CLEANING SERVICE CONTRACT
England And Wales · Commercial (SGSA 1982 S.13) · HSWA 1974 · COSHH 2002 · 2026-05-01
CLIENT
Hartwell Properties Ltd
30 Fleet Street, London, EC4Y 1AA
Tel: 020 7946 0958
Email: facilities@hartwell.co.uk
By: Mark Hartwell, Co. No. 12345678
CLEANING PROVIDER
Crystal Clear Cleaning Services Ltd
Unit 8, Croydon Business Park, London, CR0 4YZ
Company / LLP
Tel: 020 8686 1234
Email: contracts@crystalclear.co.uk
By: VAT GB234567891, Jane Roberts
Start: 2026-05-01 · Duration: 12 months from the commencement date
Frequency: three times per week · PLI: £5,000,000
This Cleaning Service Contract (this "Agreement") is entered into as of 2026-05-01 between:
(1) Hartwell Properties Ltd (company number 12345678) of 30 Fleet Street, London, EC4Y 1AA (the "Client"); and
(2) Crystal Clear Cleaning Services Ltd (company number 87654321), VAT GB234567891 of Unit 8, Croydon Business Park, London, CR0 4YZ (the "Provider").
The Client wishes to engage the Provider to carry out cleaning services at the Client's premises, and the Provider has agreed to provide such services upon the terms of this Agreement.
The Provider shall carry out cleaning services at 30 Fleet Street, London, EC4Y 1AA (the "Premises"), with an approximate floor area of 2,500 sq ft. The Premises are classified as office premises. The Services include: General office cleaning including vacuuming, mopping, dusting, desk wiping, kitchen cleaning, washroom cleaning and replenishment, waste removal and recycling (mixed recycling and glass).
Exclusions: The following are expressly excluded from the Services: Window cleaning (external), carpet shampooing, and cleaning of server-room equipment are excluded from the regular schedule. Any work outside the agreed scope is chargeable by prior written agreement.
The Provider warrants that the Services shall be performed with reasonable care and skill in accordance with section 13 of the Supply of Goods and Services Act 1982, to the standards of the British Institute of Cleaning Science (BICSc) or equivalent professional body.
Cleaning shall be carried out three times per week, at the following times: Monday, Wednesday, Friday — 18:00 to 21:00. The Provider shall commence the Services on 2026-05-01 and the Agreement shall continue for 12 months from the commencement date. The Provider shall ensure that its staff arrive punctually, carry company identification, sign in and out of the Premises where a visitor system is in place, and complete the Services within the agreed window. Under section 52 of the Consumer Rights Act 2015 (B2C) or the implied reasonable-time term at common law (B2B), the Services shall be performed within a reasonable time. If the Provider is unable to attend on a scheduled day, it shall notify the Client as soon as reasonably practicable and shall, at no additional cost, arrange an alternative date within seven (7) days.
3.
PROVIDER'S OBLIGATIONS (HEALTH AND SAFETY, COSHH)
The Provider shall: (a) carry out the Services to a professional standard using suitable equipment and materials; (b) ensure that all staff are properly trained, supervised and competent, and paid at or above the applicable rate under the National Minimum Wage Act 1998; (c) comply with the Health and Safety at Work etc. Act 1974 (in particular ss.2 and 3 — duties to employees and non-employees) and the Management of Health and Safety at Work Regulations 1999, including carrying out a suitable and sufficient risk assessment before commencement; (d) comply with the Control of Substances Hazardous to Health Regulations 2002 (COSHH) in relation to all chemicals used, including holding current Safety Data Sheets, carrying out COSHH assessments, providing training and appropriate controls; (e) comply with the Manual Handling Operations Regulations 1992, the Personal Protective Equipment at Work Regulations 2022 and the Workplace (Health, Safety and Welfare) Regulations 1992; (f) report any notifiable accident, disease or dangerous occurrence in accordance with RIDDOR 2013, and notify the Client promptly of any near-miss on the Premises; (g) ensure that any biocidal or disinfectant product used is approved under the retained EU Biocidal Products Regulation; (h) comply with waste duty-of-care obligations under s.34 of the Environmental Protection Act 1990 and the Waste (England and Wales) Regulations 2011, including segregation, waste transfer notes and use of registered carriers; (i) comply with the Equality Act 2010 (non-discrimination) and the Modern Slavery Act 2015 (no forced or trafficked labour in the supply chain); (j) maintain the security of the Premises at all times and report any damage, hazard or maintenance issue promptly to the Client.
The Client shall: (a) provide the Provider with safe and reasonable access to the Premises at the agreed times; (b) discharge its duties as occupier under the Occupiers' Liability Acts 1957 and 1984 by ensuring the Premises are in a reasonably safe condition for the Provider's staff; (c) inform the Provider in writing of all relevant health-and-safety hazards at the Premises, including asbestos where applicable (Control of Asbestos Regulations 2012); (d) inform the Provider of any special requirements, restricted areas, fire-alarm or lift-access protocols; (e) provide, where reasonably required, a safe place to store equipment, access to water and electricity and a welfare area; and (f) notify the Provider promptly in writing of any concerns regarding the quality of the Services so that the Provider has a reasonable opportunity to re-perform or rectify (CRA 2015 s.55 for B2C).
The Client shall pay the Provider for the Services as follows:
• Regular cleaning fee: £120.00 per visit
• Monthly fee: £1,440.00. Invoices shall be submitted monthly and shall be payable within 14 days of receipt.
All fees are stated exclusive of VAT; where the Provider is VAT-registered, VAT at the prevailing rate shall be added in accordance with the Value Added Tax Act 1994.
Late payment. Without prejudice to other remedies, late payment shall attract statutory interest at 8% above the Bank of England base rate together with the fixed sum compensation and recovery costs under sections 5A and 6 of the Late Payment of Commercial Debts (Interest) Act 1998 (B2B only). The parties acknowledge the UK Late Payment Reform announced on 24 March 2026, which (when in force) caps standard payment terms at 60 days for B2B contracts, mandates the 8% statutory interest rate by default, provides a 30-day dispute window from invoice receipt, and enables enforcement by the Small Business Commissioner; this Agreement is drafted to be compatible with that regime.
Annual CPI review. On each anniversary of the start date, the fees may be increased in line with the annual percentage change in the UK Consumer Prices Index (CPI) published by the Office for National Statistics for the preceding 12-month period.
6.
CLEANING SUPPLIES, ACCESS AND DEEP CLEAN
The Provider shall supply, at its cost, all cleaning materials, chemicals, consumables and equipment required to carry out the Services.
Keys / access control. The Provider shall hold keys and/or access credentials to the Premises strictly for the purpose of performing the Services. The Provider shall maintain a key register, shall not copy or transfer credentials without the Client's prior written consent, and shall return all keys and credentials on termination. Loss of keys shall be notified immediately; the Provider shall be liable for the reasonable cost of lock replacement to the extent caused by its negligence.
Deep clean: Deep cleaning services are available on request at £450.00 per session, subject to prior written agreement.
7.
INSURANCE, DBS CHECKS AND LIABILITY
The Provider shall effect and maintain throughout the term:
• Public Liability Insurance with a minimum indemnity of £5,000,000 for any one occurrence;
• Employers' Liability Insurance with a minimum indemnity of £5,000,000 as required by the Employers' Liability (Compulsory Insurance) Act 1969;
• such other insurances as are customary for a provider of similar services.
The Provider shall, on request, provide the Client with a certificate of insurance. All staff engaged on the Premises shall hold a valid Basic DBS check (Disclosure and Barring Service Basic certificate).
Liability cap. Subject to the exclusions below, the Provider's liability for damage to the Premises or the Client's property shall be capped at £10,000 per incident. Nothing in this Agreement excludes or limits liability for (a) death or personal injury caused by negligence, (b) fraud or fraudulent misrepresentation, or (c) any liability which cannot lawfully be excluded (including under the Unfair Contract Terms Act 1977 and, for B2C, the Consumer Rights Act 2015 Part 2).
8.
RISK ASSESSMENT AND METHOD STATEMENT
Before commencing the Services and on any material change thereafter, the Provider shall carry out and share with the Client a written risk assessment and method statement (RAMS) covering slips/trips/falls, working at height, lone working, manual handling, electrical safety and chemical exposure, in accordance with the Management of Health and Safety at Work Regulations 1999 reg 3 and COSHH 2002 reg 6. The RAMS shall be reviewed at least annually and after any significant incident.
Where the Provider processes personal data (for example CCTV footage, access-log data or staff records) on behalf of the Client, the Provider shall do so only on the Client's documented instructions and in accordance with Article 28 of the UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025 (as commenced by SI 2026/82 with effect from 5 February 2026). The Provider shall implement appropriate technical and organisational measures (Art.32), ensure personnel confidentiality, assist with data-subject requests and DPIAs, notify the Client of any personal data breach without undue delay (Art.33(2)) and, on termination, delete or return all personal data (Art.28(3)(g)).
International transfers. Any onward transfer of personal data to a third country shall comply with the data protection test in Schedule 7 of the DUA Act 2025 (which replaces the prior "essentially equivalent" standard), using an approved transfer mechanism (UK adequacy regulations, the UK International Data Transfer Agreement or UK Addendum to the EU SCCs).
Automated decision-making. Where the Provider uses CCTV analytics, attendance-monitoring or AI scheduling that produce decisions with legal or similarly significant effects (for example, staff allocation, performance flags or access denial), it shall comply with Articles 22 to 22D UK GDPR as reformed by section 80 of the Data (Use and Access) Act 2025, providing meaningful safeguards (notice, human intervention, contestation) and conducting a DPIA. The Provider undertakes not to use Client personal data to train general-purpose AI or analytics models without the Client's prior written consent.
10.
SEXUAL HARASSMENT — PREVENTATIVE DUTY (WPA 2023 S.40A)
The Provider acknowledges the preventative duty introduced by section 40A of the Equality Act 2010 (inserted by the Worker Protection (Amendment of Equality Act 2010) Act 2023, in force 26 October 2024; EHRC technical guidance updated 9 January 2025) requiring employers to take reasonable steps to prevent sexual harassment of their workers, including by third parties such as the Client's staff or visitors at the Premises.
The Provider shall: (a) maintain and operate a written anti-harassment policy applying to all staff working at the Premises; (b) provide regular training (at minimum annually) appropriate to a lone-worker context; (c) carry out a sexual-harassment risk assessment for the Premises (including lone working, evening cleans and access-controlled areas), and review it whenever circumstances materially change; (d) operate a confidential complaints route with clear escalation to a named senior manager; and (e) cooperate with the Client in good faith where harassment by Client personnel is alleged.
The Client shall (i) not condone harassment of the Provider's staff by its personnel or visitors; (ii) provide reasonable assistance to investigate any complaint; and (iii) take prompt corrective action where the complaint is upheld. The Provider's right to terminate this Agreement for serious health-and-safety / dignity-at-work breach (see Termination) shall include sustained or grave breach of this clause.
11.
COMPANIES HOUSE IDENTITY VERIFICATION (ECCTA 2023 S.62)
Each party that is a company, LLP or other registrable body confirms that its directors, members and persons with significant control (PSCs) have completed (or will complete within the transitional window ending mid-November 2026) the identity verification regime introduced by section 62 of the Economic Crime and Corporate Transparency Act 2023, inserting sections 1110A to 1110F of the Companies Act 2006. The regime was available on a voluntary basis from 8 April 2025 and became mandatory on 18 November 2025 for new appointments, with a 12-month transition for existing officers.
Each party shall, on the other's reasonable request, provide evidence of verification status (verification code or Companies House confirmation) and shall promptly notify the other of any change in verified persons that affects authority to sign or act under this Agreement.
12.
ECCTA 2023 S.199 FAILURE-TO-PREVENT-FRAUD WARRANTY
The Provider warrants that, to the extent it is a "large organisation" within the meaning of section 201 of the Economic Crime and Corporate Transparency Act 2023 (meeting at least two of: ≥250 employees; >£36 million turnover; >£18 million balance-sheet total), it has implemented and maintains reasonable fraud prevention procedures in accordance with the Home Office guidance for the failure-to-prevent-fraud offence in section 199 of the ECCTA 2023, which came into force on 1 September 2025.
The Provider further undertakes that, in performing this Agreement, none of its employees, agents, subsidiaries or other "associated persons" (within the meaning of s.199(4) ECCTA 2023) shall commit a base fraud offence (including false accounting, false representation or cheating the public revenue) that intends to benefit the Provider or the Client. Material breach of this warranty entitles the Client to terminate immediately and to recover losses, fines and reasonable investigation costs.
13.
TERMINATION AND DISPUTE RESOLUTION
Either party may terminate this Agreement by giving 30 days' written notice to the other. Either party may terminate immediately by written notice if the other: (a) commits a material breach not remedied within 14 days of written notice to do so; (b) becomes insolvent within the meaning of the Insolvency Act 1986; (c) commits a persistent failure to meet the agreed cleaning standard after written notice; or (d) commits a serious health-and-safety or modern-slavery breach. On termination the Client shall pay all sums properly due for Services performed to the termination date, and the Provider shall return all keys, credentials and Client materials.
Dispute resolution. Before commencing court proceedings (save for urgent injunctive relief), the parties shall attempt in good faith to resolve any dispute through mediation administered by a CEDR-accredited mediator.
14.
GOVERNING LAW AND JURISDICTION
This Agreement and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter shall be governed by and construed in accordance with the law of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction, without prejudice to a consumer's right under Part 2 of the Consumer Rights Act 2015 where applicable.
This Agreement constitutes the entire agreement between the parties in respect of the Services and supersedes all prior representations, warranties and agreements. No variation shall be effective unless in writing and signed by both parties. Failure or delay in exercising any right shall not constitute a waiver. If any provision is held unenforceable, it shall be severed and the remainder shall continue in full force. No person other than a party shall have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date indicated.
Mark Hartwell
Authorised Signatory
Hartwell Properties Ltd
Date: ____________________
Jane Roberts
Authorised Signatory
Crystal Clear Cleaning Services Ltd
Date: ____________________