Overview

1. The Contractor provides a full range of domestic and small office cleaning services. The term “cleaning” does not include the removal of oil, paint, varnishes or other such substances or the cleaning of carpets (other than vacuuming).
2. The Contractor has a 2.0 hour minimum service period and will provide the Client with an estimate before work commences. Any quotes provided by the Contractor, including any description of jobs to be performed, are estimates only and do not represent a guarantee of work to be performed during the contracted hours. The ability of the Contractor to complete the quoted tasks for each service may vary depending on the state of the property, the additional cleaning required or any other factor outside of the Contractor’s control.
3. Unless specifically directed otherwise, the Contractor will only perform the services during the agreed contracted hours. If the amount of time needed to provide the services differs significantly from the initial estimate, then an adjustment to the price will be necessary. From time to time, the Client may request that the Contractor perform additional work in excess of the agreed hours and in such circumstances, the Contractor will invoice the Client for any additional hours worked. If the conditions in the Client’s home change (i.e., a new pet or additional household members), it may be necessary to revise the service charge.
4. In addition to the general cleaning services, the Contractor can provide the Client with add-on services such ironing, interior window cleaning, cleaning the inside of the oven etc. Such services must be requested in advance and additional fees will be incurred when such services are requested.
5. At the specific request of the Client, the Contractor can arrange for a carpet cleaning service to be provided, although the Contractor takes no responsibility for those services provided.
6. The Contractor shall not be liable for failure to carry out work if prevented from doing so as a result of any circumstances beyond the Contractor’s control. The Client will not be charged for any work not actually undertaken by the Contractor in such circumstances.

Payments

7. All work performed by the Contractor under this Agreement will be invoiced to the Client based on the number of hours worked and not on any other basis. The Contractor will agree with the Client the number of hours that will be worked and will invoice the Client in accordance with that agreement.
8. The Contractor’s charges will be invoiced calendar monthly and invoices are required to be paid on the 15th day of the calendar month following service or on the day of cleaning of a one-off clean. In the event of any payment not being received, the Contractor reserves the right to add compound interest at 3% per week to the overdue sum.
9. Payment methods for the charges of the Contractor can be made by direct debit or bank transfer direct to the Contractor.
10. The Contractor reserves the right to re-evaluate its charges at any time to allow for business related costs referred to above and shall give the Client 14 days advance notice of any changes.

Access to Property

11. In order to enable the Contractor to undertake the services, the Client agrees to give to the Contractor a key and/or details of any relevant access codes. If the Client has an alarm and if a code is not provided to the Contractor, it is expected that the alarm will be turned off on the days that the services are to be provided.
12. The Contractor agrees to keep any details of keys and access codes strictly confidential and take all reasonable steps to ensure the security of any physical keys and access codes. The Contractor accepts no liability of any nature for any losses that may arise from the Client’s provision of any key and/or access details and the Client hereby indemnifies the Contractor in respect of any losses that may be sustained as a result, howsoever caused.
13. If the Contractor is prevented from gaining access to the Client’s property to carry out work as arranged, the time lost to the Contractor shall be considered to be 1 hour per employee involved and the Contractor reserves the right to invoice the Client accordingly.

Breakage/Damage and Rectification

14. If the Client has a concern regarding the quality of the service provided, he or she is obliged to immediately raise that concern and in any event no later than 24 hours of the service being provided. If the concern is justified, the Contractor will arrange for the re-cleaning or rectification of the area under dispute for no additional charge. The Client will remain liable to pay for hours worked by the Contractor providing the initial services (other than those hours spent rectifying the concern) and no refund will be offered by the Contractor.
15. The Contractor is insured, however it shall not be liable for any loss, damage, or injury arising from the breaking or disintegration during cleaning by the Contractor’s servants or agents of any cracked, defective or broken parts of the property of the Client nor will the Contractor be liable for any loss, damage or injury arising from the general wear and tear resulting from the cleaning by the Contractors servants or agents. The Contractor expects the Client to secure and/or move any items of either extreme monetary or sentimental value and assumes that all surfaces are sealed and ready to be cleaned without causing harm.
16. The Contractor reserves the right to take all reasonable steps to make good any damage for which it may be liable under this Agreement in lieu of making payment in respect thereof. Subject to the Contractor taking all reasonable steps to make good any damage for which it is liable under this Agreement, it shall not be liable to the Client for any further compensation.
17. Where the Contractor is liable to compensate for damaged items, such compensation will be limited to the actual value of the item at the time of breakage and not the cost of a replacement item, the whole in accordance with the principles applied by its insurer. For the avoidance of any doubt, the obligation of rectification and/or replacement is limited only to the actual item or area damaged and not to replacement or rectification of an entire set or workspace.
18. In the event that the Contractor provides ironing services to a Client, the Client is expected to provide the Contractor with an ironing board and iron in good working order. The Contractor shall not be liable for any damage caused to items of clothing caused by a defective ironing board or iron nor will the Contractor undertake or be responsible for any haberdashery services in respect of any items submitted for ironing.

Cancellation and Changes

19. It is a condition of this Agreement that the Client provides a minimum of 24 hours notice to make a cancellation of work as arranged. In the event that less than 24 hours notice is given, the time lost to the Contractor shall be considered to be one hour per employee involved and the Contractor reserves the right to invoice the Client accordingly.

Obligations of the Client

20. The Client shall provide, free of charge, all necessary electricity, hot water and other facilities, which may be required to enable the Contractor to carry out the work. All fragile, breakable and/or high value (whether sentimental or expense) items must be secured or removed before each service is provided by the Contractor and the Contractor takes no responsibility for any damage caused to such items.
21. The Contractor uses its own cleaning products and tools and trains it cleaners in the use of those products and tools. If the Client requests that the Contractor use the Client’s cleaning products or tools, the Contractor will not accept liability for any loss or damage arising out of the Contractor’s use of those products or tools in providing the cleaning services.
22. It is a condition of the Agreement that the Client hereby undertakes that he or she will not during the period of the Agreement or for the period of 12 months after the termination thereof:
23. Refer any person or persons employed by the Contractor to anyone unless the Client refers the Contractor itself; or
24. offer to give to any person or persons employed by the Contractor any employment similar to his or her employment with the Contractor, the expression “Client” in this context includes in the case of a company its beneficial owners.
25. If the Client acts in breach of clause 22 above, a fee of £1000 will be payable and will be due within 30 days of notification by the Contractor to the Client.
26. If the Client is not completely satisfied with the services provided, it must inform the Contractor immediately (and in any event no later than 24 hours after the services were undertaken). Failure to do so will result in the Contractor having no obligation of rectification or replacement subject always to the damage being attributable to the actions of the Contractor.

Liability

25. No claim against the Contractor in respect of alleged negligence of the Contractor, its servants or agents, or any alleged defect in the Contractor’s plant, machinery or materials or in respect of any other matter shall be valid unless notice in writing thereof is received by the Contractor at its Registered Office within 7 days after the happening of the event giving rise to the claim. Unless notified otherwise, any claim will be referred directly to the Contractor’s insurer for assessment.
26. The Contractor undertakes to be fully insured in respect of Employer’s Liability.
27. The liability of the Contractor in respect of any one claim or series of claims successfully brought against the Contractor in a Court of Law and arising from any one incident involving negligence of itself, its servants or agents, or through any defect in its plant or machinery shall be limited to the sum of £2,000,000.

Confidentiality and Data Processing

28. The Contractor recognises that this Agreement creates a confidential relationship between the Contractor and the Client and that information relating to the Client’s affairs may become known to the Contractor and/or its staff members during the term of this Agreement. The Contractor agrees to, and to ensure its staff members agree to, keep confidential any personal data regarding the affairs of the Client and not to disclose such information to any other person except as described in the Privacy Notice set out below or as otherwise required by law.
29. The Client recognises that the Contractor may be required to collect and process personal data relevant to the Client and hereby agrees to the collection and processing of any personal data for the purposes of administering the Contractors obligations under this Agreement and as described in the Privacy Notice set out below. For the purposes of clauses 28 and 29, the terms “process” and “personal data” have the meanings given to them by the Data Protection Act 1998.

Variation

30. The Contractor reserves the right to amend these terms for any reason and will provide the Client with no less than 14 days advance notice of any changes to these terms.

Termination

31. The engagement of the Contractor under this Agreement shall continue unless and until determined by not less than 14 days’ notice in writing given by either party to the other. A termination by the Contractor of its engagement under this Agreement shall be without prejudice to its rights against the Client for failure to pay the Contractor’s charges.

Governing Law and Disputes

32. This contract and the arrangements referred to therein are subject to the laws of England and any disputes arising out of this contract or the arrangements referred to therein shall be subject to the exclusive jurisdiction of the courts and tribunals of England.

Privacy Notice

LONDON CLEANING SYSTEM E4 Ltd. (referred to as “Contractor” in the above Conditions of Contract, and “we”, “us” and “our” below) is committed to protecting the privacy of all the individuals we deal with and will treat your information confidentially in accordance with this Privacy Notice. Please read this Privacy Notice carefully.

Who we are:

This LONDON CLEANING SYSTEM business is locally owned and operated by us in England. We are responsible for protecting the personal information you provide to us when you use our services. If you have any questions about how we use your personal information, or wish to access, update or request that we delete your personal information, please contact us using the details provided below.

What personal information we collect and why:

The personal information we collect from you includes your name and contact details. It will also include information about the transactions you undertake with us, and the details of the payment card(s) you use to pay us. We collect this information when you contact us, and when we provide you with our services. The personal information we collect is used to administer our records and to provide you with our services.

Please note that we enter the personal information you give to us onto a database maintained in England (the “LONDON CLEANING SYSTEM” database). This enables us to keep an electronic record of your details, to have ready access to your information, to efficiently provide you with our services and to comply with any statutory, regulatory or reporting obligations to which we are subject. The personal information we enter into the LONDON CLEANING SYSTEM database is also used for direct marketing purposes (this is explained below), and to enable the Contractor to generate anonymous statistics about the use of our services and to comply with any statutory, regulatory or reporting obligations to which it is subject.

Direct marketing:

In accordance with your marketing preferences, we may use your personal information to contact you by post, phone or e-mail with information about our services. If you would like to change your marketing preferences (for example, to stop receiving information about our services), you can contact us at any time at office@londoncleaningsystem.co.uk.

Who may access your personal information?

We may disclose the personal information we collect from you:

• to third parties that provide services on our behalf and under our instruction (such as IT service providers); and
• to third parties when we request that we share such information and you permit us to do so.

We may also disclose your personal information where we believe it is required by law or regulation, where necessary to exercise, establish or defend legal rights, or where disclosure is necessary to protect your vital interests or those of another person.

International transfers:

Please note that some of the recipients of your personal information referred to above are situated in countries located outside of the European Economic Area (“EEA”). Countries outside of the EEA may not have laws that offer the same standards of data protection as those inside the EEA, although your personal information will at all times be treated in accordance with this Privacy Notice.

Your rights:

You have the right to access, correct and update the personal information we hold about you. You can exercise any of these rights by contacting us using the details provided at the outset of the Privacy Notice.

33. The Contractor agrees that in consideration of the Commissioner selecting the Contractor to provide Services and being granted access to ICO Premises, the Contractor shall comply and shall ensure that its agents, the Named Contractor Employees and any replacements shall comply with the confidentiality and security arrangements set out below. The Contractor shall ensure that the Named Contractor Employees and any replacements sign confidentiality agreements containing the same provisions as set out in this clause 12 before they are allowed access to ICO Premises and the Contractor shall produce these agreements to the Commissioner on demand.   

1. Save with the prior written consent of the Commissioner, the Contractor shall not disclose any Commissioner’s Confidential Information of any kind obtained from the Commissioner’s office, staff, ICO Dedicated Terminal, or seen on any computer screens or desks, to any third party, nor shall the Contractor make use of any such information otherwise than in connection with the provision of Services to the Commissioner.
2. The Contractor shall only use the ICO Dedicated Terminal to access the Commissioner’s room booking system for the purposes of delivering the Services and shall not attempt to use it to access the internet or any other database or information technology system operated by the Commissioner.   
3. This obligation of confidentiality shall continue after the cessation of the provision of the service by the Contractor to the Commissioner.
4. Any breach of this clause 33 by the Contractor shall entitle the Commissioner to terminate this Agreement immediately.