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Terms and conditions

These Cleaning Services Terms and Conditions contain the following clauses:  

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Definitions and Interpretation – Utopian kingdom limited offers cleaning services for commercial buildings, offices and residential communal areas. We aim to provide equal opportunities to people from all backgrounds. Our cleaning staff are well equipped to tackle any situation while maintaining professionalism in the workplace.

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1.Please note Utopian Kingdom Limited   

Has the right to make changes to the Terms and Conditions, quotes given and prices. Customers will always be notified in advance. However, if there is a mistake in the initial quote the client will be notified ASAP.   

The client has up to a month to voice their concern about the contract or even cancel it. (Cancelling the contract may be subject to fees)   

2.Orders & Booking Valuations – Booking Valuations for your site are always free. This service can be booked online through our website or even by contacting us, at 07565536631. To cancel a booking please call or leave a text with, the name, and address of the building and if you would prefer to reschedule for another time. Once an order has been booked, please wait up to 14 days for the contract to be created. The cleaning staff can however start before that after a payment is made. (Any money paid in this period will be deducted once the final quote arrives or you will be issued with a refund if there is an overpayment.  

3. Deposit – We do ask for an initial deposit before any work takes place on the premises, whilst the contract is being finalized and for the first month. The payment is around 40% of the quote and thereafter you pay at the beginning of the month or at the end. Whichever is more convenient for the client. Please see Clause 2.   

4. Fees and Payment – Fees and Payments must be made at the first or last day of every month, we ask if the day's first or last day falls on a weekend you please make the payment next available date or even the day before. Standing orders can be placed as well for more continence and ease. Read clauses 2 and 3 too.  

5. Services – The services provided depend on the client’s requirements. All of these will be set out in advance and will be listed in the contract. The job specification will be subject to change if there is a change of circumstance on site or if we see a need to change our service to better meet your requirements. The cleaning services may vary for what our clients require.  

6. Customer’s Obligations – We ask our clients to take a risk assessment or give us the one they have so we can create our own with the necessary added risk for our cleaning staff. We ask our risk assessments be kept on the site our cleaning staff are working at, with all other site documents which we provide for our staff and our client. This is for both the client, the company and mainly our staff. If any dangerous maintenance or any maintenance is taking place, we ask that you inform us in advance if it may cause danger to our staff or stop any cleaning from being done in any areas. We ask our clients to effectively communicate with us and our cleaning staff if any problems or issues occur. Please note our cleaners are given a cleaning planner and follow that, if you have any other tasks which require looked at or added you must contact us. Our cleaners must follow the planner as it is designed for being effective and efficient. You may find that your site has an employee who is slower than others, we ask you to communicate this to us and not talk to our cleaning staff directly about anything which may affect them or affect the job. We promote equality in our workplace and you may find a lack of communication from some staff or some staff who may not seem capable of doing some tasks. We ask you to be patient and respect our training, and education plan which all our cleaning staff will be taking to become better and more effective at their job.    

7. Cancellation – For cancellations, the client must inform us directly on 07565536631 at least 2 hours before the job. A job can be cancelled through our cleaner, but they must be notified a week in advance. If a job is cancelled within 4 weeks of the start date there will be a cancellation fee of £70. If the client has made a payment that month then a full refund will be provided. However, deductions will be made in order to compensate for equipment that has been bought (for the job) or for any work that has already been carried out on the premises. If for any reason the time of the job needs to be rearranged, please the number mentioned above. Any cancellations on new contracts will see a fee taken off if payment has been made. This is due to the admin side of work which has taken place. If there has been no admin then we will be transparent with you. Please see clauses 2 and 3. With a 40% deposit taken place for new jobs, we will look to take around a percentage of that depending on how much work has been carried out.  

8. Insurance – We take full accountability for any damage which may be caused by cleaning or any harm/personal injury to our staff and others. We hold Public Liability Insurance, Personal Accident Insurance and, Employer’s Liability Insurance.  We provide our insurance documents if needed and as a precaution, we ask our clients to provide theirs as well. This is to protect ourselves against any legal action which may be unlawful and/or harmful to any member of staff.  

9. Indemnity - If in any case we are accused of professional negligence such as incorrect advice or recommendation, breach of professional code of conduct, loss of documents or breach of confidentiality. We have a professional indemnity cover which will protect us against claims should we be accused. We request that our clients contact us before any legal action takes place. All matters at Utopian Kingdom Limited are dealt with in a transparent matter and we ensure that we will work with you to sort out any problems. If you feel that the work has not been carried out to an exceptional standard you contact us at 07565536631 so that we can rectify the situation as soon as possible. If something has been damaged or broken, we do ask that you contact us no later than 24 hours before our cleaning staff’s visit. We do require proof that our staff were responsible, there will also be an investigation carried out within our team.  

Every member of staff works to the best of their ability to provide the best service possible.   

10. Liability – We hold full liability for claims by members of the public regarding injury, illness or damage. We prioritise health and safety and ensure that our staff are well trained so that claims can be made.   

11. Data Protection – You can read our privacy and policy document for more information. We only use and take information to contact our clients about possible new updates to terms and conditions, privacy policy, quotes, communications regarding the job or if we need supplies sent to our client’s address. In no instance do we sell data or use the data for any other purpose unless agreed upon by our clients.  

12. Force Majeure – If for any reason we cannot complete a job we will contact our clients as soon as possible. This would have to be an extreme circumstance, if this does happen we ask our clients to be patient until a solution is found. If at any stage we feel a job is not safe for our staff, the public, or even our clients we will force stop the job and contact our clients. If it is an unsafe environment we need to protect the health and well-being parties involved.  

13. Termination – If you wish to terminate the contract you must contact us at least one month in advance. Any terminations which are within the one-month period may incur fees. Every contract is tailored to our clients so this will be included in your contract. Failure to let us know could cause legal action as well as if payments have not been met and our cleaners have still been carrying out their jobs.  

14. Effects of Termination – Once the termination is in place, works will continue until the period of the actual termination. Thereafter or on the day, all equipment and supplies that were used for the job will be removed. A detail of this will be included in your contract and will vary for all clients. If you wish to cancel the termination, please get in touch with us at 07566536631.  

16. Costs – Contract costs may vary due to external factors such as equipment/supplies cost changing and national minimum wage changes. This will be outlined in the contract.  

17. Assignment and Sub-Contracting – If any job requires another contractor we will contact our clients first. This will most likely be in our contract and if/when our staff are unable to do an assignment, third-party assistance will be sought. Before access to the site is granted, they will have to provide all the necessary paperwork. All relevant information will be passed on to our clients.  

18. Time – This will be outlined in the actual contract. Both the start date and end time will be highlighted in the job contract. This can be adjusted at any time if necessary.    

19. Third Party Rights – If for any reason a third party cannot do an assignment there will be a fee and a new company assigned to the job.  

20. Notices - Notices about contractual matters or any urgent enquiries should be dealt with through email and or by contacting us via 07565536631.  

21. Entire Agreement – The entire agreement will be sent to our clients. These terms and conditions mainly highlight the contract. This is a rough document for you to read before committing further.  

22. Counterparts – All contracts are to be signed either online or in person. Necessary arrangements will be met for each client and any additional circumstances will be addressed.  

23. Dispute Resolution – On any matter of dispute we ask our clients to get in touch with us. We can have face-to-face discussions to resolve any issues with our clients.   

24. Law and Jurisdiction – All matters regarding this will be in the contract. However, any disputes must be held within UK law.  

and the following Schedule:  

1. Service Agreement – A contract between the client and Utopian Kingdom Limited will be created for the service the company provides. Everything will be highlighted in what service(s) are provided, compensations, payments and cleaning plans. This is just a small sum of what will be included. More details are found in the full contract.  

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