forwarding: 

• After 7 days, PetroSuites may, at its discretion, forward oversized packages to your designated address at your expense, including actual shipping costs plus a $20 handling fee. 

• If not forwarded, members are responsible for arranging pickup or providing instructions. 

• Unclaimed Packages: 

• Packages unclaimed after 30 days may be returned to the sender or disposed of without further liability. 

8.3 Mail Scanning and Handling Services 

• Mail Scanning Service: 

• PetroSuites offers mail opening, scanning, and emailing services. 

• Service Frequencies and Pricing: 

• Weekly: $90/month 

• Bi-Weekly (every two weeks): $45/month 

• Monthly: $25/month 

• Consent: 

• By subscribing, you consent to PetroSuites opening and scanning your mail. 

• Shredding: 

• Physical mail will be securely shredded after scanning unless you request physical forwarding. 

• Physical Mail Forwarding: 

• Physical mail can be forwarded upon request. 

• Fees include actual shipping costs plus a $20 handling fee per forwarding. 

• Forwarding can be scheduled at the same frequency as scanning or on an as-needed basis. 

8.4 Mail Handling Compliance 

• USPS Form 1583: 

• Clients are required to complete USPS Form 1583 to authorize PetroSuites to receive mail on their behalf. 

• Assistance is provided during the onboarding process. 

• Failure to submit the form may result in suspension of mail handling services. 

• Compliance with Regulations: 

• PetroSuites complies with all applicable postal laws and regulations. 

• Clients must adhere to postal regulations when using our services. 

8.5 Limitation of Liability 
PetroSuites is not responsible for any loss, delay, or damage to mail or packages once they have been delivered to or by PetroSuites. Members are responsible for arranging insurance for any valuable or sensitive shipments. 

8.6 Hold Harmless 
Members agree to hold PetroSuites harmless from any claims arising from the handling, forwarding, or storage of mail and packages, except where such damage is caused by the gross negligence or willful misconduct of PetroSuites. 

9. Access and Security 

9.1 24/7 Access 

• Member Access: Members have 24/7 access to their mailboxes and designated common areas. 

9.2 Security Responsibilities 

• Member Obligations: 

• Members are responsible for securing the premises upon entry and exit. 

• Do not share keys or access devices with unauthorized individuals. 

• Lost or stolen keys/access devices must be reported immediately; replacement fees apply. 

9.3 Security Measures 

• Facility Security: Facilities are equipped with security features, including surveillance cameras and secure entry systems. 

9.4 Limitation of Liability 

• No Liability for Loss: PetroSuites is not liable for any loss or damage to mail or packages once delivered to your mailbox. 

10. Company Responsibilities and Compliance with Laws 

10.1 Acceptable Use 

• Lawful Use: Services must be used for lawful and ethical business purposes. Members are required to ensure that their use of the Membership Services is in accordance with all applicable laws, rules, and regulations. 

• Prohibited Activities: 
  Prohibited activities include, but are not limited to: 

• Fraudulent actions, misrepresentation, or activities that harm PetroSuites’ reputation. 

• Use of the Membership Space for illegal purposes, including the sale or distribution of prohibited goods or substances. 

• Activities that violate local zoning laws or restrictions governing the intended use of the space. 

10.2 Prohibited Items 

• Non-Acceptable Items: The following items are not accepted for mail or package handling and may not be stored in the Membership Space: 

• Hazardous materials 

• Illegal substances or items 

• Perishable goods 

• Items requiring special handling or storage 

• Weapons or explosives 

• Items prohibited by postal or carrier regulations 

10.3 Compliance with Laws 

• Legal Compliance: Members must comply with all applicable local, state, and federal laws and regulations while using PetroSuites' services and facilities. 

• Operational Compliance: PetroSuites reserves the right to impose specific operational compliance requirements related to the use of space and services. These include, but are not limited to, restrictions on noise levels, waste disposal, and the use of facilities in accordance with local zoning laws. 

• Responsibility for Violations: Members are solely responsible for any violations of applicable laws or regulations that result from the use of PetroSuites' services. Failure to comply may result in immediate termination of services and legal action if necessary. 

11. Code of Conduct 

11.1 Purpose 

This Code of Conduct outlines the standards and behaviors expected of all members and guests. Our goal is to create a supportive, collaborative environment conducive to work, networking, and professional growth. 

11.2 Scope 

This policy applies to all members, guests, staff, and any other persons involved with activities at PetroSuites. 

11.3 Community Standards 

• Respect: 

• Treat all individuals with respect, dignity, and courtesy. 

• Respect personal space and the personal property of others. 

• Communication: 

• Communicate openly and honestly. 

• Avoid profanity, derogatory remarks, and inappropriate language. 

• Inclusivity: 

• Create an inclusive environment welcoming diverse voices. 

• Discrimination based on race, gender, sexual orientation, disability, or any protected characteristic is not tolerated. 

• Collaboration: 

• Encourage collaboration and interaction among members. 

• Share knowledge and foster community connections. 

11.4 Use of Space 

• Shared Resources: 

• Respect the shared nature of the space. 

• Keep communal areas clean and tidy. 

• Return items to their original place after use. 

• Noise Control: 

• Be mindful of noise levels. 

• Use headphones for audio content. 

• Keep phone conversations in designated areas. 

• Meeting Rooms: 

• Book meeting rooms in advance. 

• Vacate rooms promptly at the end of your booking. 

11.5 Safety and Security 

• Personal Safety: 

• Do not engage in or threaten physical violence. 

• Report suspicious or unsafe activities immediately. 

• Security: 

• Ensure doors are closed and locked as required. 

• Do not share keys or access codes with unauthorized persons. 

11.6 Compliance with Laws 

• Legal Compliance: Members must comply with all local, state, and federal laws while on the premises, including regulations related to drugs, alcohol, and weapons. 

11.7 Consequences of Misconduct 

• Disciplinary Action: Violations may result in disciplinary action, including suspension or termination of membership. 

11.8 Reporting and Feedback 

• Contact Information: 

• Name: Rebecca Bladen

• Phone: (432) 704-5190 

• Email: rbladen@petrosuites.com

11.9 Review and Amendments 

• Policy Updates: This Code of Conduct is subject to periodic review and amendments. 

12. Meeting Room Usage & Guidelines 

12.1 Reservation and Usage 

• Booking: 

• Reservations must be made in advance through our website's booking system. 

• Adherence to Time Slots: 

• Usage is limited to the reserved time slot. 

• Adhere to scheduled start and end times. 

• Children: 

• No unaccompanied children are allowed outside of the meeting rooms. 

12.2 Cleanliness and Upkeep 

• Responsibility: 

• The reserving individual or group is responsible for cleanliness during and after use. 

• Leaving the Room: 

• Leave the room in the same condition as found. 

• Remove debris, personal belongings, and food waste. 

• Waste Disposal: 

• Dispose of food waste in outside dumpsters. 

• Clean up spills immediately. 

12.3 Furniture and Equipment 

• Arrangement: 

• Return chairs and tables to their original positions if moved. 

• Equipment: 

• Ensure all equipment (projectors, whiteboards, markers) is turned off and properly stored. 

12.4 Whiteboards 

• Cleanliness: 

• Clear whiteboards after use. 

• Do not leave personal or sensitive information behind. 

12.5 Personal Belongings 

• Responsibility: Do not leave personal belongings in the conference room after your reservation. 

• Unattended Items: Unattended items will be removed. 

12.6 Food and Drinks 

• Allowed Items: Food and drinks are allowed. 

• Cleanliness: Be mindful of spills and crumbs. 

• Trash Disposal: Dispose of trash properly. 

12.7 Noise Level 

• Courtesy: Maintain reasonable noise levels. 

• Audio/Video Conferences: Use headphones when appropriate. 

12.8 Emergency Exits 

• Accessibility: Keep emergency exits and pathways clear. 

• No Obstruction: Do not obstruct doors or fire equipment. 

12.9 Reporting Issues 

• Prompt Reporting: Report technical or cleanliness issues to office staff promptly. 

12.10 Respect and Consideration 

• Shared Space: Treat the conference room as your own space. 

• Consideration: Be respectful of others who will use the room after you. 

12.11 Consequences of Non-Compliance 

• Penalties: 

• First Offense: $50 clean-up fee. 

• Second Offense: $100 fee. 

• Access Restriction: Failure to adhere to guidelines may result in restricted access or other actions. 

13. Fees and Payment 

13.1 Fee Schedule 

• Virtual Office Plans Additions: 

• Mail Scanning Fees: 

• Weekly: $90/month 

• Bi-Weekly: $45/month 

• Monthly: $25/month 

• Package Forwarding Fee: 

• Actual shipping cost plus a $20 handling fee per forwarding. 

• Oversized Package Acceptance Fee: 

• $20 per oversized package received. 

• Storage Fees: 

• $10 per day for packages stored beyond 7 days. 

• Key Replacement Fees: 

• Key: $20 per key 

• Fob: $50 per fob 

• Late Payment Fees: 

• $30 late fee for payments made after the 5th of the month. 

• Unsuccessful Payment Fee: 

• $30 fee per occurrence after the first unsuccessful payment. 

• Failure to Pay Membership Dues. 
  Failure to pay Membership Dues by the 5th day of each month shall be considered a breach of this Agreement. In the event of such breach, H&H shall have the right to demand accelerated payment for the remaining months of the Membership Term, and interest on the accelerated amount shall accrue at a rate of 12% per annum compounded monthly. 

13.2 Payment Terms 

• Billing Cycle: 

• Payments are due monthly in advance. 

• Methods of Payment: 

• Payments can be made via authorized payment methods specified in your Membership Agreement. 

  • Card Processing Fee. 
    A 3.5% processing fee will be applied to all transactions made via credit or debit card, Apple Pay, and Google Pay. This fee will be automatically added to the total amount charged to the designated payment method. 

• Late Payments: 

• Late payments may incur fees as specified above. 

14. Privacy Policy 

14.1 Introduction 

PetroSuites is committed to protecting your privacy and ensuring your personal information is handled responsibly. 

14.2 Information We Collect 

• Personal Information: 

• Contact details: Name, address, email, phone number. 

• Identification: For verification purposes. 

• Payment information: Credit card details, billing address. 

• Business information: Company name, industry. 

• Usage Data: 

• Information on how you use our services and website. 

14.3 How We Use Your Information 

• To provide and improve our services. 

• To process payments and fulfill transactions. 

• To communicate with you regarding services, updates, and support. 

• To comply with legal obligations. 

14.4 Disclosure of Your Information 

• Third-Party Service Providers: 

• We may share information with trusted providers assisting in business operations. 

• Legal Obligations: 

• We may disclose information if required by law. 

• With Your Consent: 

• We may share information with third parties if you provide explicit consent. 

14.5 Data Security 

• Protection Measures: We implement reasonable security measures to protect your personal information. 

14.6 Data Retention 

• Retention Period: Personal data is retained as long as necessary for service provision and legal compliance. 

14.7 Your Rights 

• Access and Control: You have the right to access, correct, or request deletion of your personal information. 

14.8 Cookies and Tracking Technologies 

• Use of Cookies: Our website uses cookies to enhance user experience. 

• Managing Cookies: You can manage cookie preferences through your browser settings. 

14.9 Changes to This Privacy Policy 

• Updates: Updates to the policy will be posted on our website. 

• Acceptance: Continued use of services constitutes acceptance of changes. 

First H&H reserves the right, from time to time, to amend or add to the above terms and conditions and to adopt any additional rules and regulations applicable to the membership. Notice of such rules and regulations and changes and additions to these rules and regulations can be found at www.petrosuites.com/t-c .  Company agrees to comply with all rules and regulations upon notice to the Member from H&H. Company agrees that posting changes to these terms and conditions on the web address above constitutes notice.