VivaClean Privacy Policy

This Privacy Policy explains how VIVACLEAN LLC, a Colorado limited liability company doing business as VivaClean (“VivaClean,” “we,” “us,” or “our”), collects, uses, discloses, and protects personal information when you access or use our websites, applications, software, and related services (collectively, the “Service”).

It also describes the choices and privacy rights available to you.

By accessing or using the Service, you acknowledge the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, do not use the Service.

1. Our role

VivaClean provides software for cleaning operations and property management.

Depending on the circumstances, VivaClean may process personal information in different capacities:

• As a controller or business: We determine how and why personal information is processed when you create a VivaClean account, visit our website, communicate with support, manage a subscription, or interact directly with us.
• As a processor or service provider: We process information submitted by an organization through the Service according to that organization’s instructions. This may include information about its employees, contractors, cleaners, clients, guests, properties, and service activities.

When we process information on behalf of an organization, that organization is generally responsible for providing appropriate privacy notices, obtaining required consents, and responding to requests concerning the information it controls.

If your information was submitted to VivaClean by an organization, employer, property manager, or service provider, you may need to direct your request to that organization.

2. Personal information we collect

The personal information we collect depends on how you interact with the Service and the features your organization uses.

2.1 Account and profile information

We may collect:

• Name;
• Email address;
• Telephone number;
• Profile image;
• Login credentials;
• Organization name;
• Job title or role;
• User permissions; and
• Account and language preferences.

Passwords are stored using security protections designed to prevent them from being read in plain text.

2.2 Organization and operational information

Organizations and their authorized users may submit:

• Property names and addresses;
• Property access instructions;
• Client and property-owner information;
• Guest names and contact details;
• Cleaning schedules and assignments;
• Cleaner, employee, and contractor information;
• Checklists, notes, comments, and service instructions;
• Arrival, departure, and completion records;
• Hours worked and time records;
• Property and completion photographs;
• Maintenance or incident reports;
• Supplies and inventory information; and
• Communications between users.

Organizations are responsible for ensuring that they have the legal right to submit this information to VivaClean.

2.3 Location information

If enabled by you or your organization, the Service may collect approximate or precise location information to support features such as:

• Confirming arrival at or departure from a property;
• Recording the location of a cleaning assignment;
• Supporting time and attendance records;
• Preventing fraud or inaccurate check-ins; and
• Providing operational and safety information.

Location access depends on your device permissions. You may disable location access in your device settings, but doing so may prevent certain features from working.

VivaClean does not use precise location information for targeted advertising.

2.4 Photos and files

Users may upload photos, documents, receipts, or other files to document properties, cleaning work, maintenance issues, or completed services.

These files may contain metadata or other information supplied by the user’s device. Users and organizations should avoid capturing individuals, personal documents, access codes, or unrelated private information unless doing so is necessary and legally permitted.

2.5 Billing and transaction information

When you purchase a subscription, we may collect:

• Billing name and address;
• Subscription plan;
• Transaction amount;
• Payment status;
• Invoice information;
• Payment method type;
• The last digits of the payment method; and
• Related transaction identifiers.

Payments are processed by a third-party payment provider. VivaClean does not store complete payment-card numbers or card security codes.

2.6 Communications and support information

When you contact us or communicate through the Service, we may collect:

• Your name and contact information;
• The content of messages and support requests;
• Attachments or screenshots you provide;
• Email delivery and response information;
• Call or communication records; and
• Information needed to investigate or resolve your request.

2.7 Device, log, and usage information

When you use the Service, we may automatically collect:

• Internet Protocol address;
• Browser type;
• Device type and operating system;
• App version;
• Date and time of access;
• Pages, screens, and features used;
• Referring URLs;
• Session information;
• Error reports and diagnostic information; and
• Security and authentication events.

We use this information to operate, secure, maintain, and improve the Service.

2.8 Cookies and similar technologies

Our website and Service may use cookies, local storage, software development kits, and similar technologies to:

• Keep users signed in;
• Remember preferences;
• Maintain security;
• Understand Service performance;
• Diagnose errors; and
• Measure use of features.

You may control cookies through your browser or device settings. Blocking necessary cookies may prevent parts of the Service from functioning correctly.

Section 8 describes the categories of cookies we may use, including advertising technologies, and the choices available to you.

3. How we collect information

We collect personal information:

• Directly from you;
• From your organization or its administrators;
• From other authorized users;
• Automatically from your browser, device, or use of the Service;
• From integrations you or your organization enable;
• From payment, hosting, communications, and security providers; and
• From publicly available sources when permitted by law.

4. How we use personal information

We may use personal information to:

• Create and manage accounts;
• Authenticate users and protect account access;
• Provide scheduling and assignment features;
• Document cleaning and property-management activities;
• Record time, attendance, arrival, and completion information;
• Store and display photos, checklists, notes, and reports;
• Generate invoices, reports, and financial summaries;
• Process subscriptions and payments;
• Send transactional notifications and reminders;
• Provide customer support;
• Respond to questions and resolve technical issues;
• Maintain, troubleshoot, and improve the Service;
• Monitor performance and understand feature usage;
• Detect fraud, abuse, unauthorized access, and security incidents;
• Enforce our Terms of Service;
• Comply with legal obligations; and
• Establish, exercise, or defend legal claims.

We may also use aggregated or de-identified information for analytics, research, product development, and business planning. We will not attempt to re-identify information that has been properly de-identified, except as permitted by law to test our de-identification methods.

5. How we disclose personal information

We may disclose personal information in the following circumstances.

5.1 Within your organization

Information may be visible to organization owners, administrators, managers, clients, cleaners, employees, contractors, or other authorized users according to the roles and permissions configured by the organization.

Organization administrators may be able to access, correct, export, restrict, or delete information submitted by their users.

5.2 Service providers

We may disclose information to providers that help us operate and secure the Service, including providers of:

• Cloud hosting and infrastructure;
• Database services;
• Authentication and security;
• Email and notification delivery;
• Payment processing;
• File and photo storage;
• Error monitoring and diagnostics;
• Analytics;
• Customer support; and
• Professional, accounting, and legal services.

These providers are authorized to process personal information only for contracted purposes and are subject to appropriate confidentiality, security, and data-processing obligations.

A current list of material subprocessors may be requested by contacting support@vivaclean.company.

5.3 Integrations

If you or your organization enables an integration, we may disclose information to and receive information from the applicable third-party service as necessary to provide the integration.

Third-party services process information under their own terms and privacy policies.

5.4 Legal and safety reasons

We may disclose information when we reasonably believe it is necessary to:

• Comply with a law, regulation, subpoena, court order, or legal process;
• Respond to a valid request from a government authority;
• Protect the rights, safety, and property of VivaClean, our users, or others;
• Investigate fraud, abuse, security incidents, or violations of our Terms; or
• Establish, exercise, or defend legal claims.

5.5 Business transactions

If VivaClean is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of its business or assets, personal information may be disclosed as part of that transaction.

Any successor will remain subject to this Privacy Policy unless it provides notice of a new privacy policy as required by law.

6. Analytics and performance tools

We may use analytics and diagnostic services, including Google Analytics, to understand how visitors and users interact with our websites and applications.

These services may collect or receive information such as:

• IP address;
• Device and browser information;
• App version;
• Approximate location derived from an IP address;
• Pages, screens, and features viewed;
• Referring and exit pages;
• Session duration;
• Button clicks and other interactions;
• Advertising or device identifiers; and
• Error, crash, and performance information.

We use this information to measure traffic, diagnose technical problems, understand feature usage, improve the Service, and evaluate the effectiveness of our communications and advertising.

Analytics providers may process information under their own privacy policies. Information about how Google processes information from websites and applications that use its services is available at:

• How Google uses information from sites or apps that use its services

You may control certain analytics technologies through our cookie controls, your browser settings, your device privacy settings, or other controls offered by the applicable provider.

7. Advertising and campaign measurement

VivaClean may advertise through third-party platforms, including Google Ads, Facebook, Instagram, and other Meta services.

We may use advertising pixels, conversion APIs, cookies, mobile identifiers, or similar technologies to:

• Measure whether an advertisement resulted in a visit, registration, trial, or purchase;
• Attribute conversions to advertising campaigns;
• Prevent advertising fraud;
• Limit how often advertisements are displayed;
• Create or measure advertising audiences;
• Show advertisements to people who previously visited our website or interacted with VivaClean; and
• Understand the effectiveness of our marketing.

Depending on the technology and your settings, advertising providers may receive:

• Google Privacy Policy
• How Google uses information from partner sites and apps
• Meta Privacy Policy

• IP address;
• Browser and device information;
• Cookie or advertising identifiers;
• Pages or screens viewed;
• Interactions with our website or application;
• Approximate location;
• Referring campaign information; and
• Events such as visiting a page, creating an account, or completing a subscription.

We do not intentionally send payment-card numbers, account passwords, property access instructions, cleaning photographs, client lists, guest contact information, or the contents of operational records to advertising providers.

Google and Meta may combine information received through their advertising tools with other information they process under their own terms and privacy policies.

In some jurisdictions, disclosing identifiers and internet activity to advertising platforms may be considered “sharing,” “selling,” or processing for “targeted advertising,” even when no money is exchanged.

Where required by law, we provide a mechanism to opt out of nonessential advertising technologies. We also honor legally recognized browser-based opt-out preference signals, such as Global Privacy Control, when required.

Opting out does not necessarily prevent you from seeing VivaClean advertisements. It may make those advertisements less personalized and prevent us from associating your activity with a particular advertising campaign.

8. Cookies and privacy choices

We may use the following categories of cookies and similar technologies:

• Essential technologies: required for authentication, security, account sessions, and core functionality.
• Preference technologies: remember language, display, and account preferences.
• Analytics technologies: help us understand traffic, performance, and use of the Service.
• Advertising technologies: measure campaigns, attribute conversions, and, where permitted, support personalized or retargeted advertising.

Where required, nonessential analytics and advertising technologies will not be activated until you provide consent.

You may manage available choices through our cookie notice or preference controls. You may also restrict cookies through your browser or device settings.

Blocking essential technologies may prevent parts of the Service from working correctly. Removing cookies does not necessarily remove advertising identifiers stored by your mobile device or information previously collected by third parties.

9. App Store and Google Play

The VivaClean mobile application may be downloaded through the Apple App Store or Google Play.

Apple and Google operate these stores independently and may collect and process information such as:

• Store account information;
• Device identifiers;
• IP address and approximate location;
• Download and installation activity;
• Purchase and subscription information;
• Payment information;
• App update activity;
• Crash and diagnostic reports; and
• Reviews, ratings, and support interactions submitted through the store.

Apple and Google determine independently how they process information associated with their stores, accounts, payment systems, and platform services. Their processing is governed by their own terms and privacy policies:

• Apple Privacy Policy
• App Store and Privacy
• Google Privacy Policy

• Confirmation of a download or purchase;
• Subscription status;
• Transaction or receipt identifiers;
• Country or region;
• App version;
• Device and operating-system information;
• Crash or diagnostic reports; and
• Information necessary to validate a subscription or provide support.

VivaClean may receive limited information from an app store, listed above.

VivaClean generally does not receive complete payment-card information used for purchases processed by Apple or Google.

Requests involving store payments, refunds, store accounts, payment methods, or purchase histories may need to be directed to Apple or Google. Deleting your VivaClean account does not automatically delete your Apple Account, Google Account, app-store purchase history, or information retained independently by Apple or Google.

10. Sale, sharing, and targeted advertising

VivaClean does not sell personal information for monetary compensation.

However, as described above, we may disclose identifiers, device information, and internet or application activity to analytics and advertising providers for campaign measurement, audience creation, retargeting, or personalized advertising.

Under certain state privacy laws, these activities may be considered:

• A “sale” of personal information;
• “Sharing” for cross-context behavioral advertising; or
• Processing for targeted advertising.

Where applicable, you may opt out through our cookie or privacy preference controls or by emailing support@vivaclean.company.

We do not sell or share the contents of operational records, property access instructions, cleaning photographs, client lists, guest contact information, precise work-location records, account passwords, or payment-card information for targeted advertising.

We do not knowingly sell or share personal information belonging to children under 16.

11. Email, telephone, and text communications

We may use your contact information to send:

• Account and security notices;
• Cleaning assignments;
• Schedule changes;
• Completion reports;
• Invoices and payment notices;
• Support responses;
• Administrative communications; and
• Other messages necessary to provide the Service.

You may manage certain notification preferences through the Service. Essential security, billing, account, and legal communications cannot always be disabled while your account remains active.

Where required, marketing messages will be sent only with appropriate consent and will include a method to unsubscribe.

Mobile information and text-message consent will not be sold or disclosed to third parties for their own marketing or promotional purposes. We may disclose this information to communications providers only as necessary to deliver requested messages and operate the Service.

Message and data rates may apply to text messages. Mobile carriers are not responsible for delayed or undelivered messages.

12. Data retention

We retain personal information for as long as reasonably necessary to:

• Provide the Service;
• Maintain your account or organization;
• Complete transactions;
• Comply with legal, tax, accounting, and reporting obligations;
• Resolve disputes;
• Enforce agreements;
• Prevent fraud or abuse; and
• Maintain the security and integrity of the Service.

Retention periods depend on the type of information, the purpose for which it was collected, the instructions of the organization that controls it, and applicable legal requirements.

When an account or organization is deleted, associated information is removed from active systems or de-identified within a reasonable period, unless continued retention is required or permitted by law.

Some information may remain temporarily in encrypted backups, security logs, fraud-prevention records, or legally required business records until those records are deleted under our retention procedures.

13. Account and organization deletion

You may request deletion directly through the Service by going to:

Settings → Delete account

When you delete your account:

• Your account identity and access credentials will be deleted or deactivated;
• You will lose access to organizations and information associated with your account; and
• Information your organization must retain as part of its legitimate operational records may be preserved under the organization’s control or de-identified.

If you are the only owner of an organization and choose to delete that organization, the organization and its associated data will also be scheduled for deletion, subject to legal, security, backup, and record-retention requirements.

Deleting the mobile application from your device does not delete your account or organization.

You may also request assistance by contacting support@vivaclean.company.

14. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.

These safeguards may include:

• Encryption in transit;
• Secure password processing;
• Role-based access controls;
• Authentication and session controls;
• Restricted administrative access;
• Logging and monitoring;
• Backups and recovery procedures;
• Vendor security reviews; and
• Procedures for responding to suspected security incidents.

No method of transmission or electronic storage is completely secure. Therefore, we cannot guarantee absolute security.

You are responsible for protecting your credentials, using a secure device, assigning appropriate permissions, and promptly notifying us if you suspect unauthorized access.

15. Your privacy rights

Depending on where you live and applicable law, you may have the right to:

• Confirm whether we process your personal information;
• Access the personal information we maintain about you;
• Correct inaccurate personal information;
• Delete personal information;
• Obtain a portable copy of personal information you provided;
• Opt out of the sale of personal information;
• Opt out of targeted advertising;
• Opt out of certain profiling with legal or similarly significant effects;
• Limit certain uses of sensitive personal information;
• Withdraw consent where processing is based on consent; and
• Receive equal service and pricing without unlawful discrimination for exercising a privacy right.

As described in Section 10, some advertising and analytics activities may be considered a sale, sharing, or processing for targeted advertising under certain state privacy laws. Where applicable, you may opt out through our cookie or privacy preference controls or by emailing support@vivaclean.company. We also honor legally recognized browser-based opt-out preference signals, such as Global Privacy Control, when required.

How to submit a request

You may exercise an available privacy right by:

• Using the account and organization controls available in the Service; or
• Emailing support@vivaclean.company.

Please describe your request and identify the account or organization involved.

We may need to verify your identity before completing a request. Verification may require confirming control of your email address, account, or other information reasonably related to the request.

We will use information provided for verification only to verify and process the request.

You may use an authorized agent where permitted by law. We may require evidence that the agent is authorized to act on your behalf and may ask you to verify your identity directly.

Requests involving organization-controlled information

If VivaClean processes your information on behalf of an organization, we may refer your request to that organization or ask you to contact it directly.

We will assist organizations in responding to verified privacy requests when required by our agreements or applicable law.

Appeals

If we deny a privacy request and applicable law gives you a right to appeal, you may appeal by replying to our decision or emailing support@vivaclean.company with the subject line:

Privacy Request Appeal

We will review the appeal and explain our decision within the period required by applicable law.

16. Additional information for Colorado residents

Colorado residents may have rights under the Colorado Privacy Act, subject to its scope, definitions, and exceptions.

These may include the right to:

• Confirm whether we process personal data;
• Access personal data;
• Correct inaccuracies;
• Delete personal data;
• Obtain a portable copy of personal data;
• Opt out of the sale of personal data;
• Opt out of targeted advertising; and
• Opt out of certain profiling with legal or similarly significant effects.

As described in Section 10, VivaClean may disclose identifiers and internet or application activity to advertising and analytics providers, which may be considered a sale or processing for targeted advertising under the Colorado Privacy Act. Where applicable, you may opt out as described in that section.

The Colorado Privacy Act generally does not apply to information processed solely in an employment or commercial context. Other privacy or employment laws may still apply to that information.

If we deny your request, you may appeal as described in Section 15.

17. Additional information for California residents

If the California Consumer Privacy Act applies to VivaClean or to a particular processing activity, California residents may have the right to:

• Know the categories and specific pieces of personal information collected;
• Know the sources, purposes, and categories of recipients;
• Request deletion or correction;
• Obtain a portable copy of personal information;
• Opt out of the sale or sharing of personal information;
• Limit certain uses of sensitive personal information; and
• Receive equal service without unlawful discrimination.

During the preceding 12 months, VivaClean may have collected the categories of information described in Section 2 for the purposes described in Section 4 and disclosed them to the categories of recipients described in Section 5.

VivaClean does not sell personal information for monetary compensation. As described in Section 10, disclosures to advertising and analytics providers may nonetheless be considered a sale or sharing for cross-context behavioral advertising, and you may opt out as described in that section.

We do not offer financial incentives in exchange for personal information.

18. Children’s privacy

The Service is intended for business users and is not directed to children under 13.

We do not knowingly collect personal information directly from children under 13. If you believe a child has submitted personal information directly to VivaClean, contact us so that we can investigate and delete it where appropriate.

Organizations may not use the Service to collect information from children unless they have a lawful basis and all permissions required by applicable law.

19. International data transfers

VivaClean is based in the United States, and personal information may be processed and stored in the United States or other countries where our service providers operate.

These countries may have privacy laws different from those in your location.

Where required, we use appropriate contractual or legal safeguards for international transfers of personal information.

20. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to:

• The Service;
• Our information practices;
• Our providers or integrations;
• Legal requirements; or
• Security and operational practices.

The updated policy will identify the date of the most recent revision.

If a change materially affects your privacy rights or how we use personal information, we will provide reasonable notice through the Service, by email, or by another appropriate method before the change takes effect when required by law.

21. Contact us

Questions, complaints, privacy requests, and appeals may be directed to: