Privacy Policy for Automated Cleaning Solutions Portal and Software

Last Updated: November 10, 2025

Automated Cleaning Solutions ("we," "us," or "our") operates the client web portal (the "Portal") accessible at https://portal.automated.cleaning, as well as the associated robotic control software: Overseer Mobile (available on Android and iOS) and Overseer 3D (desktop application) (collectively, the "Software"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you access or use the Portal and Software. We are committed to protecting your privacy in compliance with applicable laws, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), other relevant provincial privacy legislation, and, where applicable, the European Union's General Data Protection Regulation (GDPR).

The Portal and Software are designed for our clients to manage their accounts, administer users, access and sign documents, monitor robotic tools, view media and records, and submit support requests. Your Portal account credentials also serve as login information for the Software. By using the Portal or Software, you consent to the practices described in this policy.

We do not sell your personal information to third parties. If you are a resident of the European Union or other regions with specific data protection laws (e.g., GDPR), additional terms may apply, please contact us for details.

Information We Collect

We collect information to provide and improve our services. This includes:

Personal Information You Provide

  • Account and Profile Data: When creating or managing an account, you may provide your name, email address, phone number, company name, job title, and other contact details.

  • User Administration Data: Information about users you create or manage, such as names, emails, roles, and permissions.

  • Documents and Signatures: Content from documents like NDAs, quotes, or contracts that you upload, view, or electronically sign, which may include personal details (e.g., signatures, dates).

  • Support and Claims Data: Details submitted in support tickets or warranty claims, including descriptions, attachments, and contact information.

  • Payment Information: If applicable (e.g., for premium features), billing details such as credit card information or invoicing addresses (processed via secure third-party payment processors).

Information Collected Automatically

  • Usage and Device Data: IP address, browser type, operating system, device identifiers, app version, login times, pages viewed, actions taken (e.g., document views, user creations), and error logs.

  • Robotic Tool Data: From the Software, we collect logs, status updates, maintenance records, and operational data from your robotic tools. This includes all operational parameters, feedback from connected sensors, timestamps, performance metrics, the current connected user, actions taken while in control of the tool, and location data if enabled on the tools.

  • Media Data: Images, videos, or other media captured from tool cameras, which you can view via the Portal or Software. This media may incidentally include personal information (e.g., faces or environments) depending on tool usage.

  • Analytics Data: Aggregated usage statistics to improve services (e.g., via tools like Google Analytics, if implemented).

Information from Third Parties

  • We may receive information from integrated services, such as cloud storage for documents, if you authorize connections.

We do not collect sensitive personal information (e.g., health data, biometric data beyond incidental camera media, or financial details beyond payments) unless necessary for service provision and with your explicit consent.

How We Use Your Information

We use your information for the following purposes:

  • Service Delivery: To authenticate logins, enable document signing, user management, tool monitoring, media viewing, and support ticket processing across the Portal and Software.

  • Administration and Maintenance: To manage your account, provide access to robotic tool logs/status/maintenance records, and facilitate warranty claims.

  • Improvement and Analytics: To analyze usage patterns, troubleshoot issues, and enhance the Portal and Software (e.g., optimizing robotic control features).

  • Communication: To send service-related emails, such as confirmations, updates, or responses to support tickets.

  • Compliance and Security: To detect fraud, ensure compliance with terms, and protect against unauthorized access.

  • Legal Obligations: To comply with laws, audits, or regulatory requirements.

We retain your information only as long as necessary for these purposes or as required by law (e.g., 7 years for financial records under Canadian tax laws). After that, it is securely deleted or anonymized.

Cookies and Similar Technologies

The Portal and Software may use cookies, local storage, and similar technologies:

  • Essential: For login sessions and core functionality.

  • Functional: To remember preferences and enable features like document signing.

  • Analytics: To track usage (e.g., Google Analytics cookies).

You can manage these via browser/app settings or device privacy controls. Note: Disabling them may limit functionality.

Sharing Your Information

We share information only as necessary:

  • Service Providers: With trusted third parties for hosting and storage (e.g., Amazon Web Services (AWS) for storing large data such as pictures, videos, and signed documents). These providers are bound by confidentiality and process data only on our behalf.

  • Affiliates and Partners: Within our company. We do not share data with any manufacturers or external partners; all data remains within our system.

  • Legal Requirements: If required by law, such as court orders, government requests, or to protect rights/safety.

  • Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred with notice and consent where required.

We do not share for marketing purposes without consent. For international transfers (e.g., to US-based providers), we use safeguards like standard contractual clauses or adequacy decisions.

Data Security

We employ industry-standard measures, including encryption (e.g., HTTPS, data at rest), access controls, firewalls, and regular audits, to protect your information. Media from cameras is stored securely and accessible only to authorized users. However, no system is infallible; we cannot guarantee absolute security. Report suspected breaches to us immediately.

Your Privacy Rights

Under PIPEDA and similar laws, you have rights including:

  • Access: Request details of your personal information we hold.

  • Correction: Update inaccurate or incomplete data.

  • Deletion: Request removal of your data (subject to legal retention requirements).

  • Withdrawal of Consent: Opt out of non-essential processing.

  • Complaint: File with us or the Office of the Privacy Commissioner of Canada.

Additional Rights for EU Residents (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the GDPR:

  • Right to Object: Object to processing based on legitimate interests or for direct marketing.

  • Right to Restrict Processing: Request restriction of processing in certain circumstances.

  • Right to Data Portability: Receive your data in a structured, commonly used format and transmit it to another controller.

  • Right to Lodge a Complaint: With your local supervisory authority (e.g., the Information Commissioner's Office in the UK).

  • Legal Basis for Processing: We process your data based on contract performance (for service delivery), legitimate interests (for improvements and security), consent (where obtained), or legal obligations.

To exercise rights, contact us below. We respond within 30 days (or one month under GDPR), free of charge (except for excessive requests). For Software-specific controls, check app settings for data export/deletion options.

Children's Privacy

Our services are not intended for children under 13 (or 16 in some jurisdictions). We do not knowingly collect data from children. If discovered, we will delete it promptly.

International Data Transfers

Data is primarily stored and processed in Canada (via AWS data centers). Our main server is currently hosted in Oregon, USA, but we plan to migrate it to Canada. For EU residents, transfers outside the EEA are protected by appropriate safeguards, such as EU Standard Contractual Clauses or reliance on adequacy decisions (e.g., for Canada under PIPEDA). We ensure all transfers comply with PIPEDA, GDPR, and equivalent protections.

Changes to This Privacy Policy

We may update this policy to reflect changes in our practices or laws. Updates will be posted here with a revised "Last Updated" date. For significant changes, we'll notify you via email or Portal notice. Continued use constitutes acceptance.

Contact Us

For questions, rights requests, or concerns:

Automated Cleaning Solutions

Email: privacy@automated.cleaning

Phone: 587-330-4033

If unsatisfied with our response, contact the Office of the Privacy Commissioner of Canada at info@priv.gc.ca. For EU residents, you may also contact your local data protection authority.