The documents you need to upload

Vaskeladden must be able to verify that partners comply with requirements for HSE and wage and working conditions. The Norwegian Labour Inspection Authority calls the verification of wage and working conditions a due diligence obligation. HSE cards (HMS-kort) are required by the rules for approved cleaning businesses. The requirement of at least NOK 5 million in liability insurance per incident is a specific condition Vaskeladden sets to cover risk for assignments. Therefore, we request four types of documentation in the partner portal:

Payslips and employment contracts are only used to verify that the generally applicable wage and working conditions are met. The result of the verification may determine whether the business is ready for new assignments, but the documents are not used for other purposes. The HSE card (HMS-kort) and certificate of insurance are used to verify the other two requirements in the table. If anything is missing, new assignments may be withheld until we have clarified the matter with you.

HSE card (HMS-kort)

The HSE card (HMS-kort) shows who the cleaner is, which business the person works for, and that the business and the person are registered in the necessary public registries. Everyone performing cleaning services must have a valid HSE card (HMS-kort) and wear it visibly at work.

How to get an HSE card (HMS-kort)

1. Apply for approval as a cleaning business with the Norwegian Labour Inspection Authority.
2. Wait for a message in Altinn that the business can order HSE cards (HMS-kort).
3. Order cards for everyone who will perform cleaning services at hmskort.no.
4. While you wait for the physical card, you can upload the QR code that comes with the order confirmation. It is valid documentation for verification.
5. When the card arrives, replace the QR code with a picture or scan of the card. The portal should have documentation for two different people.

Two cards are the spot check Vaskeladden requests in the portal. The public requirement is greater: Everyone performing cleaning services, including the owner of a sole proprietorship, must have their own valid HSE card (HMS-kort). The cards must be kept valid even if an older copy is in the portal.

Certificate of insurance

Liability insurance can cover liability for damages in accordance with the insurance terms if the business or an employee harms persons or property during an assignment. At least NOK 5 million in coverage per incident is Vaskeladden's requirement for partners.

How to get the certificate of insurance

Ask your insurance company or insurance broker for a certificate of insurance for the company's liability insurance. The certificate must show:

• business name or organization number
• that liability insurance is included
• insurance sum of at least NOK 5 million per incident
• the period for which the insurance is valid

An invoice or payment receipt is not sufficient if it does not show this information. If you do not have liability insurance, you must take it out before the business can be approved for assignments. Occupational injury insurance for employees is a different insurance and does not replace liability insurance.

Deductible when Vaskeladden uses its insurance

If the partner, the partner's employees, or the work performed causes damage at one of Vaskeladden's customers, Vaskeladden may report the damage to its own insurance. The partner then pays a deductible of NOK 10,000 per insurance case. The deductible is taken from the partner's payout for that month. If the payout for that month does not exceed NOK 10,000, Vaskeladden invoices the partner for the remaining amount.

Vaskeladden may alternatively hold the partner's own liability insurance responsible and seek recourse against the partner. This follows section 9.3 of the partner terms.

Payslips

Vaskeladden uses the two most recently issued payslips for cleaners to verify that the partner's employees receive the wage and working conditions applicable in the cleaning industry. A payslip should show how gross pay, deductions, net pay, and holiday pay are calculated.

How to get the payslips

• Download the two most recently issued payslips for cleaners from your payroll or accounting system.
• If you use an accountant or an external payroll manager, ask them to send the payslips as a PDF.

If an employee has not received a payslip, the employer must create and issue it. A bank statement cannot be used as a substitute.

Vaskeladden may request timesheets or other necessary documentation in the same or a later verification. The spot check may be expanded after a risk assessment.

Employment contracts

All employees must have a written employment contract. The contract shows, among other things, who the employer is, what the work consists of, working hours, scope of employment, and wage conditions.

How to get the employment contracts

• Retrieve two current contracts for cleaners from your HR, payroll, or archive system.
• If a contract is missing, use the Norwegian Labour Inspection Authority's template and enter into the agreement with the employee. Use the actual signing date and state the date the employment relationship began.

Redact information we do not need

Before uploading payslips and employment contracts, you must redact names, national identity numbers or D-numbers, employee numbers, private addresses, phone numbers, email addresses, and bank account numbers. Also redact tax deductions, union deductions, information about illness or leave, wage garnishments, child support deductions, and other private deductions. Leave the business name, payroll period, scope of employment, working hours, wage rate, and relevant gross amounts visible.

Redaction does not necessarily make the document anonymous. In a small business, the information can still be linked to a person. Regulation on due diligence obligation § 6a states that personal data that is not necessary should not be shared. The rules require Vaskeladden to keep the information confidential, only use it for verification, and delete it when the need for verification is gone.

Only employees who need the documents for verification should have access. When the verification is completed and the documents show that the requirements are met, the document copies must be deleted. In case of discrepancies, they should only be retained as long as necessary for follow-up. A verification log without document copies may be retained.

If you have fewer than two cleaners or no employees

The portal uses the standard requirements of 2 HSE cards (HMS-kort), 2 payslips, and 2 employment contracts. It cannot automatically approve a lower number. Upload each document that actually exists once, and send an email to kontakt@vaskeladden.no with your organization number and the requirement you cannot meet. The portal will show the requirements as missing while we clarify the matter.

Do not send HSE cards (HMS-kort), payslips, or employment contracts by email. The email should only contain the organization number and the name of the requirement. You upload the documents in the partner portal.

Do not upload empty documents, the same file multiple times, or documentation that applies to another business. We will respond if the business needs to provide more documentation before it can be approved for new assignments.

Official links

• Apply for approval as a cleaning business
• The Norwegian Labour Inspection Authority on HSE cards (HMS-kort) and the QR code as temporary documentation
• Order HSE cards (HMS-kort)
• The Norwegian Labour Inspection Authority's information on wages and payslips
• The Norwegian Labour Inspection Authority's templates for employment contracts
• Current minimum wage in the cleaning industry
• Documentation obligation and data minimization in the due diligence obligation regulation § 6a
• Use and deletion of documentation in § 10
• Duty of confidentiality in § 11
• The Norwegian Data Protection Authority's privacy principles

Need help? Contact us at kontakt@vaskeladden.no.