Clean P.O.V. Ottawa
Just Some Administration Stuff ..
Clean POV Ottawa Light Reading
CLEANING SERVICE AGREEMENT These Terms of Business will apply in relation to all cleaning services carried out by us for our clients. Our Services: The services that we provide for you will be set out in the Agreement between us (client intake form completed for your quote) We will provide you with an appropriate member from our team after we have ascertained your needs and your House Manger will be properly briefed. Cleaning Services Agreement for specific information regarding the day, (time blocking in effect- due to the time consuming and unpredictable nature of cleaning, an exact time of arrival cannot be guaranteed. We provide am and pm time slots for your convenience. If there are changes to your date, we will advise you immediately) Such can occur with our family run – smaller in team size business. Homeowner (hereafter known as client/homeowner) may postpone a regular scheduled spot reserved for the client at any time for any reason. We ask for a minimum of 48 hours notice. Clean POV (hereafter known as CPOV or “we”) may also cancel at any time for any reason with 24 hour notice and will rebook in the next spot available. 6 month contract is in place. This time will allow us to re-arrange our schedules as needed. If that time frame is not respected- there will be cancellation fees applicable- monthly total service fee agreed upon if this is contact is broken. We also ask for a month notification to avoid regular payment if you are on a regular programmed service with us. Our company plans by accepting new clients in based on fixed spots, and our many flexible workers within budget accordingly to ensure their financial commitments for their families and attracting and retaining the very best who enjoy our type of work. We all know when we are planning vacations, such advance notice allows up to back fill in your spot and also respectful to our relationship and business needs. Good Communication: The best way to assure that you receive excellent service, is to let us know how what’s working and what we may need to tweak- life changes and so do our needs! Feel free to call or email us at any time, and we’ll make sure that your concerns and requests are taken care of. We also regularly review all service plans. We reserve the right to alter or modify these terms at any time in which you will be given the revised Agreement and your continued use of our service implies agreement with these terms. Clean POV agrees to provide cleaning services to you as per your request. The charges for our service are for the agreed dollar amount for a team of our House Managers (hereafter known as Clean POV Team members) the agreed time allows CPOV to send as little or a lot of team members to complete the project. The charge is for the amount of work hours reserved for you for this job and not for any specific outcome. In the event that our cleaning team members complete the job in less time than the maximum reserved, which may sometimes be possible, the charge will be adjusted (since this time block has been reserved for your job we will seek to complete as much as possible within the window). Please note that for an average size home a typical move out cleaning or a deep cleaning may take in excess of 4- 6 work hours up to a maximum 10 plus at times- agreed time and if we are unable to complete the work additional time block will be needed to rebook with Clean POV. A regular weekly or every other week cleaning in a typical home may take in excess of 3- 4 work hours. Our team members will do the best possible job they can in the time they have available. Since the condition of each homes will vary, it is possible that we may not be able to complete the job in the time available. In such a case additional time may be required at an additional charge. (we will discuss properly prior) If you choose not to have additional time then our team members will do the best possible job, they can in the time available and your priorities indicated at quote intake time. We will not exceed the max. of the quote provided and provide full details on our checklists of all work complete. There are no refunds. By using our service, you agree to the terms of this agreement and agree to pay the total due to us. All agreements are contingent upon strikes, accidents or delays beyond our control. Any changes to rate and/or time, be it verbal or in writing will not affect the substance of this agreement and all the terms herein will still apply with the new rate/time. By checking the intake form you have agreed to the terms and have read all for service. LICENSED, INSURED CPOV is a professional cleaning service that is fully licensed, and insured. QUALITY OF SERVICE For your convenience, and quality control, we can leave you with a checklist indicating the various services we provide each time we cleaned your home; we also have them available and can send you. Our management from time to time will conduct random on-site inspections. If, after your inspection, you find our service unsatisfactory, please contact us within 24 hours so we can correct the issue the next day. Note- we will not come back for areas we were not able to get to or complete. This is only applicable to areas we cleaned as per our checklist. Refunds are not offered as we will try to correct any mistakes or missed services. JOB START/END TIMES For hourly jobs, we charge from the time we arrive on the premises, which includes unloading of our supplies and equipment from our vehicle, to the time we have finished cleaning, including the loading of supplies back into our vehicle. Preparation for Your Appointment: How to get the best from us- We do require that you prepare for our visit by straightening – tidy – lift things off floors and a general counter clear beforehand. We’re glad to do the picking up for you. If you expect us to be doing much picking up, please let us know when you schedule service. Otherwise, it may reduce the time spent on other cleaning tasks.Desks that have a large amount of paperwork for instance will not be cleaned. We would appreciate items were picked up off the floor and dressers and counters were organized before we arrive. This will maximize efficiency and minimize the time we spend to clean your house. If you prefer that our cleaning team remove these items, we will add the additional billing time and charge you accordingly. Also, please secure cash, jewelry and other small valuables. We also ask in the summer months if you could set your air conditioner at an appropriate temperature. If for some reason you do not want a particular room cleaned, please just leave a note and close the door of that particular room. For safety reasons, we ask that your children be supervised while our team and equipment are present in your home; however, we prefer that no one is in the house while our cleaners are present so we can work to full potential with no distractions and ensure our eye for cleaning is kept sharp on tasks done and to do. THE CLEANING TEAM We provide all equipment and supplies. Our House Managers have bags tagged CPOV to identify themselves. Our House Managers can be in teams or solo. We make every effort to keep the same team leader assigned to your home, but cannot guarantee it. Illness, vacations, etc, can all result in a change of team or change of cleaners on a team. With the nature of the service-based industry we do our best to ensure a trained and approved house manager is briefed on your home work order to best serve. We also experience some busier days than others so we ask for 3 specific days of the week that best work for your home and we use that when building our schedule monthly. You will receive a notification of change from time to time and reminders Fridays before the week of scheduled cleaning. IF any questions please contact home office at email@example.com. We use House Managers who are known to us and/or have good references, our aim being to ensure that all our personnel are reliable, discreet and honest. If at any time your allocated cleaner is not available, we will use our best efforts to provide another member of our team. Our teams vary from job to job. When more than one person is at the job, the quoted time -- which was given in person hours -- is lessened by the number of people. For example, if you were scheduled for a two-hour service and two cleaners are assigned to your job, the cleaning should be completed in one hour or two person hours.In addition, cleaners are unable to be hired aside from Clean POV or may not solicit any clients who hire Clean POV. They will be subjected to considerable fines for could appear in small claims court for damages. HIRING OF Clean POV- loyalty and trust All of our cleaners have signed a “Non-Compete Agreement” with CPOV. Therefore, they are prohibited from soliciting business from any client on his/her own behalf or on behalf of any third party during their employment with CPOV or for (2) two years following leaving or termination of employment, without written approval from CPOV. Therefore, you agree not to hire past or present cleaning team members of CPOV for a period of not less than 2 years from the date the team member last worked for CPOV. A great deal of time and resources are put into hiring our staff. However, in the event you feel you must hire a team member of CPOV in spite of this agreement, then a $2,500.00 placement fee is due immediately upon employment of the past/present team member, regardless of whether the employment is regular or on a contract basis. EQUIPMENT AND SUPPLIES: We provide our own cleaning supplies and equipment including vacuums, mops, and cleaning products. Should you choose to supply specific products for our House Manager to use then you agree to take responsibility for the outcome. Our brand is all about eco friendly and we take our stewardship and leadership in the industry serious. The products we use must be eco-friendly, people staff children pet friendly. Products such as – Mrs. Meyers, Pink Solution, Terra20, Melaleuca, Norwex are our staples, Vinegar – Dawn combo and essential oils like lemon, lemongrass, orange, could be used. Please note: we always use our vacuum as we know how it works and are trained on our own House Managers. (Should you wish for our company and teams to use products you provide we will not be held accountable and responsible for end results.) Note- from time to time our move outs or deep cleans may require more enhanced products and we will seek the best within our brand concept and plan. A list of what to have on hand-if you want us to use your products: All Purpose/ multi-surface cleaner- eco brand a must. Tile/ hardwood/ laminate flooring cleaner Bathroom Cleaner/ Soap Scum CleanerDusters/ Microfiber ClothsPaper towels / Cloths of preferenceBodily fluids: We do not clean animal cages, litter boxes, animal droppings, human or pet feces, urine, vomit, soiled clothing or similar biohazards. We will clean around boxes, etc. but cannot by OSHA standards clean up actual bodily fluids.Cleaning is done assuming all surfaces are sealed, i.e. countertops, floors, etc. If you are aware of any surface that is not sealed, please notify us so that we may take appropriate actions. CONDUCT- accepting deliveries: Our cleaners are advised not to answer the telephone or doorbell. Their only purpose while in your home is to provide the agreed upon services you have allowed us into your home for. It is our policy that our teams do not smoke or eat in your house. TRAINING AND SUPERVISION :New cleaning members are assigned to trainers who supervise them on their first several cleanings. After a formal review with the trainer, the cleaner is then assigned to a team or allowed to work on their own.Photos: Our team may or may not take before and after photos during the initial clean to show progress, use as training or to flag a notable issue to home office. We may follow up or keep on file for reporting purposes. Our house managers can from time to time make house improvement suggestions or recommendation for improvement, awareness or health issues. We will never post these to social media – but for some dramatic work we may with your permission use as part of our marketing purposes. If you do not want this please advise. ARRIVAL & DEPARTURE TIME: Estimated Arrival Time: We’ll give you an estimated window of arrival. Our staff will email to let you know if they’re significantly off schedule (more than an hour early or late). While we schedule for travel time, we can’t control traffic conditions, and earlier clients’ appointments may take more or less time than scheduled, or be cancelled. You may request a “first appointment of the day”, and we’ll accommodate you if available (even with these, traffic sometimes trips us up!). We’ll also try to accommodate requests for “not before” or “not after” a specific time. You don’t have to be home to receive service, as long as you provide for entry Move in- Move outs / Rentals CPOV prefers a window of a minimum of 5 hours to clean between renters to ensure your home is properly cleaned. The usual times are 10AM to 3PM however per this Agreement we will set the exact times in writing. With this said, CPOV reserves the right to stay an extra (2) hours after the check-in date to clean for ANY reason. Duration of Regularly Scheduled Appointments: The amount of time spent cleaning may vary somewhat from appointment to appointment. If we find that we’re spending less time on average than we had estimated, we’ll reduce your fee. If we find that we’re spending more time than anticipated, we may need to increase your fee. In either case, we’ll contact you and come to a mutual agreement. Please contact our office if you’d like to add or remove cleaning tasks, so that we can adjust the time and fee accordingly. You’re always welcome to prioritize tasks for your cleaner(s). Having the Same Team: We’ll assign you to a team leader who will come to know your specific needs and preferences. We’ll substitute when necessary, for illness, vacation, turnover, etc. We may need to substitute during busy holidays, although we try to avoid this. With all substitutions, we’ll do our best to send at least one person who already knows your home. Team assistants may change over time as we promote them to team leaders. Sidewalk and Entrance Safety: During the winter months Clean POV requires you to have any sidewalks or walkways free of ice to prevent slip and fall injuries. If we arrive to your home and are unable to safely access the house we will have to cancel or reschedule. This is for our team’s safety and the ability to continue service for everyone in a timely manner. SECURITY ALARMS: If your home is equipped with a security system, please ensure that it is in the “OFF” position or inform our office of the codes and input sequence before your scheduled cleaning. Please be sure to notify our office if this code changes. KEYS Please ensure your home is accessible to us. We send all reminders to ensure you are prepared and in the know.Our policy is to lock the door while we are cleaning and to not allow access to unknown people. For safety reasons, please don’t rely on our cleaning teams to let in workmen during the time we are in your home. Suspected Theft: We screen our staff carefully upon hiring. Theft by household workers is rare, and usually items believed to be stolen are eventually found in the home. Most people are honest; however, we can’t guarantee that theft will never happen, and we want to assure you that we’ll cooperate in any way we can in the event that you suspect that our staff has taken something from your home. If you suspect a theft has taken place: – Contact us immediately so that we can talk with our staff. They may have seen the item, or the conversation may give us additional useful information. – Search your home carefully. – If you conclude that the item has been stolen, we urge you to contact your local Police and request an investigation. We know that the police frequently do not follow up on this sort of report, so we strongly urge, as a precaution, that you keep your valuables out of sight and in a safe location. CONTACTING US mail: firstname.lastname@example.org - 6136978421If there is an emergency, please indicate invoice mail. Email is the preferred method.Do NOT contact your assigned cleaner directly for any reason. Any requests, changes, etc. must go through the main office. Cancellations—Please provide at least 24 hours' notice when postponing when possible. If same day canceling please try to cancel before 8:30 am to facilitate schedule changes for the staff and allocate them to other work. If canceling after 8:30 am there will be a cancellation fee of $50. On top of the regular service pricing as we now have refused other clients and work. If you are a weekly account and skip 2 or more times in a row there will be an additional charge of 25% of full cost to cover additional time to clean. If you are a bi-weekly or less account and skip 1 or more times the same fee applies. If Clean POV cancels for any reason this policy does not apply. Our company plans in accepting new clients based on fixed spots, and our many flexible workers within budget accordingly to ensure their financial commitments are met while also enjoying working within this Industry. We all know when we are planning vacations, such advance notice allows up to back fill in your spot and also respectful to our relationship and business needs. “Changes/Additions.”Holidays: We don’t provide service on the following holidays. If you have a cleaning appointment scheduled on these days, we will either book your service the week before or after holidays. Should you wish to have service before holidays let us know in advance. Modifications will be shared.Christmas Day (12/25 & 26)New Years Day (1/01) & Easter .For all others services will be moved to the day before or after. WEATHER: In severe weather, we may determine it is not safe to travel and/or carry equipment and supplies to your home; therefore, your cleaning service for that day will be cancelled and CPOV will not be held liable in anyway. If and when this occurs, we will reschedule in writing via email. EXTRA REQUESTS Please email us at least (2) two days before your scheduled cleaning if you have special requests (e.g. after construction, painting, sanding), detailed refrigerator cleaning, windows, basement, etc. so we can schedule the extra time needed to complete these tasks. We can provide an over the phone estimate; however, we reserve the right to adjust the quote once we have arrived upon your property. Any alterations or changes from our “standard” cleaning checklist involving extra work, will be at an extra charge. Any “last minute/emergency” cleans are also an extra charge. Any extra charges must be approved in writing via email or text between you and CPOV before any extra work begins.Sick Policy-- If anyone in the home is sick with a contagious illness (flu, cold, pneumonia, chicken pox, lice, etc.) please reschedule your cleaning. We want to limit the possibility of transferring illnesses from one home to another or causing employees to become too ill to work. To be fair to all the customers and staff, please wait until you are well again. We will also not send a sick employee to your home for the same reasons. ACCIDENTS/DAMAGE: Because of the nature of our business, our staff is required to touch virtually everything in your home. We are as careful as possible; however, if something does get damaged while cleaning your home, our staff is instructed to call our office and to leave a note advising you of the incident. We will assess each on a case by case basis and if there are valuable items you wish us to exercise caution around please indicate so on the special instructions on the intake form to guide us. The office will also follow-up to you to determine the best course of action. CPOV is not responsible for damage due to faulty and/or improper installation of any item. Examples would be: broken or improperly installed blinds, toilets, tiles, curtain rods, shelves, loose carpet etc. All surfaces (e.g. marble, granite, hardwood floors, etc.) are assumed sealed and ready to clean without causing harm. We will not be able to guarantee our results if toilet and tub drainage issues and if anyone refuses an initial deep clean with Clean POV. We recommend initial deep cleans if the home has not been professional cleaned within 30 days or our arrival. Please note – we do touch everything and damages could result. Please we ask that you remove and safe house all valuables and heirloom/ Jewellery or valuable pieces to ensure not damaged/ damaged/ or dropped- lost Waiver- due to the nature of the work and that we are touching almost everything in the home, even the best of cleaning companies periodically may have breakage or damage. You understand this and waive legal action against us. PETS: If you have pets, they must be secured at all times. Our teams are instructed not to enter a house if they believe an animal is a threat. In this case you would still be liable to pay the agreed upon cleaning fee. Please remember that pets may behave differently if a family member is not present. We also will not be responsible for urine and fecal material to clean for health reasons. Seasonal insect infestation can also be a problem and may prevent us from completely cleaning your home. If roaches, rats, bed bugs, fleas are encountered, we will not clean and call you ASAP regarding the problem; in this case you would still be liable to pay the agreed upon cleaning fee... Illegal Activity on Locations: CPOV must be made aware of situations where AirBNB illegal activity has occurred and assured the location is secure and safe if we suspect any illegal activity Clean POV will refuse work. PAYMENT POLICY Payment is due in full upon receipt of your invoice (sent via email). Various methods are available for payment. In the event an account requires legal or collection action, client/homeowner agrees to pay all cost of collection without limitations for reasonable attorney fees, interest on past due amount, court costs, and all collection costs. Moreover, CPOV reserves the right to place a lien and or a judgment upon your primary or rental home for a delinquent payment and you the homeowner agrees to pay all legal fees and time spent for remedy. Please do not leave any payments on the kitchen counter, or in the house. For accounting purposes, we prefer payments to be made directly to the office via online CC. or etransfer to email@example.comUnless otherwise agreed, we will invoice you the week in advance of cleaning and a we will automatically bill your credit card on file or an etransfer should be set up and pay the invoice forwarded for your action. First cleaning a deposit is required to secure the cleaning date and you have agreed to the time block – we will work within the time block and send along a final invoice after the cleaning session. The remaining amount is due the date of the cleaning. We reserve the right to increase our charges and you will be given at least one month’s notice of any increase. But annually we will increase all accounts by 2%. Rate Changes: Clean POV reserves the right to revaluate rates at any time based on the amount of time it takes to perform our services to meet the client's standards.We monitor the actual cleaning time for the initial 2-3 months of service and occasionally thereafter. Clean POV will contact the client to discuss possible price or service revisions if the cleaning time differs drastically from the bid. LATE FEE Overdue payments are subject to a late fee of $25.00 for accounts overdue by 30 days. In addition, interest will be charged at the rate of nineteen percent (19%) per annum on all overdue amounts accruing monthly. We reserve the right to increase our charges and you will be given at least one month’s notice of any increase. Annually we will increase all accounts by 2%. Collections- no payment. In this event and payment is not received within 30 days of written notice and an account requires legal or collection action, client/homeowner agrees to pay all cost of collection without limitations for reasonable attorney fees, interest on past due amount, court costs, and all collection costs. Moreover, CPOV reserves the right to place a lien and or a judgment upon your primary or rental home for a delinquent payment and you the homeowner agrees to pay all legal fees and time spent for remedy GRATUITY Although a gratuity is not expected or required, the team members certainly welcome it! A great way to show the team your appreciation is with a gratuity. The amount of gratuity is split equally among the members of the team. You may leave a cash gratuity for the team (preferred method) or add the gratuity to your payment by specifying the amount on the check. Gratuities will not be accepted on credit card the Cost of your Cleaning CPOV always recommends an initial team clean to set the home up for subsequent cleans on a schedule. All quotes will be done on-line according to our internal scheduling. After the first or subsequent cleanings, if CPOV determines they need to adjust the cleaning fee higher, we will email you the new dollar amount. You have the option of not agreeing to the increase and void this Agreement. PROVIDING FEEDBACK: Since cleaning is a very personalized service, we are always asking for cleaning feedback. Please send an email and let us know if there are ANY concerns or positive comments -- good or bad. This feedback is essential to serve you better, to correct any problems and to pass on these comments to our cleaners. REFERRALS: Clients will receive a 10% on their next cleaning service for referring each new client to CPOV. This discount becomes effective after the referred client’s first cleaning and subsequent payment. Please email us the new clients name and address and we will ensure this credit reflects on your future invoice. “Changes/Additions.”Holidays: We don’t provide service on the following holidays. If you have a cleaning appointment scheduled on these days, we will either book your service the week before or after holidays. Should you wish to have service before holidays let us know in advance. Modifications will be shared.Christmas Day & Boxing (12/25 & 26)New Years Day (1/01)Easter Weekend For all others services will be moved to the day before or after. Web Cam's: with more and more usage in our society we know where ever we go we can be under surveillance. We do ask that you let us know a that while our staff are on the premise, any recordings are not to be posted to the internet or social media. Failure to follow their guidelines will be subject to legal action. WHAT WE WON’T DOIf we are specifically requested to dust/clean inside of a hutch/china cabinet, dust any computer equipment or wash dishes, client agrees to not hold CPOV or any of its team members responsible for damage to any article or component. · Lifting moving heavy furniture · Reaching heights inaccessible on our long-handled dusters- no ladders and step stools will be used · Clean the front of tv’s or monitors· Carpet Cleaning (we can refer some superb partners)· Cleaning Bio-hazardous substances (feces, blood etc) · Cleaning Infested – mouse/rats/ lice/ bedbugs rodents’ properties· We won’t move appliances and or connected to water or gas. · We will not be responsible for pet cleaning up if an accident or vomits. Our teams are advised to clean around these areas. We recommend a vac specific for litter type material clean up. We will not be using our vacuums on service for such clean up. · We also do not do shop vac. Post construction material pick up. · We do not clean inside curio cabinets. If you have other items you prefer, we not clean or handle, please call or email the office and we will arrange to avoid those items. Our team can not climb higher than a step stool, work on the outside of your home, move furniture that contains electronics, lift any objects over 20 pounds; however there might be times when you want us to move furniture, e.g. beds, large chairs, etc.. and in these cases, we are not responsible for their breakage due to old or faulty manufacturing. We do not provide any pet or children-related services, or empty diaper pails. The cleaning team will not pull out any appliances (for example a stove, fridge, washer/dryer) for you due to the possibility of causing floor damage (unless you hold us blameless for any damage), however if you have these appliances moved out yourself we would be more than happy to clean behind them. Privacy Statement: Disclosure of User Information. Clean POV Ottawa- does not sell, trade or transfer User Information to third parties.At Clean POV Ottawa- we are committed to protecting the privacy of our clients, and colleagues. The Privacy Commissioner of Canada has implemented a formalized system of privacy protection in Canada known as the PIPED Act.Clean POV Ottawa- collects both business and personal information, as our clients are both business and non-business. The information we collect is used to render services and may be shared with colleagues, suppliers, or financial institutions when needed. CPOV agrees to offer a “Standard” clean (see the list of duties on our website for this type of cleaning: for the property located at ____________________________________________________, for $_________, conducted biweekly/weekly/monthly on the day of ___________ between the hours of _____ and _____, for homeowner’s ____________________________, for the following dates – (per email(s) from homeowner to CPOV.)Changes/Additions:_____________________________________________________________________________________________________________________________________________________________ IN WITNESS WHERE OF the Parties have executed this Agreement on the first date written above. Signing and checking off the intake form indicates agreement and acknowledges terms of service within Clean POV. OWNER: Homeowner/ClientCPOV/CONTRACTOR:_______________________/____________________________/____Signature DateSignature Client Date____________________________________________Name (please print) CLEAN POV™ Clean from every point of view __________________Name (please print)
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300 Greenbank Rd. Suite#M017 Ottawa, On. K2H 8K9