Cotswold Pack & Polish Terms & Conditions
Fully insured. DBS checked. All work carried out to a high professional standard.
1. Business Details
Cotswold Pack & Polish is a sole trader business providing professional packing, unpacking, decluttering and cleaning services.
2. Services Provided
Services may include packing, unpacking, decluttering and deep cleaning as detailed within the client quote. Add-on services such as carpet cleaning or oven cleaning must be agreed in writing.
3. Minimum Cleaning Duration
One-off, ad hoc, and once-a-month cleans are subject to a minimum booking duration of four hours per visit. This allows sufficient time to maintain standard of cleaning and service quality.
4. Booked Time
The agreed booking time is reserved exclusively for the client. Once work has commenced, the full agreed booking duration will be chargeable, even if all requested tasks are completed before the scheduled end time.
5. Pricing & Payment (Cotswold Pack & Polish Services Only)
Services are charged either hourly or at a fixed job rate as stated in the quote. A 30% deposit is required to secure the booking date for packing, unpacking or cleaning services. The remaining balance is due on completion of the job. Payment is accepted by bank transfer or cash. Final totals may vary depending on actual hours worked and will be discussed before continuing work.
6. Mileage Charges
Travel within a 15-mile radius is included. Travel outside this radius is charged at £0.75 per mile.
7. Packing Materials
Packing materials (boxes, bubble wrap, tape) can be supplied at additional cost and will be agreed in advance.
8. End of Tenancy Cleaning & Home Move Cleans
i) Quotations & Time Estimates
All quotations provided by Cotswold Pack & Polish are based on the information agreed with the customer and an estimate of the time required to complete the work. While every effort is made to provide an accurate estimate, cleaning times may vary depending on the size and condition of the property once emptied.
If the property requires additional work beyond the original estimate, additional hours may be required and will be charged at the agreed hourly rate.
ii) Heavily Soiled Properties
End of tenancy clean/Move out clean quotations assume the property has been reasonably maintained. If upon arrival the property requires significantly more work due to excessive dirt, heavy grease build-up, significant limescale, mould, embedded pet hair, staining, or other areas of neglect, additional time may be required to complete the clean.
Cotswold Pack & Polish reserves the right to charge for any additional time required at the agreed hourly rate. Where possible, the client will be informed if the clean is expected to exceed the original estimate.
iii) Pets
Properties where pets have been present may require additional cleaning time due to pet hair, odours, or staining. Heavy or embedded pet hair in carpets, upholstery, or under furniture may significantly increase the time required to complete the clean.
iv) Deposit Disclaimer
While Cotswold Pack & Polish aims to deliver a professional and thorough clean, we cannot guarantee the return of a tenant’s deposit. Final decisions regarding deposit returns are made solely by the landlord or letting agent.
v) Pre-Existing Damage & Wear
Cotswold Pack & Polish is not responsible for permanent staining, damage, discolouration, worn carpets, ingrained marks, or deterioration that cannot be removed through standard cleaning methods.
vi) Access & Utilities
The client must ensure that the property has access to running water and electricity on the day of the clean. The property should also be empty of furniture and personal belongings unless otherwise agreed. If access cannot be gained or utilities are unavailable, Cotswold Pack & Polish reserves the right to charge for lost time or reschedule the appointment if availability allows.
vii) Payment
Payment is due on completion of the service unless otherwise agreed in advance.
9. Removal Company Services (Separate Provider)
Cotswold Pack & Polish works alongside third-party removal companies, including GB Liners and other independent removal firms. Removal services are contracted separately between the client and the removal company. Any deposits, payment terms or contractual obligations relating to removals are solely between the client and the removal company. Once items are packed and passed to be handled by the removal company’s workers, responsibility and insurance for those goods transfer entirely to the removal company. Cotswold Pack & Polish accepts no liability for loss or damage occurring after goods have been handed over to the removal company.
10. Insurance & Liability
Cotswold Pack & Polish holds Public & Products Liability Insurance with cover up to £1,000,000. All services are carried out with reasonable care and professional diligence.
Limitation of Liability
Liability for any claim arising from services provided shall be limited to the value of the service supplied or the level of insurance cover held, whichever is lower.
Cotswold Pack & Polish shall not be liable for any indirect, consequential, or financial losses, including loss of profit, loss of business, or loss of sentimental value.
Exclusions
Cotswold Pack & Polish is not liable for:
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Pre-existing damage
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Wear and tear or inherent defects
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Damage caused by third parties
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Undisclosed fragile or high-value items
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Mechanical or electrical failure of appliances
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Structural defects within a property
11. Damage Reporting
Any claim for damage must be reported in writing within 48 hours of service completion. Failure to do so may invalidate the claim.
Clients are advised to ensure adequate removal and home insurance is in place for high-value or sentimental items.
12. Access & Utilities
Clients must provide safe access, adequate lighting, running hot water and electricity where required. Services may be refused if conditions are unsafe.
13. Cancellation Policy – General Services
This cancellation policy applies to all Cotswold Pack & Polish services where a specific removal date is not involved, including, but not limited to, regular cleaning, deep cleaning, end of tenancy cleaning, decluttering, organising, unpacking services, and standalone cleaning appointments.
Cancellations made 72 hours or more before the scheduled appointment will not incur a cancellation fee. Where a deposit has been paid, it may be transferred to a future booking, subject to availability.
Cancellations made within 72 hours of the scheduled appointment will incur a cancellation charge equal to 50% of the total booking value. This is to cover the reserved time, administration, and loss of work that cannot usually be replaced at short notice.
Cancellations made within 24 hours of the scheduled appointment, on the day of the booking, or where the client fails to provide access to the property will incur a charge of 100% of the total booking value. Once a booking has been confirmed, the appointment time is reserved exclusively for the client and cannot normally be reallocated.
If access to the property is not possible on arrival due to client circumstances, or the service cannot proceed as agreed, the booking will be treated as a same-day cancellation and the full booking fee will be payable.
Cotswold Pack Polish reserves the right to reschedule or cancel services due to illness, severe weather, or circumstances beyond our reasonable control. In these circumstances, where a deposit has been paid, it will be transferred to a new appointment date or refunded if a suitable alternative cannot be agreed.
By confirming a booking with Cotswold Pack & Polish, the client confirms they have read and accepted these Terms & Conditions, including the cancellation policy.
14. Quote Acceptance
Confirmation of the quote via email or text constitutes agreement to these Terms & Conditions. Clients are encouraged to walk through completed work before sign-off.
15. Client & Subcontractor Non-Solicitation
Where Cotswold Pack & Polish introduces a subcontractor, team member or other representative to a client, that individual is engaged by and through Cotswold Pack & Polish.
Clients agree not to directly or indirectly approach, employ, engage or make arrangements with any Cotswold Pack & Polish subcontractor or team member to provide cleaning, decluttering, packing, organising, housekeeping or related services independently of Cotswold Pack & Polish during the period in which that person is working with Cotswold Pack & Polish and for 6 months after their last booking with the client.
If a client wishes to engage a subcontractor or team member directly, this must first be discussed and agreed in writing with Cotswold Pack & Polish.
This clause is intended to protect the business relationship, client base and investment made by Cotswold Pack & Polish in introducing and coordinating its subcontractors and does not prevent a subcontractor from undertaking work for other clients or businesses independently.