Policies
Last update date: March 2024

Employees & Employers

As an employer, please take measures to ensure the protection of your workers. It is important for all employees to be aware of the hazards that come along with their job. Under the Canada Labour Code, you are required to provide employees with the proper training and protective elements so that they can protect themselves and avoid taking unnecessary risks in the workplace.

As an employee, you have a key role inpreventing work-related injuries and diseases. First, you must be careful and take the necessary precautions to ensure your own health and safety and that of any colleagues who may be affected by your work or activities. Under the Canada Labour Code: you have the right to know, the right to participate and the right to refuse dangerous work.

Employers, proper identification for company members (company identification cards) is not mandatory but is encouraged as it can be beneficial in recognizing who works for each company inside TradeSpace.

For company members that need access to our building, please email us their information including name, phone number and email and we will create an account for them. In the event an employee has left your company, please let us know immediately so that we can remove their building access.

Harassment

TradeSpace does not tolerate any form of harassment of staff, members, or visitors. We have zero tolerance for members that yell or threaten others, and if any form of harassment is suspected, immediate action will be taken and investigated thoroughly by the management team. Following the investigation, immediate disciplinary actions will be taken which may result in but not limited to termination of staff members or membership. This policy applies to harassment including to verbal and physical abuse and sexual harassment (any unwelcome sexual behavior, verbalization, or attention).

Security

Our building is monitored through video surveillance for the safety of our TradeSpace members and employees. Our building can be accessed by members on a 24/7 basis through the remote access control web app, please do not share your login access with anyone else. In the event you need access for one of your employees, let us know and we can add them to the application. If you are to end your membership, your access will be revoked at the end of your billing period, and we require 30 days notice for cancellation. Your remote access account* is associated with your co-warehousing web portal*. When you join TradeSpace, each authorized member will receive an invite link from our application, and an email for access to our building. Our front door will be open during business hours from 8AM - 4:30PM Monday to Friday. If you access the space outside these times please be mindful and ensure that all doors are locked before you leave.

Warehouse

Take care of all TradeSpace assets such as furniture, pallet jacks, carts etc. If an item has been damaged, please let one of our TradeSpace member know.

Under no circumstance is any woodshop work allowed to be performed inside the warehouse. If possible, perform this work outside.

Pallet jacks are available in the warehouse for member use; ensure the load you are lifting does not exceed the pallet jack’s weight capabilities.

If handling heavy loads, pallet jacks, moving around pallets etc. we encourage you wear appropriate PPE such as steel toe shoes and worker gloves. Please ensure you and your staff are wearing the appropriate PPE for the work you are performing in the warehouse.

The yard area (applicable at 4030 only) and overall warehouse area must be clean from work waste; this includes items such as cables, pallets, bags, cardboard boxes and any other items that may be leftover from incoming shipments. Please discard your waste into the designated waste and recycling bin areas outside; these bins will be locked at all times, please remember to lock them up after you are done. If you do not already have the codes for the designated bin, please let a TradeSpace employee know, and we can share them with you.

The area assigned to your business must be used only relative to your business as stipulated in your membership agreement. The area assigned to your business must be used with maximum efficiency and no area should be taken adjacent to the one stipulated in the lease. If items continue to be left outside the assigned area, we will notify you and reserve the right to charge a fee plus labour.

Keep the doors of entry to the your designated space closed at the end of your workday, and please be mindful of all TradeSpace access doors when leaving the building.

To control temperature inside the warehouse (especially during winter), please do not leave warehouse bay or man doors open for long periods of time. For dock-high bay doors: please open the bay door(s) only if you are actively loading/unloading. Close the doors immediately after load/unload is complete and ensure it gets locked. For drive-in doors: please do not leave drive-in bay door open longer than 5 minutes. If you need to load/unload for longer than 5 minutes: - If your vehicle is able to fit inside of the warehouse without causing obstruction, please drive in fully, close the bay door, and proceed to unload/load your vehicle inside.- If your vehicle does not fit inside without causing obstruction, please unload it outside and then bring the items in/ bring items outside and load them outside. Pleas inform a TradeSpace employee if you are unsure how you should proceed with a load/unload.

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Disruption Fee:

First time $150 + labour charge. Second time $350 + labour charge. Third time $500 + labour charge. After a third failure to comply the charge will remain at 500$ + labour charge.

• First time $150 + labour charge.
• Second time $350 + labour charge.
• Third time $500 + labour charge.
• After a third failure to comply the charge will remain at 500$ + labour charge.

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In the event you need more room to suit your company’s growing needs and would like to discuss acquiring additional space, please let one of our team members know and we would be happy to help.

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Code Locks For Cages

We recommend locks on all cages and we do require a copy of the key lock or combination code. We will not share this information with any other members, this will only be for the TradeSpace team in case of any emergencies.

Shipments

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Incoming and outgoing shipments are to be scheduled during our business hours from 8:00AM to 4:30PM, where we can monitor and sign for these. Smaller parcels and envelopes can be left with front reception or placed into the labeled areas, for outgoing and incoming mail. Larger parcels must be delivered to the designated shipping area. TradeSpace will not be held liable for any packages that are delivered outside our business hours, please schedule your deliveries accordingly.

Forklift and Labor

The forklift can be booked Monday to Friday from 8:00am to 4:30pm; after hours service is available under special request and evaluated on a case by case basis. You will be charged an after hours fee for services outside business hours. The reservation for the forklift services must be made using our co-warehousing web portal. We ask that when possible you book the forklift service with 24hrs notice. Last minute/same-day bookings can be accommodated on a case by case basis, and will be charged accordingly. Please let a TradeSpace employee know if you are in need of a last minute service.We also ask that you please provide a brief description in the notes for what you will need the forklift service for.

If you are not able to provide us with an exact time, we ask that you still book in for a time frame, and kindly provide the trucking company our co-warehouse supervisor’s phone number so that the driver can alert us when they are on their way. If you need a special service please submit a request to our Community Assistant.

If you need help booking please let your Community Assistant know and we would be more than happy to show you how to use it so that you are prepared going forward.

We reserve the right to refuse forklift service if a shipment is deemed unsafe/too heavy

If a delivery arrives while you are not present and forklift is required, we will contact you to advise about forklift usage/charge prior to proceeding with the job.

If you require additional labour help, please book it using the TradeSpace portal. We ask that you book it with 24hrs notice, but same-day service can be accommodated on a case by case basis.

The forklift can only be operated by a trained TradeSpace employee. Under no circumstances may any TradeSpace member or visitor operate the forklift.

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Fulfillment

Fulfillment services are primarily offered in our fulfillment center at our NE location, but can be offered at other locations on a case by case basis.

• If a customer would like to pick up their order at TradeSpace, they must wait until they are notified that their order if ready for pickup. We will inform the customer and assist them with the pickup once they arrive.
• If a customer is coming into TradeSpace for a return or exchange we are happy to help, however please provide us with the relevant information to be able to assist them.
• Please refer to the Fulfillment housekeeping rules shared during onboarding for smooth service!

Parking

This policy applies to all employees who are responsible for company vehicles, and/or drive vehicles while conducting company business, and the stipulations cover employees engaged on permanent, temporary or contract basis. The owners of vehicles outlined above are responsible for covering any potential damage in and around the parking lot.

TradeSpace members are welcome to park in the parking lots during business hours, on a first come first serve basis. TradeSpace members are not allowed to park overnight on the premises, If in violation of this policy you may be subject to a fee, and/or your vehicle being towed. TradeSpace members and employees must respect neighbouring buildings and not park in their designated parking lots.

During the winter months, snow must be cleared from the vehicle before entering the company premises as this will help us maintain a clean building.

Please do not park in front of our garbage bins outside as this is a no parking zone. You are subject to a disruption fee if violation occurs repeatedly after communication from our team.

Meeting spaces

Meeting spaces must be booked through our co-warehousing web app on a first - come first - serve basis. If you do not book the rooms in advance, we cannot guarantee it will be available when you need it. Members are responsible for their own set-up and clean-up of the meeting rooms after use. TradeSpace will not be held responsible for items that are left unattended and go missing in booked rooms.

Please use office items accordingly. Do not use permanent markers on our whiteboards; erasable pens are available in all rooms. If you are not able to find any, please let our front reception know and we will provide them to you. The TradeSpace meeting rooms are complementary and not meant to be used as work-spaces and long sessions. Please be mindful of others and book reasonably.

Visitors

TradeSpace members are welcome to have visitors; we ask that all visitors sign in at the front desk and be accompanied at all times during their visit, especially your children. Please do not let children run around the warehouse unsupervised for their own safety.It is expected that guests will conduct themselves appropriately while on the premises and will not be disruptive or distracting to employees or members using the space.

Office Supplies

As a member of TradeSpace you have access to everyday office necessities. Please respect these services and do not remove any TradeSpace property from our premises; these are only to be used while you are in the building.

Printing

The TradeSpace printer is complementary for all members, and not meant to be printing large amounts of papers. Please use it reasonably. If you need assistance with printing, please ask a member of the TradeSpace team.

Cleaning

Our warehouse staff cleans our common areas, washrooms, and warehouse daily during business hours, with some areas deep cleaned once a week/once a month. Members are responsible for their garbage, recycling, and general tidying in their designated spaces. Members are expected to clean up after themselves after using meeting rooms and common spaces; if assistance is needed, please let a TradeSpace employee know. Members are expected to keep their designated areas (cage, pallet spot, or office) clutter-free and tidy. If you need guidance for how to organize/clean your space, please let a TradeSpace employee know.

Lights & Noise

If you are the last person to leave, please turn off the lights and ensure the door is closed properly, it will lock automatically. Each office is equipped with mood and scene lighting, you can control the light settings from the smart remote control (4030 members only).

TradeSpace will play music in the office during our operation hours to promote productivity, maintaining the noise at a reasonable level, and we request that our members do the same. A shared environment will never be completely quiet, but all members are expected to be respectful of the needs of others. Please be conscious of those around you and their need to focus on their work.

Members must ensure they follow the Alberta Occupational Health & Safety guidelines for noise in the workplace. Members must ensure continuous noise levels generated do not exceed 85 dBA or are as low as reasonably practicable.

Kitchen

Please keep fridge areas clean and free of old/moldy food, and please label your food with name and date if it is perishable, so we are aware of items that can be thrown out at the end of the week. When you are finished eating, please be mindful of your space and clean up accordingly so that others may use it after you.

Please put any dishes and cups into our dishwashers and one of our team members at TradeSpace will run the washers at the end of the night. When using the microwave, please cover your food, and if splatters do occur, please be respectful and wipe away any spills. If you notice that kitchen supplies are running low, please let the front reception know.

Smoking

Cigarettes and vaporizers are only to be consumed in designated smoking areas - 5 meters away from any doorway, window, or air intake. All residual materials are to be disposed of appropriately in the smoking pole outside the building.

Alcohol & Narcotics

Alcohol and drug abuse pose a threat to the health and safety of employees and to the security of our equipment and facilities.

Whenever employees are working, operating any company vehicle, present on company premises (including parking garages or parking lots), or are conducting related work off-site, they are prohibited from:

• Using, possessing, buying, selling, manufacturing, or dispensing an illegal drug.
• TradeSpace will not allow any employee to perform their duties while taking prescribed drugs that are adversely affecting the employee’s ability to perform their job duties safely and effectively.
• Drinking alcohol excessively. If you wish to drink during business hours, please do so responsibly.

Garbage

Please respect your assigned area and discard waste into the proper bin locations. We have smaller recycling, waste and garbage cans throughout our buildings, and larger bins located outside. When throwing out cardboard boxes, please flatten the pieces before putting them inside the bin. If bins are full, please do not try and squish additional items inside; notify a TradeSpace employee and we will schedule a pickup. When discarding paper please put it into the correct bin, there is also a paper shredder available; feel free to drop any sensitive documents in there. Please do not park in front of our bins outside as this is a no parking zone, you will be fined and the fee will be added onto your next invoice.

Pet Policy

Pets are conditionally allowed under the discretion of TradeSpace and the building operators. Pets must be clean, well behaved and are not to leave any mess inside or outside of our buildings. TradeSpace has the right to ask them to be removed from the premises if these rules are not met.

No pets allowed in our 2360 Portland St location

Bicycles & Skateboards

Please do not store your bike or skateboard inside our office or common room space. All bikes must be locked in the bike rack or stored in the warehouse inside your assigned area; TradeSpace will not be liable for stolen items.

Internet Use

We offer unlimited internet to our members, and you have access to the Wi-Fi to use at your own discretion.

You will be prohibited from using our connection if your action:

• Harms TradeSpace, its members, partners or any third party.
• Interferes with the operation of the network to others.
• Upload or transmit through the connection any (a) computer viruses, worms, spam or anything else designed to interfere with or disrupt the normal operating procedures of a computer or network; or (b) any material which is defamatory, offensive, or of an obscene nature.
• Take any action that imposes an unreasonable or disproportionately large load on our network or infrastructure or that violates or threatens our system or network security or that of our users or any third parties.
• Use the connection to infringe or violate the intellectual property rights or proprietary rights of any third party.
• Reproduce, retransmit, disseminate, or resell the network connection or authorize any other individual or entity to use the network connection, whether for profit or not, without our express written permission.
• Watch, record or distribute inappropriate, profane, defamatory, obscene, indecent, or unlawful content in public.
• We have the right to suspend or terminate your access and use of the connection and other services we may provide you and to block or remove any communications or materials transmitted through the connection.

Events

If you need space for your workshops, product displays or events, our indoor garden area is available to book at our 4030 8 st location. Events under 20 people are complementary to TradeSpace members. Events greater than 20 people are charged at an hourly rate + cleaning fee. Please ask your Community Assistant for further details.

We ask that you book in advance and follow the proper steps:

• If you will be serving and/or selling alcohol, ensure you have a valid Alberta liquor license on site.
• Inform our staff of event details and if the space needs to be rearranged.
• Full payment is taken upfront to confirm the booking

Payment Options

Please refer to the following payment options:

• Credit card: You can add your credit card by logging into the TradeSpace application, then click on the Account tab > Invoices > Credit Card Icon in the top right corner. You will pay a credit card fee of 2.9%
• E-transfer: Please send all e-transfers to accounting@gotradespace.com with the invoice number in the description.
• GoCardless: An online direct debit method (no transaction fee), it needs to be setup once by following the link here.
• Direct Deposit: TradeSpace’s banking details are listed on every invoice. If you would like a void cheque, please contact accounting@gotradespace.com

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Invoices

Invoices are sent on the first of every month and they are due upon receipt. If we do not receive payment by the end of day on the first, we will reserve the right to charge a late fee:

• 3 days overdue: We will send out a warning.
• 10 days overdue: We charge $100.
• 20 days overdue: We charge $400.

If payment is still not received within 30 days we consider it an event of default and you will no longer have access to TradeSpace services.

Damage Deposit

The damage deposit shall be equal to the Member’s monthly fee, and will be due in full upon signature of the finalized agreement. The deposit will be returned to the Member within thirty (30) days notice of cancellation as long as TradeSpace contents are returned in the same condition as when received (reasonable wear and tear excepted).

Cancellation

We require that all our members give us a minimum 30-day notice for cancellation (this is written in your contract). Please send us an email to accounting@gotradespace.com and we will then send you a cancellation form to fill out.

Special circumstances may be considered on an individual basis for cancellations within the 30-day period.

Insurance

All members who operate a business need to provide an appropriate business license, general liability, and content insurance to both the landlord and TradeSpace. A certificate of insurance must be provided to TradeSpace management upon the agreement.

Emergency Contact

Our office hours are Monday - Friday from 8:00 AM to 4:30 PM. However, members do have access to the building 24/7. In case of an after hour or weekend emergency please call (403) - 754 - 4338 Ext. 0

Terms referred in this policy (definitions)

Remote access account: your account associated with the TradeSpace building access application. Members can access the space 24/7 with this application.

Co-warehousing web portal: the TradeSpace portal and mobile application.

Membership fees: the monthly membership fee stated in your membership agreement.

Event of Default: a predefined circumstance that allows a lender to demand full repayment of an outstanding balance before it is due.