Property Management, Personally Managed.

As a landlord myself, I understand how important it is to know that your property is being looked after properly by someone who genuinely understands the responsibility that comes with owning and managing an investment.

I take a hands-on and commercially minded approach to every property I manage, staying closely involved throughout the tenancy rather than simply passing issues from one person to another. My focus is on protecting the asset, reducing avoidable risk, staying ahead of compliance, keeping good tenants happy and managing costs sensibly.

Because I manage my own properties too, I naturally look at decisions from a landlord’s perspective - whether that means questioning unnecessary expenditure, acting quickly on maintenance before it develops into something more costly, keeping an eye on rent performance or making sure important compliance matters are not overlooked.

I also believe landlords should feel informed with clear communication, practical advice and accountability are a big part of how I work. Most importantly, I want every client to feel that their property is personally known, actively managed and genuinely cared for, rather than treated as just another address on a large agency system.

That level of personal involvement, ownership and attention to detail is what I want Clean Spaces to be known for.

Tenant Fees - Clean Spaces does not charge tenants prohibited administration, referencing or tenancy setup fees. Any payments required from tenants will be limited to payments permitted under the Tenant Fees Act 2019, including where applicable rent, refundable tenancy deposits, refundable holding deposits and other permitted payments.

We recognise the weight of responsibility in safeguarding your premises and maintaining the confidentiality of your information.

Our top priority is always your privacy, ensuring that when you entrust Clean Spaces, your security remains paramount to us.

Clean Spaces - Property Services Ltd is committed to protecting your privacy and handling personal information responsibly, securely and in accordance with UK data protection law.

We collect and process personal information where necessary to provide our property letting and management services, including managing tenancy applications, referencing, Right to Rent checks, rent and deposit administration, property maintenance, compliance, inspections and communication with landlords, tenants, guarantors and contractors.

Where necessary, information may be shared with relevant third parties involved in providing these services, including landlords, referencing providers, tenancy deposit schemes, contractors, utility providers, local authorities, professional advisers and authorised software or service providers. Personal information will only be used and shared where there is an appropriate lawful basis for doing so.

We take appropriate organisational and technical measures to keep personal information secure and retain it only for as long as necessary to provide our services and meet our legal, regulatory and contractual obligations.

Individuals have rights under UK data protection law in relation to their personal information, including rights to request access to, correction of, and in certain circumstances deletion or restriction of their personal information.

Clean Spaces - Property Services Ltd is registered with the Information Commissioner’s Office (ICO).
ICO Registration Reference: ZC069775

For any privacy or data protection enquiries, please contact: info@cleanspaces-propertyservices.com

View our Full Privacy Policy for further information about the personal information we collect, how and why we use it, who we may share it with, how long we retain it, your rights and how to raise a concern.

Terms & Conditions

Clean Spaces – Property Services Ltd

These Terms & Conditions govern the use of our website and, where applicable, services supplied directly by Clean Spaces – Property Services Ltd (“Clean Spaces”, “we”, “us” or “our”).

Please read these Terms carefully before making a booking, instructing us or using our services.

Where you enter into a separate written agreement with us, including a Property Management Agreement, Tenancy Agreement, Serviced Accommodation Booking Agreement or other service-specific agreement, that agreement will also apply. Where there is a conflict, the specific written agreement will take precedence in relation to that service.

Nothing in these Terms excludes, restricts or otherwise affects any statutory rights or remedies that cannot lawfully be excluded or restricted.

1. About Us

Clean Spaces – Property Services Ltd is a private limited company registered in England and Wales.

Company Number: 15452196
Registered Office: 102 High Street, Whitton, Twickenham, England, TW2 7LN
Website: www.cleanspaces-propertyservices.com
Email: info@cleanspaces-propertyservices.com

Where we hold client money in connection with our property agency activities, details of our Client Money Protection membership and current certificate are available through the regulatory information section of our Website.

2. Definitions

For the purposes of these Terms:

Client – an individual, landlord, company or other organisation purchasing or instructing Services from us.

Guest – an individual occupying Serviced Accommodation managed or operated by us.

Booking – a booking for Services accepted and confirmed by us.

Services – the particular services agreed between us and the Client, which may include cleaning, property services, property management, lettings and/or Serviced Accommodation.

Job – a cleaning, maintenance or other property-service booking.

Serviced Accommodation – short-term or temporary accommodation operated or managed by us.

Cleaning Team – employees, contractors or subcontractors engaged to carry out cleaning Services.

Contract – the legally binding agreement formed between you and us for the relevant Services.

Quote – a quotation or estimate issued by us for proposed Services.

Website – www.cleanspaces-propertyservices.com.

Deposit terminology

For clarity, the following terms have separate meanings and should not be treated interchangeably:

Cleaning Booking Deposit – an advance payment taken to secure and reserve an agreed cleaning appointment. A Cleaning Booking Deposit is a payment relating solely to a cleaning Service and is not a Tenancy Holding Deposit or Tenancy Deposit.

Tenancy Holding Deposit – a refundable payment taken from a prospective tenant to reserve a property while referencing, Right to Rent checks and other pre-tenancy arrangements are undertaken. It is administered in accordance with applicable housing and tenant-fee legislation.

Tenancy Deposit – a refundable security deposit taken in connection with a tenancy. Where statutory tenancy-deposit protection applies and Clean Spaces receives or administers the deposit, it will be dealt with in accordance with applicable legislation and protected through the Tenancy Deposit Scheme (TDS) Custodial scheme.

These three types of payment are legally and operationally separate.

PART A — GENERAL TERMS

3. Website Use

You may use our Website only for lawful purposes.

You must not knowingly introduce viruses, malware or other harmful material, attempt to gain unauthorised access to our Website or systems, interfere with the Website's operation or use the Website fraudulently or unlawfully.

You are responsible for ensuring that information you provide to us is accurate and complete.

We may update, change, suspend or withdraw parts of our Website where reasonably necessary. We do not guarantee that the Website will always be available or uninterrupted.

We may update these Terms from time to time. Updated Terms will apply prospectively and will not retrospectively alter an existing Contract unless permitted by law or agreed between the parties.

4. Quotes & Bookings

Quotes are based on the information reasonably available to us when they are prepared.

Submitting an enquiry or requesting a Quote does not itself create a Contract.

A Booking will normally become confirmed when we expressly accept the Booking or otherwise confirm that the relevant Services will be provided.

If the property, scope of work or circumstances differ materially from the information originally provided to us, we may propose a revised price or scope of work.

Where additional work or a material price increase is required, we will explain this and obtain the Client's agreement before undertaking the additional work, except where urgent works have been separately authorised.

PART B — CLEANING SERVICES

5. Cleaning Bookings & Payment

5.1 Cleaning Booking Deposit

A Cleaning Booking Deposit may be required to secure a cleaning appointment.

For End-of-Tenancy and Deep Cleaning Services, the Cleaning Booking Deposit will ordinarily be 50% of the agreed Booking price, unless otherwise stated and agreed before the Booking is confirmed.

The Cleaning Booking Deposit reserves the agreed date and time for the Client and enables us to allocate the necessary staff and resources.

The remaining balance is payable on completion of the Services unless otherwise agreed in writing.

A Cleaning Booking Deposit is entirely separate from any Tenancy Holding Deposit or Tenancy Deposit handled through our lettings or property-management activities.

5.2 Cancellation within 24 hours

Where a Client cancels a confirmed cleaning Booking less than 24 hours before the scheduled start time, the Cleaning Booking Deposit may be retained as a cancellation charge to the extent that this reasonably reflects the losses directly arising from the late cancellation, including allocated staff, reserved appointment time and our inability to reasonably reallocate the Booking.

We will not seek to recover more than the loss reasonably resulting from the cancellation or recover twice for the same loss.

Where we are able to materially reduce our loss, including by reallocating the appointment, this may be taken into account.

This provision does not affect any statutory cancellation rights that apply to the Client.

This qualification is worth keeping. CMA guidance warns that an automatic forfeiture can be unfair if it goes beyond the business's genuine loss.

5.3 Cancellation more than 24 hours before the Booking

Where cancellation occurs more than 24 hours before the scheduled start time, any applicable cancellation or refund will be dealt with in accordance with the Booking terms and the Client's statutory rights.

5.4 Cancellation by Clean Spaces

If we cancel a cleaning Booking and cannot provide a suitable alternative appointment accepted by the Client, any Cleaning Booking Deposit relating to Services not provided will be refunded.

6. Consumer Cancellation Rights

Where a consumer enters into a qualifying distance or off-premises service Contract, statutory cancellation rights may apply.

Where applicable, information concerning those cancellation rights will be provided during the Booking process.

If you specifically request that Services begin during an applicable statutory cancellation period, we may ask you to expressly request early performance of the Services.

Where Services have lawfully commenced at the consumer's request and the consumer subsequently exercises a statutory cancellation right, the consumer may be required to pay a proportionate amount for Services already supplied where permitted by law.

Nothing in these Terms overrides statutory consumer cancellation rights.

Online and distance-selling businesses have specific pre-contract information and contract-confirmation obligations, so your eventual website booking flow should mirror this clause rather than relying on the T&Cs alone.

7. Cleaning Quotes & Variations

Cleaning Quotes are based on information supplied by the Client and the condition reasonably anticipated when the Quote is provided.

We may propose a revised Quote where, for example:

• the condition of the property is materially different from that described;

• the size or scope of the Job differs materially;

• additional Services are requested; or

• additional labour, specialist equipment or materials are reasonably required.

Any material increase will be explained and agreed before the additional work proceeds.

8. Cleaning Equipment & Products

Unless otherwise agreed, we will provide the cleaning products and equipment reasonably required to perform the agreed Services.

Where the Client specifically requests the use of products or equipment supplied by them, the Client should disclose any relevant instructions, limitations or known risks.

We will not be responsible for loss or damage caused solely by a defect or unsuitability in Client-supplied products or equipment that we could not reasonably have identified.

Nothing in this section removes our obligation to exercise reasonable care and skill.

9. Property Access & Utilities

The Client must provide reasonable access to the property at the agreed time.

Where reasonably required to perform the Services, the Client must ensure that working electricity and hot water are available.

If access cannot be obtained or essential utilities are unavailable, we may charge a reasonable amount reflecting costs and losses actually incurred as a result, subject to applicable consumer law.

10. Deep Cleaning & End-of-Tenancy Cleaning

Unless expressly included within the Quote, Clients should ensure that:

• freezers requiring internal cleaning are defrosted beforehand;

• cupboards and wardrobes are emptied;

• personal possessions are removed; and

• reasonable access is available to all areas included within the Booking.

Unless expressly agreed otherwise, standard cleaning does not include:

• substantial waste removal;

• specialist treatment or restoration;

• building or construction residue;

• specialist stain removal;

• washing or repairing painted walls;

• moving excessively heavy furniture or unsafe objects;

• washing significant quantities of dishes;

• external high-level work; or

• work requiring unsafe access or specialist height equipment.

We cannot guarantee the removal of permanent or ingrained staining, deterioration, discolouration, wear and tear or pre-existing damage.

11. Cleaning Standards & Problems

We will perform our Services with reasonable care and skill.

If you believe an area has been missed or a Service has not been completed as agreed, please contact us as soon as reasonably possible and preferably within 24 hours of completion.

Where possible, photographs or other relevant information should be supplied.

We will investigate the matter and, where appropriate, may arrange a return visit or other reasonable remedy.

Failure to report an issue within 24 hours does not automatically remove statutory rights or remedies available to a consumer.

PART C — LETTINGS & PROPERTY MANAGEMENT

12. Property Management & Lettings

Where Clean Spaces is appointed by a landlord to let or manage a property, the relationship between Clean Spaces and the landlord will be governed by the applicable Property Management Agreement, Terms of Business or other written instruction.

These Website Terms do not replace that agreement.

Similarly, these Website Terms do not replace or vary a tenancy agreement entered into between a landlord and tenant.

Applicable landlord fees and regulatory information are published separately on our Website or otherwise provided before instruction where required.

13. Tenancy Holding Deposits

A Tenancy Holding Deposit is separate from a Cleaning Booking Deposit and Tenancy Deposit.

Where Clean Spaces accepts a Tenancy Holding Deposit to reserve a property, it will be administered in accordance with applicable legislation.

Where the statutory cap applies, a Tenancy Holding Deposit will not exceed one week's rent for the tenancy.

We will not accept more than one Tenancy Holding Deposit for the same tenancy at the same time where prohibited by law.

A Tenancy Holding Deposit will ordinarily be refunded where required by law.

Where permitted and agreed with the tenant, it may instead be applied towards a permitted payment following the signing of the tenancy agreement.

Where Clean Spaces is legally entitled to retain a Tenancy Holding Deposit, the applicant will be provided with the required written explanation within the applicable timeframe.

Current government guidance confirms the one-week cap, generally permits only one holding deposit per tenancy at a time and sets rules around refunding or retaining it.

14. Tenancy Deposits

A Tenancy Deposit is a security deposit connected with a tenancy and is entirely separate from both a Cleaning Booking Deposit and a Tenancy Holding Deposit.

Where applicable, the amount of a Tenancy Deposit will not exceed the statutory maximum.

For tenancies currently within the Tenant Fees Act regime, this is generally:

• up to five weeks' rent where annual rent is below £50,000; or

• up to six weeks' rent where annual rent is £50,000 or more, subject to the applicable statutory regime.

Where Clean Spaces receives or administers a Tenancy Deposit requiring statutory protection, it will be protected through the:

Tenancy Deposit Scheme (TDS) – Custodial Scheme

within the applicable statutory timeframe.

Required prescribed or statutory deposit information will be provided in accordance with applicable legislation.

Any proposed deductions at the end of a tenancy will be dealt with in accordance with the tenancy agreement, applicable legislation and the relevant TDS procedures.

Tenancy Deposits are not cleaning fees, management fees or income belonging to Clean Spaces.

Government guidance currently requires a qualifying tenancy deposit to be protected in a government-approved scheme within 30 days of receipt.

15. Tenant Payments & Fees

Clean Spaces will only require payments from tenants or prospective tenants that are permitted under applicable legislation.

Where the Tenant Fees Act 2019 applies, permitted payments may include rent, a refundable Tenancy Deposit, a refundable Tenancy Holding Deposit and other payments specifically permitted by law.

Nothing in these Terms authorises Clean Spaces to require a payment prohibited by applicable housing or consumer legislation.

The Tenant Fees Act continues to tightly prescribe what landlords and letting agents can require from tenants, and the rules were updated alongside the Renters' Rights reforms.

16. Client Money

Money held by Clean Spaces on behalf of landlords or tenants in connection with our property agency activities will be handled separately from Clean Spaces' own business funds in accordance with applicable client-money requirements.

Where Clean Spaces is required to maintain Client Money Protection, details of our applicable scheme and current certificate will be made available through the regulatory information section of our Website.

PART D — SERVICED ACCOMMODATION

17. Serviced Accommodation Bookings

Serviced Accommodation bookings are subject to:

• availability;

• confirmation of the Booking;

• these Terms where applicable;

• any specific Booking conditions; and

• applicable House Rules.

Where accommodation is booked through a third-party booking platform, that platform's applicable terms may also apply.

18. Occupancy & House Rules

Occupancy must not exceed the number of Guests authorised by the Booking.

Guests must not hold unauthorised parties or events and must comply with applicable House Rules, including requirements concerning:

• smoking;

• noise;

• neighbours;

• waste;

• parking;

• pets, where applicable; and

• property security.

19. Damage & Guest Conduct

Guests may be responsible for reasonable costs resulting from damage they cause, missing items, excessive cleaning, unauthorised occupancy or other loss resulting from a breach of the Booking conditions.

Any charge will be based on the circumstances and reasonable evidence of the loss or cost incurred.

Where reasonably necessary for safety, security, unlawful conduct or a serious breach of Booking conditions, we may take appropriate action, including terminating a stay where legally permitted.

20. Nature of Serviced Accommodation

Serviced Accommodation is intended to provide temporary or short-term accommodation.

The legal nature of any occupation will depend upon the circumstances and applicable law.

Nothing in these Terms is intended to artificially create or exclude a tenancy, licence or statutory right where the law provides otherwise.

PART E — GENERAL SERVICE CONDITIONS

21. Contractors & Subcontractors

We may use suitably appointed employees, contractors or subcontractors to perform elements of our Services.

Where Clean Spaces has contracted directly with a consumer to provide a Service, our use of a subcontractor does not remove responsibilities imposed on Clean Spaces by applicable law.

22. Prices & Payment

Prices and applicable payment arrangements will be communicated before the relevant Service is confirmed, subject to agreed variations.

Prices will be displayed and communicated in accordance with applicable consumer and pricing requirements.

Invoices must be paid by the payment date stated on the invoice or otherwise agreed.

Where payment is overdue, we reserve the right to recover interest or reasonable recovery costs where permitted by law and the applicable Contract.

23. Card Payments

Where card payments or payment pre-authorisations are used, the relevant amount, purpose and payment terms will be communicated as part of the Booking or payment process.

Payment processing may be undertaken by an authorised third-party payment provider.

We will not knowingly charge amounts that have not been authorised or otherwise become lawfully due under the applicable Contract.

24. Liability

Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation; or

• any other liability that cannot lawfully be excluded or restricted.

Where you are a consumer, nothing in these Terms limits your statutory rights, including your right to have Services performed with reasonable care and skill.

Subject to those rights, we will not be responsible for loss or damage that:

• was not caused by our breach or negligence;

• was not reasonably foreseeable when the Contract was entered into; or

• constitutes ordinary wear and tear, deterioration or pre-existing damage that we did not cause.

Where a Client is acting wholly or mainly in the course of a business, additional limitations may be contained within the applicable business-to-business agreement.

Consumer contract terms must be fair and transparent and cannot simply remove statutory responsibilities for unsatisfactory services.

25. Personal Belongings

Clients and Guests should take reasonable care of cash, jewellery, important documents, valuables and sentimental items.

If you believe an item has been lost or damaged in connection with our Services, please notify us as soon as reasonably possible so that the matter can be investigated.

26. Non-Solicitation

Where the Client is acting in the course of a business, the Client must not knowingly circumvent Clean Spaces by directly engaging a member of our Cleaning Team or contractor introduced through us for substantially the same Services during an active Contract or for six months following its conclusion, unless agreed otherwise in writing.

Any remedy for breach will be limited to amounts that are lawful, reasonable and enforceable.

27. Third-Party Websites & Services

Our Website may contain links to third-party websites and services.

We are not responsible for the content or availability of an independent third-party website merely because we provide a link to it.

Where a third party provides a service directly to you, that party's own terms and privacy information may apply.

28. Privacy & Data Protection

Clean Spaces – Property Services Ltd is committed to protecting personal information and processes personal data in accordance with applicable UK data protection law.

Clean Spaces – Property Services Ltd is registered with the Information Commissioner's Office (ICO).

ICO Registration Reference: ZC069775

Our Privacy Policy explains the personal information we collect, how and why we process it, who it may be shared with, applicable retention arrangements and individuals' data-protection rights.

Our Cookie Policy provides further information regarding cookies and similar technologies used through our Website.

Website visitors should be informed about cookies, and ICO guidance says consent is required where cookies are not strictly necessary.

29. Complaints & Redress

We aim to provide a professional service and resolve concerns fairly and promptly.

Complaints should initially be submitted to:

Clean Spaces – Property Services Ltd
Email: info@cleanspaces-propertyservices.com

Our full In-House Complaints Procedure is available on our Website.

Clean Spaces – Property Services Ltd is a member of the:

Property Redress Scheme (PRS)
Membership Number: PRS054458

Where eligible, unresolved complaints may be referred to the Property Redress Scheme in accordance with the scheme's applicable rules after our internal complaints process has been followed.

30. Client Money Protection

Clean Spaces – Property Services Ltd is a member of Client Money Protect, a government-approved Client Money Protection scheme.

Scheme: Client Money Protect

Membership No.: CMP015606

Where Clean Spaces – Property Services Ltd holds client money on behalf of landlords or tenants, those funds are handled in accordance with the requirements of our Client Money Protection membership and applicable client-money rules.

A copy of our current Client Money Protection Certificate is available on request and may also be made available through our website.

This is much better than simply updating “application pending” to “approved” because it now clearly states who the scheme is, your membership number, and what the protection relates to.

31. Intellectual Property

Unless otherwise stated, the content of our Website, including Clean Spaces branding, written content, graphics and other materials owned by us, may not be reproduced, distributed or commercially exploited without our permission except where permitted by law.

32. Events Outside Our Reasonable Control

We will not be responsible for delays or failures caused by circumstances genuinely outside our reasonable control.

Where such circumstances materially affect a consumer Service, we will communicate with the Client and take reasonable steps to minimise disruption.

Nothing in this provision removes statutory cancellation, refund or other consumer rights.

33. Severability

If any provision of these Terms is found to be unlawful, invalid or unenforceable, the remaining provisions will continue to apply to the extent legally possible.

34. Governing Law & Jurisdiction

These Terms are governed by the laws of England and Wales.

Where you are a consumer, you retain any mandatory rights concerning where legal proceedings may be brought.

Where the Client is acting wholly or mainly in the course of a business, the courts of England and Wales will have jurisdiction unless otherwise agreed in writing.

35. Contact Us

For questions concerning these Terms or our Services, please contact:

Clean Spaces – Property Services Ltd
Company No. 15452196

102 High Street
Whitton
Twickenham
England
TW2 7LN

Email: info@cleanspaces-propertyservices.com
Website: www.cleanspaces-propertyservices.com

At Clean Spaces - Property Services Ltd, we are committed to providing a professional, transparent and reliable service. If something goes wrong, we want the opportunity to investigate the matter properly and put things right where possible.

Complaints should be submitted in writing to info@cleanspaces-propertyservices.com or by post to Clean Spaces – Property Services Ltd, 102 High Street, Whitton, Twickenham, TW2 7LN, together with as much detail and supporting information as possible.

We aim to acknowledge complaints within 5 working days. Following investigation, we will normally provide a formal written outcome within 15 working days of our acknowledgement.

If you remain dissatisfied, you may request a further review, after which we will provide our final viewpoint.

If we have not resolved your complaint within 8 weeks, or you remain dissatisfied following our final viewpoint, you may be able to refer your complaint to the Property Redress Scheme (PRS) for independent review.

Clean Spaces – Property Services Ltd is a member of the Property Redress Scheme - Membership No. PRS054458.