Supplier & Partner Terms | Coolth Emergency Refrigeration

Partner Eligibility

✅ Who Can Join Our Network

Coolth Emergency Refrigeration operates a curated network of independent refrigeration engineers and HVAC technicians across the UK. We partner with sole traders, limited companies, and established service businesses who meet our certification and conduct standards.

By applying to join or continuing to operate as a Coolth partner, you agree to these Supplier & Partner Terms in full, alongside our general Terms of Service.

F-Gas Certification (Mandatory) All technicians handling fluorinated greenhouse gases must hold a valid F-Gas certificate as required under the Fluorinated Greenhouse Gases Regulations 2015 (SI 2015/310). Proof of certification must be submitted before your first job and kept current at all times.
Public Liability Insurance (Mandatory) A minimum of £1 million public liability insurance cover is required. Proof of current policy must be submitted on joining and renewed annually.
UK Right to Work All technicians must have the legal right to work in the United Kingdom and hold the necessary documentation.
DBS Check Partners working in domestic premises must hold a current Basic DBS (Disclosure and Barring Service) check, no older than 3 years.
Vehicle & Equipment Partners must maintain a roadworthy, insured vehicle and carry the tools and equipment necessary to diagnose and repair common refrigeration faults.

Service Standards

⭐ What We Expect

Response Times: You must arrive at the customer's premises within the window confirmed at the time of dispatch. Delays must be communicated to us immediately via the partner portal or phone.
Diagnosis Before Work: You must diagnose the fault and obtain customer authorisation before carrying out any repair work or ordering parts. No surprise charges.
Job Sheets: A completed job sheet (via our partner portal or approved alternative) must be submitted within 24 hours of each job. This is mandatory for payment processing.
Professional Conduct: You must treat customers, their property, and their premises with respect at all times. Coolth operates a zero-tolerance policy on rudeness, intimidation, or unprofessional behaviour.
Refrigerant Handling: All refrigerant must be handled in full compliance with F-Gas regulations. Recovery, recycling, and disposal must be documented.
Uniforms & ID: Partners must present in clean, professional attire and carry identification identifying them as a Coolth partner engineer when attending customer sites.
Customer Communication: Never discuss pricing beyond the authorised job rate. Pricing negotiations or disputes must be referred to Coolth directly.

Commercial Terms

Job Rate Your rate per job is agreed at the time of onboarding and confirmed in writing. Rates are reviewed annually. Coolth reserves the right to adjust rates with 30 days' written notice.
Payment Schedule Partner payments are processed weekly, every Friday, for all jobs where a completed job sheet has been submitted and approved. Incomplete or missing job sheets delay payment to the following cycle.
Invoicing You must submit a valid VAT invoice (if VAT registered) or a self-billing invoice for each payment cycle. Invoices must reference the Coolth job reference number.
Chargebacks & Disputes If a customer successfully disputes a charge due to your failure to attend, significant delay, or misconduct, the corresponding amount will be deducted from your next payment. You will be notified and given the opportunity to provide evidence.
Non-Solicitation During your time as a Coolth partner and for 12 months after termination, you must not directly solicit or accept work from customers you were introduced to through Coolth, without our written consent.
Termination Either party may end the partner relationship with 14 days' written notice. Coolth may terminate immediately for breach of these terms, F-Gas non-compliance, customer safety incidents, or conduct issues.

Conduct & Compliance

🚨 ZERO TOLERANCE

The following will result in immediate termination of your partner agreement and referral to relevant authorities:

Overcharging or defrauding customers — Falsifying certifications or job records — Handling refrigerant unlawfully — Physical or verbal abuse toward customers — Working under the influence of alcohol or drugs — Soliciting or accepting cash payments directly from Coolth customers

📋 Compliance Uploads

All partners must keep their compliance documents current. Upload your F-Gas certificate, public liability insurance, and DBS check via the partner upload portal. Expired documents result in suspension from the dispatch queue until renewed documents are received.

Questions about these terms or your partner agreement: legal@coolth.tech