policies

COSHH Policy

COSHH Policy

 

1. Statement of Intent
1.1 Citywide Cleaning  Company London shall take appropriate measures to protect employees, cleaners and other persons who may be exposed to substances hazardous to health, that are generated out of, or are used in connection with, any activity under the control of the Company.
1.2 The Cleaning Company shall do all that is reasonably practicable to comply with the Control of Substances Hazardous to Health (COSHH) Regulations 2002 (as amended) together with any other regulations referred to in the COSHH Regulations.For the purpose of this Policy, a substance hazardous to health refers to any substance (including preparations) as defined in the COSHH Regulations, and attached as Appendix 1.2. Risk Assessment of Substances Hazardous to Health2.1 The Company undertakes to assess the risks to health from possible exposure to any hazardous substances. Work which exposes employees or cleaners to risk from substances hazardous to health is prohibited, unless, following a suitable and sufficient assessment of the risks created by the work, the risks to health are reduced to an acceptable level.2.2 The purpose of COSHH assessment is to prevent or control exposure to substances hazardous to health. Assessments shall be carried out by a competent person who is familiar with the relevant legislation and has a detailed knowledge of the process.3. Control Measures3.1 Managers/Supervisors are required to establish and monitor the operation of systems to provide and maintain any control measure, personal protective equipment, or any facility required by the Regulations.

4. Duties of Managers and Staff Supervising Cleaners

4.1 Managers and cleaners supervisors must ensure that staff and cleaners are familiar with relevant safe handling advice and guidance, including, where appropriate, information, instruction and training about the risks of substances in use and the precautions to be taken, and that Risk Assessments and Substance Hazard Data Sheets and all appropriate protective measures are in place.

5. Duties of Managers/Supervisors/Cleaners

5.1 Manager/Supervisors/Cleaners must follow all safe working practices, guidelines and instructions and use any control measures in the correct manner. Defects discovered in any control measure, device or facility, or any item of personal protective equipment must be reported promptly to their line manager or academic supervisor.

Appendix 1 A ‘substance hazardous to health’ means a substance (including a preparation) –

  • (a) which is listed in Part 1 of the approved supply list as dangerous for supply within the meaning of the CHIP Regulations and for which an indication of danger specified for the substance is very toxic, toxic, harmful, corrosive or irritant.
  • (b) for which the Health and Safety Commission has approved a workplace exposure limit;
  • (c) which is a biological agent;
  • (d) which is dust of any kind, except dust which is a substance within paragraph (a) or (b) above, when present at a concentration in air equivalent to or greater than –
    • (i) 10 mg/m3, as a time-weighted average over an 8-hour period, of inhalable dust, or
    • (ii) 4 mg/m3, as a time-weighted average over an 8-hour period, of respirable dust;
  • (e) which, not being a substance falling within sub-paragraphs (a) to (d), because of its chemical or toxicological properties and the way it is used or is present at the workplace creates a risk to health.

Health & Safety Policy Statement

Citywide Cleaning is committed to pursuing excellence in everything it does and this includes the management of health and safety.
General Principles

  1. At Citywide Cleaning we are committed to giving health and safety the highest priority in all of our activities.
  2. We expect staff, students, visitors, contractors and other employers who work at Imperial College to share this commitment by complying with our policies and, where appropriate, our procedures and to understand that they too have legal and moral obligations to themselves and to one another.
  3. We are dedicated to ensuring the health and safety of all persons who may be affected by our activities by:
  • Providing, managing and maintaining a work environment, as well as sport and leisure facilities, which are, so far as reasonably practicable, safe and in which risks to health are controlled.
  • Providing adequate and appropriate facilities and arrangements for welfare at work.
  • Providing, managing and maintaining our workplaces, grounds and properties so that they are, so far as reasonably practicable, safe and that risks to health are controlled.
  • Providing, managing and maintaining plant and equipment so that it is, so far as reasonably practicable, safe and that risks to health are controlled.
  • Ensuring that the use, handling, storage and transport of items and substances are carried out safely and that risks to health are controlled.
  • Implementing systems of work that are safe and where risks to health are controlled.
  • Providing the necessary organisation, expertise and resource, including communication and consultation, planning, monitoring, inspection and auditing procedures to ensure that there is effective management of health and safety throughout Citywide Cleaning.
  • Ensuring that our staff and any contractors we employ are competent and carry out risk assessments for all the work they control.
  • Providing the information, instruction, training and supervision at all levels necessary to ensure that our staff and students are aware of the hazards at their workplace, together with the appropriate measures to be taken to protect against these hazards.
  • Giving adequate information on relevant hazards to any persons whose health and safety might be affected by them.
  • Monitoring the safety performance of contractors who work for us.
  • Keeping up to date with best practice in relation to health and safety and complying with all relevant legislation and authoritative guidance.
  • Consulting with and involving our staff and students in matters relating to their own health and safety.
  1. Where there are no existing University policies or guidance, we expect our staff, students and contractors to meet the highest relevant standards and to comply with relevant legislation. Where no standards exist, we will work with our staff to develop systems which comply with best practice and eliminate or minimise the risks so far as reasonably practicable.
  1. It is our stated intention to educate our students in health and safety management by incorporating the basic principles into all appropriate courses. Wherever possible, information on the legislation and standards applicable to their course will also be included. In areas of work or research which are highly regulated, staff and students will be expected to attend certain courses as a mandatory requirement.
  1. We recognise that Citywide Cleaning is a small organisation but when it grows, every Faculty, Division and Department, must have written arrangements describing how they intend to comply with this Policy Statement, giving details of what, by whom and how health and safety will be managed locally.
  1. We undertake to continually review and develop our safety management systems, with the overarching aim of conducting our activities in a manner which does not affect the health and safety of any staff, students, contractors, visitors or members of the public, or adversely affect the environment.

I and the other members of the Management Board are committed to this Policy and to the implementation and maintenance of the highest standards of health, safety and welfare across Citywide Cleaning. We expect every member of Citywide Cleaning to share this commitment and to work together to achieve it.

Environmental Policy

Citywide Cleaning is committed to protecting the environment, conserving natural resources, preventing pollution and striving to be an exemplary corporate company. We will accomplish this through an environmental management system that will be comprised of policies and procedures that will ensure the reduction of our consumption of natural resources, energy and materials while minimising any adverse environmental impact from our operations, including, but not limited to, waste reduction and recycling.We will ensure that we comply with applicable local, regional and government regulatory requirements. We will set targets and objectives and through our environmental management system will ensure targets and objectives are being met and that we continually strive to improve our environmental performance.All employees are made aware of this environment policy and will receive relevant training to ensure they fully understand their responsibilities for environmental issues. The company operates an energy conservation policy to ensure that all non-critical equipment is switched off when not needed and low energy electrical equipment will be preferred for purchase.We will endeavour to perform business electronically, to reduce paper usage and use recycled paper whenever we can. Waste paper is collected and transported to the local Council’s recycling area and whenever possible we re-use incoming packaging materials. We will always seek to purchase products that are environmentally friendly, re-usable, and recyclable and that do not damage the environment.We will always seek to offset the carbon created by flights taken for business purposes and will endeavour to minimise business travel through the use of video conference and webinar facilities. This policy statement is on display at company premises and is made available to the public via our website.We are currently working towards obtaining certification to ISO 140001 Environmental Management System and the Carbon Trust Standard.

Quality Policy

The company shall allocate adequate resources and facilities to ensure quality of product and service compliance with agreed specifications and also the comfort and safety of staff. To ensure Citywide Cleaning quality objectives are achieved and maintained, the company has adopted the following strategy:- • Implementation of a Quality Management System based on ISO 9002-1994 Quality Systems for Production and Installation. • The monitoring of customer feedback shall be performed to provide a measure of the effectiveness of the quality policy. • An ongoing evaluation of systems will be performed and the quality policy refined to achieve a consistently high provision of Quality service that satisfies the customers changing requirements. Also, we have developed an Operational Quality Policy System which deals with the following structure: • Technical assistance from our suppliers • Work procedures in accordance with QBE Insurance Policy manuals • Inspection and examination of how to rectify or improve our services within the cleaning industry and how to avoid re-occurring problems • Design and specification of cleaning process to suit each site • Throughout the company, we will install and monitor simple, cost effective operating procedures, which will be reviewed on a regular basis. • We will manage and motivate the management team by setting specific objectives and monitoring their attainment. These will form the basis of our quality system in line with BS EN ISO 9001:2000, designed to achieve our stated aims of outstanding customer service and continual improvement.OUR MAIN PRIORITY
Citywide Cleaning Services is a quality endorsed and accredited Organisation for the purposes of Commercial Cleaning by the British Institute of Cleaning Science. We provide a range of quality cleaning services to companies and individuals in and around London Area and most of the UK. At Citywide Cleaning, we understand that quality is the ability to meet customer’s requirements by constantly maintaining high standard of service. It is our main priority to provide quality cleaning service to clients at competitive rates. As we work to achieving international quality standard ISO 9001-2000 award, we have adopted a system of working that complies with their requirements.Programmed inspections are carried out with a customer representative to a written schedule for all our cleaning activities and details are recorded. Areas of rectification are logged, with specific tasks being assigned to individuals checked and signed off by the Site Supervisor/Manager upon completion. Through regular inspection we are able to monitor trends and, if necessary, agree to implement changes to programmes and schedules in the “Site Manual”. This enables us to continually improve the standards of hygiene and cleaning throughout all areas of the site/location.All applicants for employment by Citywide Cleaning will be required to produce proof of identity. All employees of Citywide Cleaning Company will be required to sign a Confidentiality and Integrity Agreement. The agreement means that an employee will not divulge or discuss any information or material which comes to their attention as a result of their cleaning duties in client’s premises. Employees are also expected to behave in an honest and appropriate manner at all times and not bring Citywide Cleaning into disrepute. Any employee who is proven to be in breach of this agreement will be liable to instant dismissal at the discretion of the Citywide Cleaning management.Citywide Cleaning regards communication with customers as critical to the effectiveness of the quality system.Citywide Cleaning will only employ staff who are entitled to work in the UK. Anyone applying for work at Citywide Cleaning will be required to give written permission, under the terms of the Privacy Act, for background checks to be obtained from their previous employer (where applicable) and from at least two character referees who have known the applicant for at least six months.Anyone applying to be employed by Citywide Cleaning will be required to be CRB checked. They will also be required to meet the Citywide Cleaning Employment Criteria standard.

Terms and Conditions

These Terms and Conditions constitute the contract between Citywide Cleaning Services (the “cleaning company”) and the client, firm, or corporate body, as the case may be (the “Client”) that seeks provision of cleaning services, which are to be performed by the cleaner (the “Cleaner”). By ordering the Company services via telephone, e-mail, fax or website the Cleaning Company and the Client (together the “parties”) agree that the cleaning services will be provided in accordance with the Terms and Conditions herein.Cleaning Company’s Obligations
The Company will perform the work specified by the Client in a professional manner. The Cleaning Company endeavors to ensure that a high standard of work, integrity and reliability is always maintained by the Cleaner. The Cleaning Company will make every effort to provide a suitable Cleaner, by closely vetting Cleaners through interviewing procedures, checked references and police checks if required.While the Cleaning Company takes great care in selecting the right Cleaner for the Client, the Client shall be solely responsible for satisfying themselves as to the suitability of the Cleaner.Client’s Obligations
The Client MUST treat the Cleaner with respect and be courteous and helpful to the Cleaner. The Client must allow the cleaner access to hot water and power. All fragile and breakable items must be secured or removed. The Client will be honest in their description of the position to be filled, including the hours of work, type of duties and level of responsibility involved.If the Client wishes to engage the temporary Cleaner for an extended period of time the Client must first notify the Cleaning Companyand all subsequent bookings must be made through the Cleaning Company
The Client MUST settle their account with the Cleaning Company promptly. The Client should take note of the Cleaning Company‘s advice regarding the position to be filled. The Cleaning Companymay advise the Client that the hours they expect a Cleaner to work maybe excessive or that the area or item to be cleaned requires more hours.Regular Office and Domestic Cleaning
The company offers a regular cleaning service at the rate of £9.45 per hour(subject to the number of hours booked) without cleaning products and £10.50 with cleaning products. Minimum of 2 hours per cleaning visit applies. Service agreement shall kick in after two weeks once the Client has been satisfied with the level of work carried out in the first two weeks. This shall be for a minimum period of twelve months and will continue indefinitely thereafter unless the Company or the Client cancel in writing giving one months notice. Customer agrees to provide a list of tasks and all cleaning materials and equipment needed for the required work, unless other arrangements have been made with Citywide Cleaning Services. All cleaning equipment should be safe and in full working order. If the customer does not have cleaning materials and customer asks Citywide Cleaning Services to purchase said items on their behalf, customer understands that an applicable service charge will be assessed. If a Citywide Cleaning Services operative needs to collect keys from a third party’s address outside the postal code of the premises where work is to be carried out then a £10.00 charge may apply. The client understands that the price he/she has been quoted does not include anything apart from cleaning and ironing labour. If any estimates of how long it will take our operatives to do the job required are being provided that is only an estimate based on the average time it takes to clean a home or office of similar size to the customer’s, it being difficult to estimate precisely how long such tasks may take and that a degree of flexibility may be required. If customer requires an initial meeting before the first cleaning visit a signed Service Agreement must be returned to Citywide Cleaning Services prior to the visit.Pre/Post Tenancy Cleaning
Citywide Cleaning Services reserves the right to amend the initial quotation, should the client’s original requirements change. Minimum of 4 hours per cleaning visit applies. Customer agrees to provide a list of tasks and all cleaning materials and equipment needed for the required work, unless other arrangements have been made with Citywide Cleaning Services. All cleaning equipment should be safe and in full working order. If the customer does not have cleaning materials and customer asks Citywide Cleaning Services to purchase said items on their behalf, customer understands that an applicable service charge will be assessed. If Citywide Cleaning Services operatives need to collect keys from a third party’s address outside the postal code of the premises where work is to be carried out then a £10.00 charge may apply. The client understands that the price he/she has been quoted is not for a “package deal” and does not include anything apart from cleaning labour. If any estimates of how long it will take our operatives to do the job required are being provided that is only an estimate based on the average time it takes to clean a home of similar size to the customer’s, it being difficult to estimate precisely how long such tasks may take and that a degree of flexibility may be required. The customer is advised that a end of tenancy cleaning may take double the length of time required for a general cleaning. Post Construction Cleaning (After Builders Cleaning), Post Party Cleaning or Badly neglected homes may take up to three times longer than a well maintained home requiring general cleaning.One-Off Cleaning
Citywide Cleaning Services reserves the right to amend the initial quotation, should the client’s original requirements change. Minimum of 3 hours per cleaning visit applies. Customer agrees to provide a list of tasks and all cleaning materials and equipment needed for the required work, unless other arrangements have been made with Citywide Cleaning Services. All cleaning equipment should be safe and in full working order. If the customer does not have cleaning materials and customer asks Citywide Cleaning Services to purchase said items on their behalf, customer understands that an applicable service charge will be assessed. If Citywide Cleaning Services operatives need to collect keys from a third party’s address outside the postal code of the premises where work is to be carried out then a £10.00 charge may apply. The client understands that the price he/she has been quoted is not for a “package deal” and does not include anything apart from cleaning labour. If any estimates of how long it will take our operatives to do the job required are being provided that is only an estimate based on the average time it takes to clean a home or office of similar size to the customer’s, it being difficult to estimate precisely how long such tasks may take and that a degree of flexibility may be required. The customer is advised that a one-off spring-cleaning may take double the length of time required for a general cleaning. Post Construction Cleaning (After Builders Cleaning), Post Party Cleaning or Badly neglected homes may take up to three times longer than a well maintained home requiring general cleaning.

Carpet Cleaning
Citywide Cleaning Services reserves the right to amend the initial quotation, should the client’s original requirements change. If Citywide Cleaning Services operatives need to collect keys from a third party’s address outside the postal code of the premises where work is to be carried out then a £10.00 charge may be added to the price of the service. If the customer has a dog, cat or other hairy pet animal then an extra £10.00 will be added to the service price due to the extensive amount of animal hair slowing down the cleaning process, unless a different arrangement has been agreed with Citywide Cleaning Services. All carpet cleaning prices are subject to £50.00 minimum call out charge.

Payment 
Regular Domestic and Officeclient will be invoiced on a monthly basis. This maybe paid by BACS, Standing Order and DEBIT/CREDIT CARD. All invoices must be paid within 14 calendar days or the Cleaning Company may levy a surcharge of £5.00 a week for each week that the Cleaning Company fee remains overdue and unpaid. As per The Late Payment & Commercial Debts Act (interest) Act 1988.

One-Off Cleaning
All outstanding balances for Carpet, Pre/Post and One-Off Cleaning carried out are payable to the Citywide Cleaning Services operatives upon completion of the job on the day of the service either by cash, cheque (must be payable to Citywide Cleaning Services) or by credit/debit card upon. Customers may be asked to show a cheque guarantee card if paying by cheque. If the customer’s bank returns the cheque unpaid Citywide Cleaning Services reserves the right to charge £20 administration fee. By signing contract agreement customer agrees to pay car park, or congestion charges if applicable. If the Cleaner has a wasted journey the Client must pay the cleaner’s reasonable traveling expenses.

Keys
The Client may choose to issue the Cleaner with keys that allow access to the premises to be cleaned (the “Keys”). Upon issue of the Keys, the Client must deductdeposit of £20.00 from the Cleaning Company (the “Key Deposit”) and both the Client and the Cleaning Company must sign a Key Security Form.If Keys have been provided to the Cleaner, then following termination of the services the Cleaning Company must return the Keys to the Client. Provided the Keys have been returned, the Client must PROMPTLY REFUND the Key Deposit to the Cleaning Company. Clients who complete the Key Security Form MUST provide a signed copy to the Cleaning Company

Claims
Citywide Cleaning Services has a public and employer’s liability insurance. The policy will cover any accidental damage caused by an operative working on behalf of Citywide Cleaning Services. There is £100.00 excess on any claim. The customer accepts and understands that poor service, breakage/damage or theft must be reported within 24 hours from our service date. Failure to do so will entitle customer to nothing. Citywide Cleaning Services advises that the customer or a customer’s representative must be present at the time of completion of the job so an inspection can be carried out and any corrections made on site on the same day. If the customer has scheduled an inventory check then it must be scheduled to commence no later than 24 hours after the cleaning job has been carried out. In case of damage Citywide Cleaning Services will repair the item at its cost. If the item cannot be repaired Citywide Cleaning Services will rectify the problem by crediting the customer with the item’s present actual cash value toward a like replacement from a Citywide Cleaning Services source upon payment of cleaning services rendered. If the customer is not completely satisfied with a cleaning job, Citywide Cleaning Services will re-clean any areas and items to customer’s satisfaction. All fragile and highly breakable items must be secured or removed. Items excluded from liability are: cash, jewellery, items of sentimental value (the customer will be credited with the items present cash value), art and antiques. Key replacement/locksmith fees are paid only if keys are lost by our operatives. There is a £30 per location liability limit.

Citywide Cleaning Services reserves the right not to be responsible for: cleaning job not complete due to the lack of suitable cleaning materials and/or equipment in full working order, hot water or power; third party entering or present at the customer’s premises during the cleaning process; wear or discolouring of fabric becoming more visible once dirt has been removed; failing to remove old/permanent stains that cannot be removed using standard carpet cleaning methods; existing damage or spillage that cannot be cleaned/removed completely using provided by the customer cleaning materials and equipment or standard carpet cleaning equipment; any damages caused by a faulty or not in full working order materials/equipment supplied by the customer; accidental damages worth £50.00 or less; any accidental damages caused by our cleaners if the customer has an unpaid balance owed to Citywide Cleaning Services.

Cancellation
Regular domestic cleaning, office cleaning: Customer may cancel a cleaning visit/s by giving at least 24 hours advanced notice. Customer may terminate the whole service by giving two week (14 days) advanced notice in writing and specifying the last cleaning date. Customer agrees to pay the full price of the cleaning visit if the customer cancels or changes the date/time less than 24 hours prior to the scheduled appointment. Customer agrees to pay the full price of the cleaning visit in the event of a lock-out caused by our cleaners being turned away; no one home to let them in; or problem with customer’s keys. If keys are provided they must open the lock without any special efforts or skills. Customer agrees to pay the full price of one cleaning visit in case of a termination of the service if the customer has given less than one week advanced notice. Customer has the right to terminate the service without giving one week advanced notice but by giving 24 hours advanced notice before or immediately after the first cleaning visit only.

End of Tenancy cleaning: Customer may cancel the scheduled cleaning job at least 24 hours prior to the agreed start time. Customer agrees to pay £20.00 cancellation fee per cleaner if the customer cancels or changes the date/time less than 48 hours prior to the scheduled appointment. Customer agrees to pay £20.00 cancellation fee per cleaner in the event of a lock-out caused by our cleaners being turned away; no one home to let them in; or problem with customer’s keys. If keys are provided they must open the lock without any special efforts or skills.

One-off cleaning: Customer may cancel the scheduled cleaning job at least 24 hours prior to the agreed start time. Customer agrees to pay £20.00 cancellation fee per cleaner if the customer cancels or changes the date/time less than 48 hours prior to the scheduled appointment. Customer agrees to pay £20.00 cancellation fee per cleaner in the event of a lock-out caused by our cleaners being turned away; no one home to let them in; or problem with customer’s keys. If keys are provided they must open the lock without any special efforts or skills.

Carpet cleaning: Customer may cancel the scheduled cleaning job at least 24 hours prior to the agreed start time. Customer agrees to pay 40% of the quote as a cancellation fee if the customer cancels or changes the date/time less than 24 hours prior to the scheduled appointment. Customer agrees to pay 40% of the quote as a cancellation fee in the event of a lock-out cased by our cleaners being turned away; no one home to let them in; no water or power available at customer’s premises; or problem with customer’s keys. If keys are provided they must open the lock without any special efforts or skills. If an initial deposit has been paid to Citywide Cleaning Services then the customer agrees that deposit funds may be used to cover the cancellation fee.

After cancellation of the cleaning service
By entering into a service agreement with Citywide Cleaning Services, the customer agrees that after the termination of the cleaning service he/she will not hire or use any domestic services provided by a present or past cleaner introduced to the customer by Citywide Cleaning Services. If the customer does wish to hire or use domestic services provided by such a cleaner then he/she must pay a referral fee of £1,000. By ordering Citywide Cleaning Services’ service by telephone, e-mail, fax or Citywide Cleaning Services’ website the customer agrees to be bound by Citywide Cleaning Services’ terms and conditions.

These terms and conditions shall be governed by the relevant United Kingdom law, and by agreeing to be bound by them the customer agrees to submit to the exclusive jurisdiction of the relevant courts of the United Kingdom.
Citywide Cleaning Services reserves the right to make any changes to any part of these terms and conditions without giving any prior notice. Please check this website for updates.

Any claim against the Cleaning Company shall be limited to the aggregate Cleaning Company Fee charged to the Client and received by the Cleaning Company.

Miscellaneous
The Client must not pass the details of the cleaner to a third party for the purpose of engaging in private work. There will be no variation or change of these Terms and Conditions unless approved in writing by the Cleaning Company.

These Terms and Conditions are governed by, and interpreted and construed in accordance with the laws of England and the parties submit to the exclusive jurisdiction of the English Courts.

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