Terms and Conditions

The following terms and conditions form an agreement between Eastern Innovation Business Centre Ltd (we, our, us) and the person or entity (you, your) that has applied for Membership. These Terms need to be agreed to by you before you can commence your Membership. If there is anything that you do not agree with or do not understand in these Terms please do not accept them and contact us at accounts@eibc.net.au so that we can address your concerns.


The information collected for membership is for our administration purposes only. Information will not be shared with any third party. General Community Membership at EI comes with newsletter subscription at no extra cost.  Other services offered are charged through Proximity Space software via a secure Stripe payment gateway. We will setup an account for members upon return of membership forms (if an account does not already exist). Automatic payments can be setup via credit or debit card. EI does not store payment card details onsite.

Proximity Space

Proximity Space is our primary operating system for membership: onsite offices, casual hot desks, meeting and event bookings, company listings and payments. It also manages electronic key access to our buildings (electronic keys are only available with paid memberships). Proximity Space provides an application on both the Apple and Android platform for easy access on mobile phones or from our site: www.space.eibc.net.au . Your Portal login details are personal to you, and must not be shared with anyone else. You should take sufficient care in ensuring the security of your login details, and contact us immediately if you believe that someone else has access to them or is using them. You must use the Portal in accordance with the terms of use accepted by you when you first login, as amended from time to time.

Business Listing

Members who have opted in for paid services can list their business details on our Proximity site. We can assist members with a listing if you provide:

-hi-res logo (square format), – short business description, – preferred visible contact information (address, phone, email, website)


All payments are processed through Proximity Space via a secure Stripe payment gateway. All members utilising EI paid services must provide a credit/debit card for payment processing. Monthly or yearly payments operate with automatic renewal.

Automatic Renewal Payments

Membership automatically renews by the term selected. Payment is for the month or year in advance, charged on the 1st of each month for monthly renewal and the 1st of the month joined for yearly renewal. Members not wishing to proceed with automatic renewal are required to opt out at least a week before the renewal date. Written notification should be sent via email to: accounts@eibc.net.au  No refunds will be given if membership is cancelled after the automatic renewal date, however, members will continue to have access to the service until the end of that payment term.  Service charges are subject to yearly increases.

Declined Payments

Payments not processed due to card cancellation, expiry or insufficient funds, will automatically notify members by email. Card details can be updated from within members’ Proximity Space account. Membership will automatically revert to Community level if payment cannot be processed.

Virtual Address and Mail Service

Available either annually or on a month-by-month basis. Service is continuous until terminated by either EI or the Client. Upon termination, membership will revert back to Community level and any uncollected mail will be returned to sender.

Address and Mail Services become active once payment of services is confirmed. The address for client use is: Your Business Name, 5a Hartnett Close Mulgrave VIC 3170.

Your mail is stored securely onsite. Weekly notification of mail received will be sent to the nominated email address. Mail will be held for 1 week after notification is sent, unless prior arrangements have been made. Mail is available for collection between 8:30am and 4:30pm Monday to Friday except Victorian public holidays.

After hours mail collection by pre-arrangement only.

Mail Scanning Service

With client permission, we can open, scan and email letters to a nominated email address. The original letter may be kept for collection at a later date or shredded as per your instructions.  Emailed copy is kept on our mail server for a limited time only (until next monthly maintenance cycle).

Parcel Service

EI does not provide storage facilities for large parcels. Parcels should be limited to a maximum of 15kg. Parcels are to be collected within 24 hours of notification. EI can organise the onforwarding of parcels for an additional administration fee plus courier costs. Charges will be billed through the credit card attached to the client Proximity account prior to onforwarding. EI does not guarantee, nor is liable for, the state/condition of mail or parcels, nor the timing of arrivals.

Unidentified Mail

If mail cannot be identified with the client business or provided contact names, it will be returned to sender. Mail not collected within the holding period will be returned to sender (attempts will be made to contact member prior).


Access to Spaces

Free Community memberships will require upgrades within the Proximity Space system to access bookable spaces. Some upgraded memberships have complimentary meeting room time inclusions (see EI space offering brochure). Space bookings can be made from the Proximity Space online portal. All bookings will remain pending until approved by EI. All bookings will require setup of debit card for payment. Charges will not be applied to the debit card until the booking is approved. No refunds for cancellations with less than 24 hours notice. Some bookings may provide electronic key access for the duration of the booking (requires download of the Proximity phone app). See EI website for current pricing and online booking links.

Offices Spaces

Members opting for office space are also subject to the terms stipulated in the EI License Agreement, induction and termination procedures, and are required to regularly provide up to date copies of their Public Liability Insurance Certificates.

Members interested in office space, workstations and longer-term co-working should contact EI to arrange a tour and appointment to discuss specific business needs.

Contact us via phone: 1300 462 822, email: marketing@eibc.net.au, website: eibc.net.au


EIBC reserves the right to change these Terms and Conditions without notice, from time to time, as required to cater for changing business requirements.