Privacy Policy

Effective November 6, 2026 · Applies to the Platinum Kleen portal (portal.platinumkleen.com and the Platinum Kleen app)

Platinum Kleen ("we", "us") provides commercial cleaning services in Ontario, Canada. This policy explains what personal information we collect through our client and employee portal, why we collect it, who we share it with, and the choices you have. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law.

1. Information we collect

Clients and their contacts

• Name, business name, email address and phone number of the people who use the portal.
• Site addresses, cleaning instructions, notes, files and photos you add (for example floor plans or entry instructions).
• Service requests, messages with our office, and reviews you leave.
• Invoices and payment status. Card payments are handled by Square; we never see or store your full card number.

Our employees

• Identity and contact details: legal name, preferred name, date of birth, phone, personal email, home address and emergency contact.
• Payroll and tax details: Social Insurance Number (SIN), direct-deposit banking information and TD1 claim amounts. These are collected only to pay you and meet Canada Revenue Agency requirements.
• Work eligibility: work permit expiry date, where applicable, and the date of any background check.
• Work records: schedules, clock-in and clock-out times, hours, pay rate, training and quiz results, ID photo and the photos you take of finished work.
• Location: your phone's location is recorded only at the moment you clock in and clock out, to confirm you were at the client's site. We do not track your location at any other time. You may refuse location access; the clock-in is then recorded as "location not shared".

Everyone

• Your sign-in email and an encrypted password (we cannot see your password).
• If you turn on pop-up alerts, a device token so we can send notifications to that device.
• Basic technical information our service providers record to keep the portal secure and working (for example IP address and browser type in security logs).

2. How we use it

• To schedule, perform and prove our cleaning services (for example live status, crew assignment and completion photos).
• To communicate with you: confirmations, messages, alerts and invoices.
• To bill clients and collect payment.
• To employ our staff: payroll, tax reporting, scheduling, training, workplace safety and emergency contact.
• To keep the portal secure and to improve our service, for example through monthly service reports.

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

3. Who can see it

• Clients see only their own company's sites, visits, photos, invoices and messages.
• Crew see only the jobs they are assigned to and the instructions needed to do them.
• Our office (the owner and authorized managers) can see what they need to run the business. SINs and banking details are encrypted and can be viewed only by the owner and the employee themselves.

4. Service providers we use

We rely on trusted providers to run the portal. They process information on our behalf and only as needed to provide their service:

Some of these providers may process information outside Ontario or Canada, including in the United States, where it may be subject to local law.

We may also disclose information when required by law (for example to the Canada Revenue Agency for payroll) or to protect the safety of our staff and clients.

5. How long we keep it

• Client account and service records: for as long as you are a client, and up to 7 years afterwards for tax and accounting purposes.
• Employee and payroll records: as required by the Employment Standards Act, 2000 (Ontario) and the Income Tax Act, generally up to 7 years after employment ends.
• Completion photos and messages: for as long as the client relationship continues, unless you ask us to delete them sooner where we're allowed to.

When information is no longer needed, we delete it or make it anonymous.

6. How we protect it

• Every page is served over an encrypted connection (HTTPS).
• Strict access rules in our database make sure each person sees only their own information.
• SINs and bank account numbers are stored encrypted.
• Photos and files are private; links to them expire quickly.
• Only invited people can create an account.

7. Your choices and rights

• See and correct your information. Employees can review and update their details under My ID → My details. Anyone can ask us for a copy of the personal information we hold about them, or ask us to correct it.
• Turn off pop-up alerts at any time in your phone or browser settings.
• Refuse location at clock-in and clock-out (this is recorded on the shift).
• Close your account. Email us and we'll remove your access and delete information we're not legally required to keep.
• Withdraw consent to uses that aren't needed to provide our service or meet our legal obligations.

We'll respond within 30 days. If you're not satisfied, you can contact the Office of the Privacy Commissioner of Canada.

8. Cookies and similar technology

The portal stores a sign-in session on your device so you stay signed in, plus a few settings (for example whether you dismissed the alerts banner). We don't use advertising or tracking cookies.

9. Children

The portal is for businesses and our employees. It is not intended for children.

10. Changes to this policy

We may update this policy. The effective date at the top shows when it last changed; we'll tell portal users about significant changes.

11. Contact us

Privacy questions, requests or concerns: info@platinumkleen.com
Platinum Kleen, Ontario, Canada