Privacy Policy

1. Who this covers

Cleanr OPS is operated by Cleanr OPS, based in Calgary, Alberta, Canada. This policy covers the Cleanr OPS website at cleanrops.com and the Cleanr OPS web and mobile applications.

There are two different relationships in this product, and they are worth separating because your rights differ between them.

• If you are our customer — a cleaning company that has an account with us — we decide how your account information is handled, and this policy describes that.
• If your information is in a customer’s account — because you are a cleaner they employ, or a client whose property they clean — then that cleaning company decides what is collected and why. We hold and process it on their instructions. Requests to see or delete that information should go to them first. If you cannot reach them, contact us and we will help.

2. The website

The cleanrops.com website collects nothing. There is no contact form, no analytics, no advertising pixels and no cookies set by us. Reading these pages does not create a record with us. If you email the address on our contact page, we hold that email in order to reply to it.

3. What the software collects

The application collects the following. Some of it is sensitive and is called out plainly rather than buried.

Account and staff

• Names, email addresses and phone numbers of the people you invite
• Roles and crew membership
• Pay rules and pay periods used to calculate hours

Location, at clock-in

When a worker clocks in or out, the app records where that happened: latitude, longitude, the accuracy of the reading, and the distance between that point and the property the job is at. This is the feature that lets an employer show a client that a crew was on site.

It is a location record about an identifiable worker, and employers using it are responsible for telling their staff that it is happening and for having a lawful basis to do it. It records position at the moment of clock-in and clock-out. It is not continuous tracking and the app does not follow a worker between jobs.

Audio, during a walkthrough

The walkthrough feature records audio while someone walks a property describing the work. We store that recording, a transcript of it, and the structured details extracted from it in order to draft a quote.

Recording inside somebody else’s property engages consent rules. The person doing the walkthrough is responsible for the consent of anyone recorded and of the property owner.

Photos

Photographs of properties and of completed jobs, including any location and timestamp information the camera attaches, and any people who happen to be in frame.

Clients and properties

• Client names, contacts, phone numbers and email addresses
• Property addresses, access notes, gate codes and alarm details
• Jobs, schedules, recurring visits and job notes

Money

• Quotes, invoices, line items, taxes and payment records
• Card details are never stored by us or on our servers. Card payments are handled entirely by Stripe.

Usage

• An audit log of significant actions, so an account owner can see who changed what
• A record of AI operations run against the account, used to meter credits and bill accurately

4. Artificial intelligence

Cleanr OPS uses AI to draft quotes from walkthrough recordings, to help write messages, and to answer questions about your own data. The AI is provided by Anthropic.

When you use one of those features, the following is sent to Anthropic:

• The audio transcript or text you are asking about
• The relevant records from your account needed to answer, such as the property, the rate card or the job in question

This is processed through Anthropic’s commercial API. Under that arrangement your content is not used to train their models. We do not sell your data, and we do not use the content of your account to train models of our own.

AI output is drafted, not decided. A quote it produces is a draft for you to check and price. The software does not invent a price for you — the rates it uses are the ones you set.

5. Who else sees your data

We use the following service providers. Each receives only what it needs to do its job.

We do not sell personal information, and we do not share it for advertising. We disclose it otherwise only where the law requires it, or to protect someone’s safety.

If the business is ever sold, merged or reorganised, account data would transfer with it. We would tell account owners before that happened.

Pages on this site may link to other companies’ websites. This policy does not cover those, and we do not control what they collect.

6. Where your data lives

Application data is stored in Canada, in Amazon Web Services’ ca-central-1 region. Some providers above operate outside Canada, which means limited categories of data are processed elsewhere and are subject to the laws of those countries.

One thing worth stating plainly rather than leaving you to discover: storing data in Canada is not the same as putting it beyond the reach of foreign law. Our hosting provider is an American company, and under the United States Clarifying Lawful Overseas Use of Data (CLOUD) Act US authorities can compel an American provider to produce data it holds, including data physically stored in Canada, potentially without our knowledge. That is true of every major cloud provider, and we would rather you heard it here.

7. Cookies

The cleanrops.com website sets no cookies at all. There is no analytics, no advertising and no tracking on these pages.

The application sets a small number of cookies that are strictly necessary to keep you signed in and to keep your session secure. It does not use advertising or cross-site tracking cookies. Blocking the necessary ones will stop you being able to sign in.

8. Messages we send

• Service email — invoices, quotes, password resets and notifications you have configured. These are part of the product and cannot be turned off while an account is active, though you can change which notifications you receive.
• SMS — the product sends text messages, for example to notify a crew of a job or to confirm an appointment with a client. Message and data rates may apply and frequency varies with how the account is used. Text STOP to the number a message came from to unsubscribe; we will send one confirmation and then stop. Text HELP, or email us, for assistance. Carriers are not liable for delayed or undelivered messages.
• Marketing email — only if you ask for it. Every such message carries an unsubscribe link, as Canada’s anti-spam legislation (CASL) requires.
• Push notifications — sent to your device if you allow them. Turn them off in your device settings at any time.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Sharing with subcontractors who provide support services, such as message delivery, is permitted. All other use case categories exclude text messaging originator opt-in data and consent, and that information will not be shared with any third parties.

9. Mobile apps

The iOS and Android apps are covered by this policy, which is linked from their store listings as Apple and Google both require. The apps ask for permission before using your camera, microphone or location, and those permissions can be withdrawn at any time in your device’s settings. Withdrawing them disables the features that depend on them — location permission is what makes clock-in verifiable, and microphone permission is what makes a walkthrough possible.

10. How long we keep it, and deletion

• Account data is kept while the account is open and for a period afterwards so an account can be reactivated.
• Photos, recordings and transcripts are kept while their job or quote exists. Deleting the record deletes the underlying file.
• Invoices, payments and tax records are kept for as long as Canadian tax law requires, which is longer than the rest.
• On written request from an account owner we will delete an account and its contents. Some records survive in backups for a limited period before rotating out.

11. Your rights

Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), and Alberta’s Personal Information Protection Act (PIPA), you can ask to see what personal information we hold about you, ask for it to be corrected, ask for it to be deleted, and withdraw consent. Email hello@cleanrops.com.

If your information is in a customer’s account rather than being your own account with us, see section 1 — ask that company first, and we will help if you cannot reach them.

12. Security

Data is encrypted in transit. Accounts are separated so one company’s data is not reachable from another’s. Files are stored privately and served through short-lived links rather than public addresses. No system is perfectly secure, and we do not claim otherwise.

13. Children

This is business software and is not intended for anyone under 18. We do not knowingly collect information from children.

14. Changes

If this policy changes we will update the date at the top. If a change materially affects how we handle personal information, we will tell account owners directly rather than relying on you to re-read this page.

15. Contact

Questions, requests or complaints: hello@cleanrops.com, or our contact page. Cleanr OPS is based in Calgary, Alberta. You also have the right to complain to the Office of the Privacy Commissioner of Canada.