Terms & Conditions

1. Definitions

In these Terms & Conditions, the following definitions apply:

• “The Company”, “We”, “Us”, “Our” refers to EcoCleantech NW Ltd, registered at 5 Chamber House Farm, Heywood, Rochdale, OL10 1SD.
• “The Client”, “You”, “Your” refers to the business, organisation, or individual acting in a commercial capacity who engages our services.
• “The Contract” refers to the written agreement between the Company and the Client for the provision of cleaning services, including these Terms & Conditions, the agreed specification, and any schedules or appendices.
• “The Premises” refers to the internal areas of the building(s) specified in the Contract where cleaning services are to be carried out.
• “The Services” refers to the commercial cleaning and Soft FM services specified in the Contract.
• “Cleaning Schedule” refers to the agreed document detailing the specific tasks, frequencies, and standards to be maintained at the Premises.
• “Site Survey” refers to the Company's physical inspection of the Premises prior to providing a formal quotation.
• “Mobilisation Fee” refers to the one-off, non-refundable fee payable at the commencement of a new Contract, covering the initial setup costs as described in Section 4.3.

2. Scope of Services

2.1 Service Type

EcoCleantech NW Ltd provides Soft Facilities Management (Soft FM) services, specifically commercial and contract cleaning for business-to-business (B2B) clients. We specialise in ongoing contract cleaning arrangements rather than one-off or ad-hoc work.

2.2 Minimum Contract Requirements

All cleaning contracts are subject to a minimum service frequency of three visits per week, or a minimum of 3.5 hours per day. This ensures we can deliver consistent quality and maintain the standards expected by our clients. Contracts below this threshold are not accepted.

2.3 Internal Work Only

All cleaning services provided by the Company are strictly limited to the internal areas of the Premises. We are not insured for any external or outside work whatsoever. This includes, but is not limited to:

• External window cleaning (we clean internal windows only)
• Facade, cladding, or external building cleaning
• Gutter, downpipe, or roof cleaning
• Pressure washing or jet washing of any kind
• Car park cleaning or external grounds maintenance
• Any work requiring access equipment for external areas

Any request for external work will be declined. We are unable to accept liability for any external work, and our insurance policies do not provide coverage outside the internal areas of the Premises.

2.4 Services We Provide

Our core contract cleaning services include:

• Office and commercial premises cleaning
• Healthcare facility cleaning (infection prevention standards)
• Retail premises cleaning
• Educational facility cleaning
• Industrial and warehouse internal cleaning
• Washroom services and consumables management
• Internal window cleaning
• Hard floor maintenance (internal only)
• Carpet cleaning (as part of ongoing contracts)

2.5 Domestic and Residential Work

We do not provide domestic, residential, or household cleaning services. Our services are exclusively for commercial, industrial, educational, healthcare, and retail premises operated by businesses or organisations.

3. Quotations & Pricing

3.1 Site Surveys

All formal quotations are subject to a free, no-obligation site survey of the Premises. The site survey allows us to accurately assess the scope of work, access requirements, and any specific cleaning needs. No contract will be entered into without a prior site survey unless otherwise agreed in writing.

3.2 Indicative AI Quotes

Our website features an AI-powered chat assistant that can provide indicative pricing based on the information you supply. These indicative quotes are estimates only, generated using our standard pricing framework, and are not binding. A formal quotation will always follow after a site survey has been completed.

3.3 Pricing

All prices quoted by the Company are exclusive of Value Added Tax (VAT). VAT will be charged at the prevailing rate on all invoices. The Client is responsible for paying VAT in addition to the quoted price.

Quoted prices are based on the specification agreed at the time of the site survey. Any additional services, changes in scope, or variations requested by the Client may result in price adjustments, which will be agreed in writing before being carried out.

In addition to the recurring cleaning charge, a one-off mobilisation fee is payable for all new contracts. Details of the mobilisation fee are set out in Section 4.3.

3.4 Price Reviews

The Company reserves the right to review contract pricing annually, or at such intervals as specified in the Contract. Price reviews may reflect changes in the National Living Wage, material costs, or other operational costs. The Client will be given at least 30 days' written notice of any price adjustment.

4. Contract Terms

4.1 Commencement

The Contract commences on the date specified in the written agreement, or on the date cleaning services first begin at the Premises, whichever is earlier.

4.2 Minimum Term

All contracts are subject to a minimum initial term. We offer two standard contract durations:

• 12-month agreement — our standard contract term, offering the most competitive pricing for clients who commit to a longer-term cleaning partnership.
• 6-month agreement — available where offered, subject to a premium on the monthly rate to reflect the shorter commitment period. Not all contracts are eligible for a 6-month term.

The specific contract term and associated pricing will be confirmed in your written agreement following a site survey. Early termination within the minimum term is subject to the provisions in Section 12.

4.3 Mobilisation Fee

A one-off, non-refundable mobilisation fee applies to all new cleaning contracts. This fee covers the initial costs associated with setting up your service, including:

• Initial site assessment and cleaning specification development
• Staff recruitment, allocation, and training for your premises
• Equipment procurement and setup
• Service mobilisation and quality assurance checks

The mobilisation fee amount will be specified in your formal quotation. This fee is payable upon contract signing and before services commence. The mobilisation fee is waived for contract renewals with existing clients.

4.4 Renewal

At the end of the initial term, the Contract will automatically renew on a rolling monthly basis unless either party provides written notice to terminate in accordance with Section 12 of these terms. No mobilisation fee is payable upon renewal.

4.5 Trial Period

Where agreed, a trial period may be included at the start of the Contract. During the trial period, either party may terminate the Contract with 7 days' written notice. Trial period duration and terms will be specified in the Contract.

5. Payment Terms

5.1 Invoicing

Invoices are issued monthly in arrears, on or around the first working day of each month, covering services provided during the preceding month. Alternative invoicing arrangements (weekly, fortnightly, or quarterly) may be agreed in writing.

5.2 Payment Due Date

Payment is due within 30 days of the invoice date, unless alternative payment terms have been agreed in writing. Payment may be made by bank transfer (BACS), standing order, or direct debit.

5.3 Late Payment

In the event of late payment, the Company reserves the right to charge interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. Interest will be charged at 8% above the Bank of England base rate, calculated on a daily basis from the date payment was due until the date payment is received in full.

The Company also reserves the right to claim reasonable debt recovery costs as permitted under the Late Payment of Commercial Debts (Interest) Act 1998.

5.4 Suspension of Services

If payment remains outstanding for more than 14 days beyond the due date, the Company may suspend all cleaning services until the account is brought up to date. The Company will provide 7 days' written notice before suspending services. Suspension of services does not relieve the Client of their payment obligations.

6. Client Obligations

The Client agrees to the following obligations to enable the Company to deliver the Services effectively:

• Access — provide safe, unrestricted access to all internal areas of the Premises included in the Cleaning Schedule at the agreed times
• Utilities — provide access to water, electricity, and drainage at the Premises at no charge to the Company, as required for the delivery of the Services
• Storage — provide a secure, lockable storage area for cleaning equipment, materials, and consumables where reasonably required
• Health & Safety Information — inform the Company of any known hazards, risks, or conditions at the Premises that may affect the safety of cleaning operatives, including the presence of asbestos, hazardous materials, or ongoing construction work
• Parking — provide reasonable parking facilities for cleaning operatives where available, or advise on local parking arrangements
• Contact Person — designate a named contact person at the Premises who can liaise with the Company's account manager on day-to-day operational matters
• Notification of Changes — notify the Company promptly of any changes to operating hours, access arrangements, building layout, or other factors that may affect the delivery of the Services

7. Our Obligations

The Company undertakes to:

• Quality Standards — deliver cleaning services to the standard specified in the Cleaning Schedule, using appropriately trained and supervised staff
• Staff Vetting — ensure all cleaning operatives are DBS checked and hold relevant training certifications including the British Cleaning Certificate, CPD accreditation, and Infection Prevention & Control (IPC) training
• COSHH Compliance — maintain full compliance with the Control of Substances Hazardous to Health Regulations, including proper storage, handling, and documentation of all cleaning chemicals used at the Premises
• Insurance — maintain valid Public Liability insurance of £1,000,000 and Employer's Liability insurance of £5,000,000 throughout the duration of the Contract
• Account Management — assign a dedicated account manager as your primary point of contact for all contractual matters, quality reviews, and service adjustments
• Continuity — use reasonable endeavours to ensure continuity of cleaning operatives at the Premises, and provide advance notice of any planned staff changes where practicable
• Equipment & Materials — supply all necessary cleaning equipment, materials, and consumables unless otherwise agreed in the Contract

8. Variations & Additional Work

8.1 Requesting Variations

Either party may request changes to the Cleaning Schedule, service frequency, or scope of work during the Contract term. All variation requests must be made in writing (including email) to the assigned account manager.

8.2 Pricing Adjustments

Variations that increase or decrease the scope of work may result in corresponding adjustments to the contract price. No variation will be implemented, and no additional charges will be incurred, until the revised pricing has been agreed in writing by both parties.

8.3 Temporary Changes

If the Client requires temporary changes to the cleaning schedule (for example, during office refurbishments, holiday closures, or special events), these should be communicated in writing with at least 5 working days' notice where possible.

9. Key Holding & Site Security

9.1 Key Holding

Where the Client provides keys, access codes, fobs, or other security credentials to enable out-of-hours cleaning, the Company will hold these securely and restrict access to authorised cleaning operatives and supervisors only.

9.2 Security Procedures

All key-holding staff are DBS checked. Keys and access credentials are logged, stored securely, and never duplicated without the Client's written permission. The Company will follow the Client's security procedures for locking and alarming the Premises after cleaning.

9.3 Liability for Keys

The Company accepts responsibility for the safekeeping of keys and access credentials provided to us. In the event of loss, the Company will notify the Client immediately and will cover the reasonable cost of replacement keys or lock changes directly attributable to the loss.

9.4 Return of Keys

Upon termination or expiry of the Contract, all keys and access credentials will be returned to the Client within 7 working days.

10. Health & Safety

10.1 Our Responsibilities

The Company maintains comprehensive health and safety procedures in accordance with the Health and Safety at Work etc. Act 1974 and all relevant regulations. This includes:

• COSHH assessments for all cleaning chemicals used
• Risk assessments specific to each client site
• Method statements and safe systems of work
• Staff training in manual handling, slip prevention, and chemical safety
• Provision of appropriate Personal Protective Equipment (PPE)
• Accident and incident reporting procedures

10.2 Client Cooperation

The Client agrees to cooperate with the Company on all health and safety matters, including sharing site-specific risk assessments, fire evacuation procedures, and information about any hazardous substances or conditions at the Premises. The Client must notify the Company immediately of any accident or injury involving our staff at the Premises.

10.3 Right to Refuse Unsafe Work

The Company reserves the right to suspend or refuse to carry out any cleaning task that, in the reasonable opinion of our operatives or supervisors, presents an unacceptable risk to health and safety. No liability will arise from such suspension or refusal.

11. Insurance & Liability

11.1 Insurance Coverage

The Company maintains the following insurance coverage throughout the duration of all contracts:

• Public Liability Insurance: £1,000,000
• Employer's Liability Insurance: £5,000,000

Copies of insurance certificates are available upon request.

11.2 Scope of Liability

The Company's liability is limited to damage or loss directly caused by negligence of the Company or its employees while carrying out the Services at the Premises. All claims for damage or loss must be reported in writing within 48 hours of discovery.

11.3 Exclusions

The Company shall not be liable for:

• Any damage arising from external or outside work (we are not insured for external work of any kind)
• Pre-existing damage, wear and tear, or deterioration of surfaces, fixtures, or fittings
• Loss or damage arising from the Client's failure to disclose known hazards or material information about the Premises
• Indirect or consequential losses, including loss of profit, revenue, or business opportunity
• Damage caused by the use of cleaning methods or products specifically requested by the Client against our professional advice
• Loss of or damage to personal property left unsecured in common areas

11.4 Limitation of Liability

Subject to the exclusions above, the Company's total aggregate liability under or in connection with the Contract shall not exceed the total value of fees paid by the Client in the 12-month period immediately preceding the event giving rise to the claim, or the relevant insurance policy limit, whichever is lower.

12. Termination

12.1 Notice Period

After the initial contract term, either party may terminate the Contract by providing not less than 4 weeks' written notice, unless a different notice period is specified in the Contract. Notice must be given in writing (including email) to the other party's designated contact.

12.2 Termination for Breach

Either party may terminate the Contract immediately by giving written notice if the other party commits a material breach of any term of the Contract and (where such breach is capable of remedy) fails to remedy that breach within 14 days of receiving written notice requiring it to do so.

12.3 Immediate Termination

The Company may terminate the Contract with immediate effect by giving written notice if:

• The Client fails to make payment within 30 days of the payment due date on two or more occasions
• The Client enters into administration, liquidation, or any insolvency proceedings
• The safety of our cleaning operatives is at risk and the Client has failed to address notified safety concerns
• The Client engages in abusive, threatening, or discriminatory behaviour towards our staff

12.4 Effects of Termination

Upon termination, the Client shall pay for all Services provided up to and including the date of termination. The Mobilisation Fee is non-refundable in all circumstances, including early termination. The Company will return all keys and access credentials within 7 working days of the termination date. Any equipment or materials belonging to the Company stored at the Premises must be made available for collection within a reasonable timeframe.

13. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under the Contract where such failure or delay results from circumstances beyond the reasonable control of that party, including but not limited to: severe weather events, pandemic, epidemic, government restrictions, strikes or industrial action (not involving the Company's own employees), fire, flood, or other natural disasters.

The affected party must notify the other party promptly of the force majeure event and use reasonable endeavours to mitigate its effects. If a force majeure event continues for more than 60 consecutive days, either party may terminate the Contract by giving 7 days' written notice.

14. Complaints Procedure

We are committed to delivering a high standard of service. If you are dissatisfied with any aspect of the Services, please follow our complaints procedure:

1. Raise with your Account Manager — contact your dedicated account manager by phone or email in the first instance. We aim to resolve day-to-day issues within 24 hours.
2. Formal Written Complaint — if the issue is not resolved, submit a formal complaint in writing to sales@ecocleantechnw.co.uk. We will acknowledge your complaint within 2 working days.
3. Investigation & Response — we will investigate the complaint thoroughly and provide a written response within 10 working days, including any proposed remedial action.
4. Escalation — if you remain dissatisfied, you may request a management review by writing to the registered office address. A senior manager will review the case and respond within 15 working days.

15. Confidentiality

Both parties agree to treat as confidential all information obtained from the other party in connection with the Contract, including pricing, business operations, security arrangements, and personal data. This obligation continues after the termination of the Contract. Neither party shall disclose confidential information to any third party without the prior written consent of the other party, except where required by law.

16. Data Protection

The Company processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we collect, use, and protect personal data are set out in our Privacy Policy.

Where the Company processes personal data on behalf of the Client in the course of delivering the Services (for example, cleaning staff accessing areas containing personal information), the Company will act only on the Client's documented instructions and will implement appropriate technical and organisational measures to protect such data.

17. Non-Solicitation

During the term of the Contract and for a period of 6 months following its termination, the Client agrees not to directly solicit, recruit, or employ any employee or operative of the Company who has been involved in delivering the Services at the Client's Premises, without the Company's prior written consent. In the event of a breach of this clause, the Client agrees to pay a recruitment fee equivalent to 20% of the operative's annual salary.

18. Entire Agreement

These Terms & Conditions, together with the Contract, Cleaning Schedule, and any agreed appendices, constitute the entire agreement between the parties. No variation to these terms shall be effective unless agreed in writing and signed by both parties.

19. Severability

If any provision of these Terms & Conditions is found to be invalid, unlawful, or unenforceable by any court of competent jurisdiction, that provision shall be deemed severed and the remaining provisions shall continue in full force and effect.

20. Governing Law & Jurisdiction

These Terms & Conditions and the Contract shall be governed by and construed in accordance with the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the courts of England and Wales for the resolution of any disputes arising under or in connection with the Contract.

21. Contact Us

If you have any questions about these Terms & Conditions, or wish to discuss any aspect of our service agreements, please contact us: