Terms of Service

Spotless Solutions is a software-as-a-service platform for cleaning businesses. It provides operational tools and does not itself provide the cleaning service unless expressly stated.

Depending on the plan and configuration, features may include:

• Clients, services, quotes, bookings and public booking pages
• Branded Client Portal and Staff Portal
• Rota, attendance, timesheets, leave, payroll preparation and staff records
• Invoices, payments, refunds, expenses, stock, mileage, finance and reports
• Proof of service, photos, quality controls and team development
• Email and WhatsApp service or marketing communications
• Client Shop, product orders and retail fulfilment where available
• Spotless Assistant and other support or automation features

Features are subject to the plan, technical availability and configuration shown in the platform. We may improve, replace or retire features in accordance with these Terms.

You must provide accurate information and keep account credentials secure.

Business owners are responsible for:

• Maintaining authorised access to their Business Account
• Adding only staff and clients they are entitled to invite or manage
• Removing or disabling access when it is no longer required
• Keeping business, billing and contact information reasonably current
• Activity carried out through authorised users of their Business Account

You must notify us promptly if you reasonably believe an account, password or access link has been compromised.

Spotless offers plans with different features, limits and usage allowances. Current plan information is displayed on the pricing page and in Plan & Billing before purchase.

Plan limits may include active employee limits, WhatsApp message allowances, Client Shop availability or access to advanced workforce, finance, marketing and reporting features.

If a plan is downgraded, new use of unavailable features may be blocked. Where reasonably necessary for accounting, fulfilment, safety or legal continuity, existing records may remain accessible even if creation of new records is restricted.

Eligible new Business Accounts may receive a 14-day free trial.

During an active trial, Spotless may provide broader feature access so that the business can evaluate the service. Trial access is temporary and does not guarantee permanent access to features outside the plan later selected.

If you activate a paid Stripe subscription before the trial ends, the first recurring charge is normally scheduled for the end of the remaining trial unless the checkout clearly states otherwise. If no paid subscription is active when the trial ends, paid-plan features may be restricted until a plan is selected.

We may prevent repeated or abusive use of introductory trials.

Paid subscriptions may be offered monthly or annually and are processed through Stripe.

The price, billing cycle, applicable taxes and the amount due are shown before checkout. A subscription renews for the selected billing cycle until cancelled.

You authorise Stripe and Spotless to charge the payment method associated with your subscription when charges become due. Stripe may retain payment method and billing details under its own terms and privacy policy.

We may change prices for future billing periods. Where a change affects an existing paid subscription, we will provide reasonable notice before the new price is charged where required.

Active paid subscribers can manage billing and cancellation through Plan & Billing and the Stripe Customer Portal made available from Spotless.

Cancellation is normally scheduled for the end of the current billing period. Access remains available until that date, subject to these Terms, and no further recurring subscription charge should be taken after cancellation takes effect.

Upgrades during an active paid period may take effect immediately and may be prorated. Downgrades and billing-cycle changes are normally scheduled for the next renewal. The confirmation screen in Spotless shows the effect before a plan change is submitted.

Fees already paid for a billing period are generally non-refundable unless required by law, expressly stated at checkout or agreed by us because of an error or exceptional circumstance. This does not affect any mandatory statutory rights that apply.

If you believe a charge is incorrect or duplicated, contact us promptly so it can be investigated.

If a subscription payment fails, Stripe may retry the payment and Spotless may provide a limited grace period or display a payment issue notice. We may restrict paid features if the issue is not resolved.

Suspension for non-payment does not automatically delete business records. Outstanding lawful charges remain payable.

A cleaning business may connect its own Stripe account so its customers can pay bookings, invoices or product orders online.

Customer payments made through this feature are payments to the relevant cleaning business, processed using that business's connected Stripe account. Spotless provides the software flow but is not the provider of the underlying cleaning service or retail product.

The cleaning business is responsible for prices, VAT treatment, service delivery, product fulfilment, cancellations, customer disputes and deciding whether a refund is due. Where the owner initiates an eligible Stripe refund through Spotless, the refund is submitted through the same connected Stripe account that received the payment.

Stripe's own terms, payment processing rules and timing also apply.

Spotless may allow a business to record payments received outside the platform, such as cash or bank transfer. Those entries are records supplied by the business; Spotless does not independently verify that the external payment occurred.

The business remains responsible for reconciliation and for keeping legally required financial records.

Spotless may provide operational and marketing communication tools. The Business Customer is responsible for the lawfulness of the recipients, content and marketing basis it selects.

The Business Customer must:

• Use operational messages only for genuine service communications
• Record and respect the appropriate consent, soft opt-in or other lawful basis before marketing
• Keep email marketing and WhatsApp marketing choices separate where required
• Honour opt-outs and suppression records
• Avoid misleading, unlawful, discriminatory or abusive content
• Comply with PECR, UK data protection law and applicable Meta or messaging-platform rules

Additional WhatsApp credit packs represent platform messaging capacity only. They are not money, are not transferable between businesses and may only be used for eligible messaging through Spotless.

Delivery is dependent on third-party networks and cannot be guaranteed. A message marked as sent by Spotless may still be delayed, rejected or filtered by a recipient's provider or device.

Cleaning businesses using Spotless are independent businesses. A contract for a cleaning service is between the customer and the cleaning business that accepts or provides that service.

Submitting a public booking request does not itself guarantee a confirmed appointment.

The cleaning business is responsible for:

• Service descriptions, prices and availability
• Accepting, changing and cancelling bookings
• Service quality and completion
• Staff conduct and supervision
• Customer complaints and service refunds
• Insurance, licences and regulatory requirements applicable to its business

Spotless is not responsible for the quality or outcome of services provided by an independent cleaning business.

Spotless provides tools for employee records, scheduling, rota publication, attendance, timesheets, leave, shift requests, payroll preparation, staff documents and development records.

The Business Customer remains the employer, engager or workforce manager and is responsible for employment law, worker status, pay, holiday, working time, health and safety, immigration compliance, consultation and workforce privacy obligations.

If a business enables geofenced attendance, device location is requested when a staff member clocks in or clocks out. Spotless is not designed for continuous background tracking. The business is responsible for deciding whether location checks are lawful and proportionate, informing staff and configuring the correct job location and radius.

GPS readings and geofence results are approximate operational signals and must not be treated as infallible proof of a person's exact physical location.

Spotless provides record-keeping and calculation tools. It is not an accountant, payroll bureau, tax adviser, immigration adviser or law firm.

Reports, profitability figures, VAT fields, payroll preparation, Right to Work records and other outputs depend on the information supplied by the Business Customer and may require professional review.

The Business Customer is responsible for statutory filings, tax treatment, employment payments, Right to Work checks and preserving original evidence where the law requires it.

Where enabled, a business may list products for sale through its Client Portal. The cleaning business is the seller of those products and is responsible for product descriptions, prices, stock, VAT, delivery, product safety, returns, refunds and any consumer-law obligations applicable to the sale.

Spotless provides order-management and payment-recording software and is not the retailer.

Spotless may offer AI-assisted help for navigating or understanding the platform. AI responses may be incomplete or incorrect and are provided as assistance, not professional advice.

You should verify important legal, employment, tax, financial, safety or compliance decisions using an appropriate qualified source. Do not intentionally submit unnecessary special-category data, passwords, card numbers or other secrets to AI features.

Our handling of personal information is described in the Privacy Policy.

Where Spotless processes Customer Data on behalf of a Business Customer, the Data Processing Terms are incorporated into these Terms and form part of the agreement between Spotless and that Business Customer.

The Business Customer must have a lawful basis and appropriate notices for personal information it enters into Spotless, including customer, employee, applicant, contractor and supplier information.

You retain ownership of content and business data you submit to Spotless.

You grant us a limited right to host, copy, process, transmit and display that data only as reasonably necessary to provide, secure, support and improve the service or comply with law.

You must have authority to upload photos, identity or employment documents, receipts, client information and other personal data. Do not upload unlawful content or data that is unnecessary for the purpose for which you are using Spotless.

You must not use Spotless to:

• Break the law or facilitate unlawful activity
• Access another person or business account without authority
• Circumvent plan limits, permissions, security or tenant separation
• Introduce malware, malicious code or harmful automated traffic
• Scrape, probe or overload the service without written permission
• Send spam, unlawful direct marketing or deceptive communications
• Upload content that infringes intellectual property or privacy rights
• Use the platform for fraud, harassment, discrimination or exploitation
• Reverse engineer protected parts of the service except where applicable law expressly permits it

We may investigate suspected misuse and take proportionate protective action.

The Spotless software, platform design, branding, documentation and original service content are owned by or licensed to Spotless Solutions. No ownership is transferred to you by these Terms.

Subject to payment and compliance with these Terms, we grant the Business Customer a limited, non-exclusive, non-transferable right to use the service for its internal business operations during the applicable trial or subscription period.

Spotless relies on third-party services for functions including hosting, authentication, file storage, communications, payment processing and AI-assisted features. Examples include Base44 infrastructure, Stripe and Meta/WhatsApp where those features are used.

Third-party services may have their own terms, acceptable-use rules and privacy notices. Their outages, policy changes or technical restrictions may affect the related Spotless feature.

We aim to provide a reliable service but do not guarantee uninterrupted or error-free availability. Maintenance, updates, provider outages, security events or circumstances outside reasonable control may temporarily affect access.

Support availability and response priority may vary by plan. Unless a separate written service-level agreement is agreed, no specific uptime or response-time commitment applies.

We may suspend or restrict access where reasonably necessary because of:

• Serious or repeated breach of these Terms
• Suspected fraud, security compromise or unlawful activity
• A material risk to other users, the service or third-party providers
• Unresolved subscription payment failure
• A legal, regulatory or provider requirement

Where reasonably possible, we will provide notice and an opportunity to resolve the issue.

Business owners can request account deletion through available account controls or contact us. Cancelling a subscription and deleting an account are separate actions unless the platform clearly states otherwise.

Before deleting a Business Account, the business should export or otherwise retain information it is legally required to preserve, including tax, payroll, employment or customer records.

Data deletion and any lawful retention are handled in accordance with the Privacy Policy and Data Processing Terms. Certain billing, security, fraud-prevention or legal records may need to be retained after closure.

Spotless is a business software tool. Outputs depend on user-supplied information and configuration. We do not guarantee that use of Spotless alone will make a business compliant with tax, employment, consumer, immigration, health and safety, marketing or data protection law.

Except for warranties or rights that cannot lawfully be excluded, the service is provided on an as-available basis and we do not give guarantees that every feature will meet every business's particular requirement.

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

To the extent permitted by law, neither party is liable to the other for indirect or consequential loss, loss of anticipated profit, loss of goodwill or loss arising from decisions that should reasonably have been independently verified, except where such exclusion is not permitted by law.

Spotless is not responsible for the acts or omissions of an independent cleaning business, its staff, its clients, Stripe, Meta/WhatsApp or other third-party service providers outside our reasonable control.

The Business Customer is responsible for its cleaning services, employment relationships, products, communications and Customer Data. To the extent permitted by law, the Business Customer will be responsible for losses, claims or costs arising from its unlawful use of Spotless, unlawful content, unlawful marketing or infringement of another person's rights.

We may update Spotless and these Terms as the product, law or third-party services change.

For material changes that significantly affect an existing paid Business Customer, we will provide reasonable notice where appropriate. The current Terms and revision date will always be published on this page.

Continued use after revised Terms take effect may constitute acceptance where permitted by law. If you do not agree with a material change, you may cancel future renewal and stop using the service.

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

The parties should first try to resolve disputes in good faith through the contact details below. Courts with jurisdiction under applicable law may determine unresolved disputes.

Nothing in these Terms removes rights that applicable law does not allow the parties to exclude.

Questions about these Terms can be sent to:

vivernouk@gmail.com