Sanabil Hub

Sanabil Hub

Policy

Policy

1. Policy Scope & Applicability

This Facility & Office Use Policy (Policy) applies to all initiatives[OI1]  and subsidiaries under Sanabil Hub, contractors, Portfolio Company Teams, and any individuals authorized to utilize the office premises (collectively referred to as the Users).

The purpose of this Policy is to ensure shared office spaces, including pantry and lounges, are used and maintained effectively by the Users. It aims to promote a clean, organized, and respectful environment that supports productivity and collaboration. It encourages employees to take responsibility for their shared spaces, fostering a sense of community and ensuring equitable use of workspaces.

All Users granted access to Sanabil Hub’s office (Facility) must comply with the standards and procedures outlined in this Policy.

1.1 Definitions

  • Office Ops: Responsible for day-to-day space management, bookings, and enforcement of the Policy.

  • Office Manager: Responsible for oversight of facilities operations, vendor coordination, and escalations.

  • Portfolio Company Teams: Employees of companies in which Sanabil Hub has invested. Their access rights and privileges may differ from Sanabil Hub employees, as outlined in the Policy.

2. Workplace Conduct

2.1 Treat all Users with respect and professionalism.
2.2 Any form of harassment, discrimination, or disruptive behavior is prohibited. Strict action will be taken (including removal from the Facility) for any offenders.
2.3 Dress code is smart casual unless otherwise required for formal or client-facing events.
2.4 Cleanliness and Hygiene is to be maintained at all times. You are requested to clean up after yourself in all areas, including desks, shared spaces, and pantry. Personal items should not be left unattended, and any spills or messes must be promptly addressed.
2.5 Noise in Open Areas: As this is a shared Facility, be respectful to other Users and keep conversations low volume in shared spaces. For calls, use phone pods or meeting rooms when available. 

5.6 Shared appliances and equipment should be used responsibly and returned to their designated places. 

5.7 Any maintenance issues should be reported promptly to the Office Manager.

5.8 Users are expected to comply with all posted rules and regulations. Any damage caused to the Facility by a User or their guests will be the sole responsibility of the user, who may be charged for repairs or cleaning.

3. Office Access & Security

3.1 Office access is controlled via the Sanabil Hub mobile application. Credential sharing is prohibited.
3.2 Parking is managed by building security based on registered license plates. Portfolio companies may have separate parking guidelines.
3.3 All visitors must sign in at reception.
3.4 Guest & Visitor Policy

  • All guests must be pre-registered through the Sanabil Hub app, which will generate temporary access for the building and, if needed, parking.

  • Guests must be accompanied by their host at all times and may only remain during working hours unless approved in advance.

  • The hosting employee is fully responsible for the conduct of their guests and any damages caused during their visit.

3.5 Smoking, Vaping & Parking Conduct

  • Smoking and vaping are strictly prohibited inside the office premises, including open areas, meeting rooms, and restrooms.

  • Smoking is only permitted in designated, ventilated outdoor areas approved by building management.

  • Parking areas must not be used for smoking, vaping, or social gatherings.

4. Health, Safety & Sustainability

4.1 Familiarize yourself with fire exits and assembly points.
4.2 Participation in emergency drills is mandatory.
4.3 Stay home if unwell and inform your manager promptly.
4.4 Hazardous or high-power appliances require prior Office Manager approval.
4.5 Sustainability Practices: Switch off lights, monitors, and appliances when not in use. Use recycling bins if provided.

5. Facilities Use

5.1 Office Zones

  • Non-Assigned Offices & Desks: Available for booking via the Sanabil Hub app.

  • Meeting Rooms & Event Spaces: Bookable via the app; some require prior approval.

5.2 Booking Procedure (via Sanabil Hub App)

1. Open the app → tap “Book a Space”

2. Select type (desk, meeting room, office)

2. Choose date, time, and location

4. A message should appear to let you know that your booking was successful.

5. You can click on “View My Bookings” to review your booking details.

For more details: Refer to How to Use the Sanabil Hub App for the complete step-by-step guide.

5.3 Booking Compliance

  • Use only spaces you have booked.

  • Unused bookings will be released after 15 minutes.

  • Access to unbooked/restricted spaces is prohibited.

  • Repeat violations may lead to booking suspension.

  • Booking Duration & Fair Use: Desk and office bookings are limited to one business day at a time to ensure equitable access for all users. Users must not occupy or reserve offices for extended periods without an active booking. Continuous or repetitive bookings that restrict fair usage may be reviewed and adjusted by Office Ops.

5.4 Furniture, Equipment & Temperature Controls

  • No external furniture or appliances without written approval.

  • Do not adjust A/C controls; submit requests to the Office Manager.

5.5 Pantry Usage

  • Label all personal food with name and date; unlabeled items are disposed of every Thursday.

  • Clean microwaves, coffee machines, and fridges after use.

  • No dirty dishes or leftover food in shared spaces.

5.6 Clear Desk Practice

Do not leave sensitive documents or personal items unattended in shared spaces.

5.7 Food Delivery

Delivery personnel are not permitted inside the Facility and delivery orders must be collected at the building entrance or designated pickup point.

5.8 Centralization of Sanabil Hub App

  • The Sanabil Hub app is the single point of access for:

    • Desk and meeting room bookings

    • Event requests

    • After-hours access requests

    • Facility issue reporting

  • Requests made outside the app (verbal, email, or WhatsApp) will not be processed.

6. Technology & Internet Use

6.1 Wi-Fi credentials are for authorized users only.
6.2 Any device connected to the Sanabil Hub network must not be used to download malicious, pirated, or unauthorized software. Users  are responsible for ensuring their devices are free of viruses before connecting.
6.3 Personal devices may be connected if compliant with IT security standards.

7. Event Policy

7.1 All events must be requested via the Sanabil Hub event form at least 10 business days in advance.
7.2 Submissions must include:

  • Start/end time

  • Number of attendees

  • Catering/equipment requirements

  • External vendors (if any)

7.3 External vendors must be pre-approved by Office Ops.
7.4 Adhere to official room capacity limits.
7.5 Events must end on time.
7.6 Event Cleanup: The host is responsible for cleanup after the event. For external/partner bookings, cleanup requirements will be specified in the rental agreement.

8. Working Hours

  • Standard office hours: [8:00 AM to 7:00 PM, Sunday–Thursday]

  • After-hours and weekend access must be requested and approved exclusively through the Sanabil Hub app.

  • Access outside standard hours is subject to Office Ops approval and building security availability.

9. Facility Issue Reporting

  • Report maintenance issues (e.g., A/C, cleaning) to the Office Manager via the Sanabil Hub app.

  • Response times are subject to service provider agreements.

  • The Operations Manager and the Facility team is responsible for regular cleaning and maintenance, ensuring supplies are stocked, and addressing reported issues.

10. Policy Enforcement

10.1 Compliance of the Policy is strictly required and Sanabil Hub Office reserves the right to:

  • Restrict or suspend booking access for policy violations

  • Deny facility usage for breaches

  • Escalate repeat/serious violations to Human Capital for disciplinary action

  • Request the removal of any User found to be disruptive.

11. Grievances & Feedback

11.1 Report concerns to the Office Manager.
11.2 Feedback will be handled confidentially.

11.3 Senior management operates an open-door policy for escalated issues.

12. Disclaimer of Liability:

The facility owner and management shall not be held liable for any injury, loss, damage, or theft incurred by Users while utilizing shared spaces, including but not limited to meeting rooms, lounges, restrooms, and common areas. All Users assume full responsibility for their personal belongings and agree to use the Facility at their own risk.

13. No Warranty:

The facility is provided “as is” without any warranties, express or implied, including but not limited to fitness for a particular purpose or uninterrupted availability. Sanabil Hub does not guarantee the suitability of the facility for any specific activity or event.

14. Force Majeure:

Sanabil Hub shall not be responsible for any disruption in access due to circumstances beyond its control, including but not limited to natural disasters, government restrictions, or public health emergencies.