Terms and conditions

Terms for operators and managers

Last updated 16 October 2026

1. What Clean Quarter is

Clean Quarter is an online platform for UK rented accommodation, including purpose-built student accommodation and houses in multiple occupation (HMOs), that lets you:

• put QR codes in rooms and shared spaces so residents can report issues without logging in;
• receive, assign and track those reports as jobs, each with a 48-hour target and before and after photos;
• send jobs to your own staff or to independent contractors in the Clean Quarter network;
• see dashboards, scores, room check-in and check-out records, and monthly reports.

Clean Quarter is not an emergency service. Residents and staff must report fires, floods, gas leaks, security incidents and anything dangerous to the emergency services and your on-call team in the usual way. You remain responsible for health and safety in your buildings.

2. Free 60-day pilot

• Every new customer starts with a free pilot lasting 60 days from the date we set up your account.
• There is no charge for the platform during the pilot and no obligation to continue. Contractor jobs you choose to send during the pilot are charged as described in section 4.
• Before the pilot ends we'll ask whether you want to continue and on which plan. If you don't choose a plan, your account is paused at the end of the pilot and nothing is charged.

3. Plans and prices

After the pilot, the platform is charged per building, either monthly or yearly. The founding and standard plans below apply to purpose-built student accommodation and other large buildings:

• Founding plan (available to our first 10 operators only, by agreement): £250 per building per month, or £2,500 per building per year. Founding customers keep this price for as long as they remain a continuous customer. If you leave and come back later, the price that applies then will be offered. In return, founding customers agree to give us reasonable feedback on the platform and to let us describe them as a customer and share their results as a case study (we'll show you anything before we publish it, and you can ask us not to name you).
• Standard plan: £400 per building per month, or £4,000 per building per year.
• Yearly plans cost the same as 10 months, so you get two months free.
• HMOs and other shared houses are charged per house by size, based on the number of bedrooms set up in your account. Founding (first 10 HMO landlords or agents, on the same terms as the founding plan above): small (up to 4 bedrooms) £15, medium (5–6 bedrooms) £20, large (7+ bedrooms) £25 per house per month, or £150, £200 and £250 per house per year. Standard: £20, £30 and £40 per house per month, or £200, £300 and £400 per house per year. For portfolios of 50 or more houses we may agree a separate price in writing.
• Clean Quarter is not VAT registered. No VAT is charged.
• A “building” is each separate building or house set up in your account. Adding buildings increases the charge from the date they are added; we'll adjust the next invoice in proportion.
• We invoice in advance for each monthly or yearly period. Invoices are payable within 14 days. If payment is more than 30 days late we may pause your account after giving you at least 7 days' notice.
• We may change standard prices for future periods by giving at least 60 days' notice. Changes never apply to a yearly period you have already paid for, and never affect the founding price while you remain a founding customer.

4. Contractor jobs

• When you send a job to a Clean Quarter contractor, the price is shown before you send it. Contractor jobs are charged on top of your plan and invoiced monthly in arrears.
• Contractors are independent businesses, not our employees. We check who joins our network and track quality through ratings and photo proof, but each contractor is responsible for how they carry out their work.
• You should give contractors safe access to the area and tell them about any hazards or building rules.
• You can review each finished job and rate it. If you don't review a job within 72 hours of completion it is treated as approved. If a job wasn't done properly, tell us within 7 days and we'll arrange for it to be put right or not charge you for it.

5. The 48-hour target

Every job has a deadline, which is 48 hours from when it is reported or created unless you set a longer one (for example for a repair waiting for parts). The platform shows a countdown, sends reminders and escalates jobs that are close to going overdue. The 48 hours is a target the platform is built around, not a guarantee:

• jobs you assign to your own staff depend on your team completing them;
• for contractor jobs, we will use reasonable efforts to have a contractor complete the job within 48 hours, but this can depend on access, availability, materials, the nature of the work and events outside our control;
• maintenance that needs specialist trades, parts or landlord approval may take longer.

6. Photo proof

Jobs are completed with a before photo and an after photo, each timestamped, so you can see the work was done. Photos are evidence of what the camera showed at that moment; they don't guarantee that no further issue exists. Photos must not be used to identify or monitor residents, and everyone using the platform should avoid photographing people.

7. What we promise, and what we don't

We will:

• provide the platform with reasonable skill and care, and fix faults within a reasonable time once we know about them;
• keep your information secure and confidential (see section 10);
• give you reasonable notice of planned maintenance where possible;
• help your team get started and answer questions by email.

We do not guarantee that:

• the platform will always be available or free of errors, or that emails and text messages will always be delivered (they rely on third-party networks);
• every issue in your buildings will be reported, or that reports will be accurate;
• any particular cleanliness score, inspection or audit outcome will be achieved.

8. Your responsibilities

• Keep sign-in details private and tell us straight away if you think an account has been misused.
• Make sure the locations, buildings and staff details you add are accurate, and place QR stickers where residents can see them.
• Only add people to the platform who are entitled to use it, and remove access when someone leaves.
• Don't misuse the platform, for example by uploading unlawful content, trying to access other customers' data or interfering with its security.
• Use resident reports only to manage your buildings.

9. Your data and our platform

You own the information you and your residents put into Clean Quarter (reports, photos, building details and so on). You give us permission to use it to provide and improve the service. We own the platform, its software and the Clean Quarter brand. We may use anonymised, aggregated statistics that don't identify you, your buildings or any person to improve the service.

10. Data protection

• For resident reports and the details of your staff, you are the controller and we are your processor. We will only process that information on your documented instructions (these terms and how you use the platform), keep it confidential and secure, use only suppliers bound by equivalent obligations (currently Supabase, Netlify, Resend and Twilio), help you respond to people's requests and to any data breach, and delete or return it at the end of the contract. This section is our written agreement under Article 28 of the UK GDPR.
• For managers' own account details, we are the controller. Our privacy policy explains how we use them.
• We will tell you without undue delay if we become aware of a personal data breach affecting your information.

11. Cancelling

• Pilot: you can stop at any time, free of charge. Just tell us.
• Monthly plans: you can cancel at any time by emailing hello@cleanquarter.co.uk. Cancellation takes effect at the end of the monthly period you have paid for.
• Yearly plans: run for the full year. You can tell us at any time that you don't want to renew, and the plan will end at the end of the year. We don't refund the unused part of a year, except if we end the contract because of our own serious breach.
• Either of us can end the contract straight away by written notice if the other seriously breaches these terms and doesn't put it right within 14 days of being asked, or becomes insolvent.
• After the contract ends you can ask us for an export of your reports and jobs within 30 days. We then delete your information as set out in the privacy policy.

12. Limits of our liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot legally be limited.
• We are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• We are not liable for the acts or omissions of your own staff, for delays or failures caused by events outside our reasonable control, or for issues that were not reported through the platform.
• Subject to the above, our total liability to you in any 12-month period is limited to the total fees you paid us in the 12 months before the event giving rise to the claim. During a free pilot, it is limited to £100.

13. Changes to these terms

We may update these terms from time to time. We'll give at least 30 days' notice of changes that materially affect you, and ask managers to accept the new version when they next sign in. If you don't agree, you can cancel before the change takes effect.

14. General

• These terms, together with any written order or quote we agree with you, are the whole agreement between us about Clean Quarter.
• You may not transfer the contract without our agreement. We may transfer it to a company that takes over our business, and will tell you if we do.
• If any part of these terms is found to be unenforceable, the rest still applies.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

Clean Quarter Ltd, a company registered in England and Wales with company number 17522515. Email hello@cleanquarter.co.uk.