Privacy policy

Who we are

KleanProof is a site-inspection and quality-control tool for cleaning and facility-management teams. It has two parts: a mobile app used by inspectors in the field, and a web app used by facility managers and administrators. This policy covers both.

KleanProof is used through an organization (your employer or the company that invited you). That organization controls the accounts and the inspection data created within its workspace.

Information we collect

We collect only what's needed to run inspections and keep teams coordinated:

• Account & contact information

  Your name, email address, phone number, role, and the organization you belong to. Provided when an administrator invites you and when you complete sign-up.

• Inspection content

  The inspections, checklists, scores, pass/fail results, notes, and photos you create while using KleanProof, along with the sites and areas they relate to.

• Tickets & communications

  Deficiency tickets, comments, acknowledgements, and resolution proof, including any messages exchanged in a ticket discussion.

• Photos & camera media

  Images you capture or attach as inspection or deficiency evidence. These are stored securely and linked to the relevant inspection or ticket.

• Approximate location

  Used only on the mobile app to find the nearest assigned site. We do not store a location history or track your movements.

• Device & usage information

  Basic technical data such as device type, app version, and notification tokens, used to deliver push notifications and keep the app working reliably.

Device permissions and why we need them

The mobile app requests a small number of device permissions. Each one maps to a specific feature, and the app only uses it while you're actively doing that thing:

• CameraInspectors photograph deficiencies as proof during a site inspection. The camera is only used when you actively take a photo inside the app.
• PhotosSome photos may be attached from your device's library as inspection or ticket evidence. We only access images you explicitly choose.
• LocationOn the mobile inspector app, approximate location is used to suggest the nearest assigned site so inspectors don't have to search. It is used at the moment of inspection, never tracked in the background.
• NotificationsWe send push notifications about new inspections, tickets, and assignments. You can turn these off in your device settings at any time.

How we use your information

• To create, complete, and store site inspections and their results.
• To generate and route deficiency tickets to the right people.
• To show scores, trends, and reports to managers and administrators.
• To send notifications about assignments, inspections, and tickets.
• To keep the service secure, reliable, and working as intended.

We do not sell your personal information, and we do not use it for advertising.

Optional AI translation

KleanProof offers an optional translation feature so members who speak different languages can understand tickets and messages. When you choose to translate something, the relevant text is sent to a third-party AI provider (Google) solely to produce the translation, and the result is cached so it doesn't need to be sent again. Translation only happens when you ask for it.

Who we share information with

We share information only with service providers who help us run KleanProof, and only as needed to provide the service:

• Hosting & storage — our infrastructure provider stores the database, files, and photos securely on our behalf.
• Notifications — a messaging provider delivers our email, SMS, and push notifications.
• AI translation — Google processes text only when you request a translation (see above).
• Your organization — administrators and supervisors in your workspace can see the inspections, tickets, and activity created within it.

We may also disclose information if required by law, or to protect the rights and safety of users and the public.

Data retention

We keep your information for as long as your account is active and your organization uses KleanProof, plus any period required to meet legal or operational obligations. When information is no longer needed, we delete or anonymize it.

Deleting your account

You can delete your account directly from the app, under Settings. Deleting your account removes your personal profile and access. Inspection and ticket records that belong to your organization may be retained by that organization as part of its records. If you need help, email us at info@kleanproof.com.

Security

We protect your information with encryption in transit, access controls, and row-level security so that people only see data within their own organization. No system is perfectly secure, but we work hard to safeguard your data.

Children's privacy

KleanProof is a workplace tool intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we'll remove it.

Your rights

Depending on where you live, you may have the right to access, correct, or delete your personal information, or to object to certain processing. To make a request, email info@kleanproof.com. Because KleanProof is used through your organization, we may direct certain requests to them as the controller of your workspace's data.

Changes to this policy

We may update this policy as the product evolves. When we make material changes, we'll update the date at the top and, where appropriate, notify you in the app.

Contact us

Questions about your privacy? Email info@kleanproof.com or visit our support page. Our Terms of service cover the rest of the agreement.