Privacy Policy

1. Introduction

2. Information We Collect

2.1 Account, Business, and Facility Information

When customers create or manage CleanScan accounts, we may collect:

• Names, email addresses, phone numbers, and roles
• Organization names, account type, and subscription details
• Facility names, addresses, zones, tags, and routing rules
• Team member names, phone numbers, assignments, and access settings
• Billing contact details and subscription status

2.2 Public Scan, Rating, and Issue Report Information

When someone scans a CleanScan tag or submits feedback without creating an account, we may collect:

• The tag, zone, facility, issue category, rating, and timestamp
• Descriptions, fixture details, follow-up responses, and optional reporter contact information
• Browser, device, IP address, and user-agent data used for security, diagnostics, rate limiting, and abuse prevention
• A locally stored device identifier used to limit duplicate anonymous ratings and reports

Public reporters do not need to create an account. If a reporter chooses to provide an email address or other contact information, we use it to send acknowledgements or updates related to that report.

2.3 Cleaning Activity, Resolution Proof, and Photos

Authorized workers, supervisors, contractors, and facility users may create operational records, including cleaning logs, issue resolutions, notes, timestamps, team attribution, and proof photos. These records are tied to the relevant facility, zone, issue, team, and service relationship.

Customers are responsible for configuring where tags are placed and whether photo proof is permitted or required in a given area. CleanScan is not designed to collect images of people, nudity, minors, private activity, or other sensitive personal content. If such content is submitted, we may remove, restrict, or disable access to it.

2.4 Marketing, Support, and Payment Information

If you contact us, request support, submit a marketing-site form, or subscribe to communications, we may collect your name, email address, company, message, and related correspondence. Payments are processed by Stripe. We do not store full credit card numbers on CleanScan servers.

2.5 Cookies, Local Storage, and Analytics

We and our service providers may use cookies, local storage, session storage, log files, and similar technologies to keep users signed in, remember preferences, support security and rate limiting, understand site performance, and improve the service.

3. How We Use Information

• Provide, operate, secure, and improve CleanScan
• Route facility issues to the appropriate team or contractor
• Create shared operational records of reports, cleaning activity, resolutions, and proof
• Authenticate users and manage dashboard, worker, and portal access
• Send one-time passcodes, opted-in operational alerts, service messages, and support replies
• Process subscriptions, invoices, billing updates, and account changes
• Detect abuse, rate-limit anonymous actions, troubleshoot errors, and maintain security
• Generate aggregated or anonymized insights about facility operations and product performance
• Comply with legal obligations and enforce our agreements

4. How We Share Information

4.1 Within Customer Accounts and Service Relationships

CleanScan is built to create a shared operational record. Information may be visible to authorized users within the relevant organization, facility, team, contractor relationship, client portal, or service contact workflow according to configured permissions and access controls.

4.2 Service Providers

We use vetted third-party service providers to run CleanScan. They may process information only as needed to provide services to us, and are contractually required to protect it. These providers support functions such as:

• Authentication, database, storage, and backend infrastructure
• SMS one-time passcodes and opted-in operational alerts
• Subscription billing, payment processing, and invoices
• Marketing-site contact form submissions
• Website hosting, performance, and analytics infrastructure

We can provide more detail about the specific providers involved on request — contact privacy@cleanscan.io.

4.3 Legal, Safety, and Business Transfers

We may disclose information if required by law, to protect rights and safety, to investigate abuse, or as part of a merger, acquisition, financing, reorganization, or sale of assets.

4.4 No Sale of Personal Information

We do not sell personal information. We also do not share mobile phone numbers, SMS opt-in data, or SMS consent records with third parties or affiliates for marketing or promotional purposes.

5. Sensitive Areas and Facility Photos

6. Data Security

We use administrative, technical, and organizational measures intended to protect information, including access controls, authentication, encrypted transmission, managed infrastructure, role-based permissions, and security monitoring.

No Internet service or electronic storage method is perfectly secure. We cannot guarantee absolute security, and customers remain responsible for managing their own users, devices, permissions, and facility deployment practices.

7. Data Retention and Deletion

8. Your Privacy Choices and Rights

Depending on your location, you may have rights to access, correct, delete, export, restrict, or object to certain processing of your personal information. You may also withdraw consent where processing is based on consent.

To exercise privacy rights, contact privacy@cleanscan.io. We may need to verify your request and your relationship to the relevant organization or facility before acting on it.

If you are an end user of a CleanScan customer, we may direct some requests to that customer when they control the relevant records.

9. California and Other U.S. State Privacy Notices

We collect the categories of information described above for the purposes described in this Policy. These categories may include identifiers, commercial information, Internet or device activity, geolocation-adjacent facility context, professional or employment-related information, and user generated content such as notes and photos.

We do not sell personal information. If applicable law gives you additional rights, you may exercise them by contacting privacy@cleanscan.io.

10. International Users

CleanScan is operated from the United States. If you access the service from outside the United States, your information may be processed in the United States or other locations where we or our service providers operate. Where required, we rely on appropriate legal bases such as consent, contract performance, legitimate interests, and legal compliance.

11. Children's Privacy

CleanScan is not directed to children under 13, and we do not knowingly collect personal information from children under 13. Customers and users must not use CleanScan to intentionally collect personal information from children without appropriate authority and consent.

12. SMS Communications

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes are effective when posted on this page unless a later date is stated. We will update the “Last updated” date when we make changes.

14. Contact Us