SpotCheck Cleaning privacy policy

Scope

This policy explains how SpotCheck Cleaning handles personal information in its website and invite-only janitorial inspection service. The service is built for cleaning companies to manage inspection checklists, photo evidence, issues, reports, and private client report links.

Cleaning companies decide what client, site, inspection, and photo information their teams place in a workspace. They are responsible for using the service lawfully, giving any notices they need to their own staff and site contacts, and avoiding unnecessary sensitive content in uploaded photos.

Roles and contact

SpotCheck Cleaning acts as the operator of the website and account service. For workspace inspection data entered by a cleaning company, SpotCheck Cleaning processes that information to provide and protect the service for that company unless a separate agreement states otherwise.

During invite-only V1, send privacy questions or requests to the SpotCheck Cleaning contact that invited the workspace or to the contact channel published with the production deployment. Before public launch, the deployment operator must publish its legal name and direct privacy contact details here.

Information we handle

• Account and profile information such as authentication identifiers, names, roles, and invitations.
• Organization settings such as company name, logo URL, report accent color, timezone, and report language.
• Client and site records entered by workspace users, including contact names, contact emails, addresses, and notes.
• Inspection data such as templates, checklist results, notes, scores, issues, resolution notes, report shares, and view counts.
• Photos and captions uploaded as inspection evidence or before/after issue proof.
• Technical data needed to run the service, such as authentication cookies, locale preferences, security logs, and request metadata handled by the app and its hosting providers.

Photo safety

The service is for cleaning quality evidence, not surveillance or sensitive-record storage. Uploaders are warned to avoid photographing people, private documents, computer screens, keys, alarm panels, medical information, or other sensitive information.

How we use information

• Provide workspaces, authentication, templates, inspections, issue follow-up, reports, and PDF printing.
• Generate private client report links and serve report photos through protected access paths.
• Maintain security, prevent abuse, debug failures, and keep the service reliable.
• Respond to workspace support, privacy, legal, and account administration requests.
• Comply with applicable law and enforce service terms or security requirements.

For people in the European Economic Area, United Kingdom, or Switzerland, the relevant legal basis depends on the data and context. It may include performing the service contract, legitimate interests in running and securing the service, compliance with legal obligations, or consent where a feature specifically asks for it.

Sharing and service providers

Workspace data is visible to authorized workspace users according to the product access model. Client reports are shared through private report links created by workspace users; anyone who receives an active link can view that report until the link is deactivated or expires.

SpotCheck Cleaning uses infrastructure providers to host the app, database, authentication, and storage. V1 is designed for Vercel and Supabase. Information may also be disclosed when required by law, to protect the service or people, or in a business transaction subject to appropriate safeguards.

We do not sell personal information or share it for cross-context behavioral advertising in V1. V1 does not include advertising pixels. SpotCheck Cleaning uses Vercel Web Analytics for its own aggregated traffic measurements, such as visitor counts, page views, popular pages, and referrers. Vercel describes Web Analytics as anonymized and cookie-free.

International transfers

The service and its providers may process information outside the country where a person is located. Where transfer safeguards are required, the production operator is responsible for using appropriate provider terms and transfer mechanisms for the deployment and customer relationship.

Retention and deletion

Information is retained while needed to provide the workspace, preserve reports and issue history chosen by the customer, secure the service, resolve disputes, and meet legal obligations. Workspace users can deactivate report share links. Deletion requests are handled in context of the workspace relationship, legal obligations, security needs, and provider backup retention.

Security

V1 uses authenticated app routes, organization-scoped data access, row-level security, a private photo storage bucket, signed photo URLs, and unguessable report-share tokens. No internet service can guarantee absolute security, so workspace users should limit uploads to the cleaning evidence needed for the report.

Your choices and rights

Workspace members can ask their organization administrator to correct workspace records and can contact SpotCheck Cleaning for account or privacy requests. Depending on location and context, individuals may have rights to request access, correction, deletion, restriction, portability, objection, or information about how personal information is used. EU individuals may also complain to a competent data protection authority.

US state privacy rights may vary by state and by whether a law applies to the deployment operator. We will review a request and respond through the applicable workspace or legal process. Because V1 does not sell personal information or use cross-context behavioral advertising, it does not provide a sale or ad-sharing opt-out control in the product.

Children

SpotCheck Cleaning is a business service and is not intended for children or for collecting children's personal information.

Changes

This policy may be updated when the service, providers, launch model, or legal requirements change. The updated page will show its revision date.