KleanFlo Privacy Policy
This Privacy Policy explains how IMJ Software Limited handles personal data in connection with KleanFlo, including the KleanFlo web platform, KleanFlo Staff, KleanFlo on the Move, the customer portal, the KleanFlo website, support, demos, onboarding, integrations, and related services.
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Who We Are
KleanFlo is operated by IMJ Software Limited ("KleanFlo", "we", "us", or "our"). We provide software for cleaning companies to manage prospects, customers, sites, quotations, contracts, schedules, staff, mobile work, audits, incidents, documents, timesheets, payroll-hour reporting, process workflows, customer portals, and related operations.
For privacy questions or requests, contact martin@imjsoftware.co.uk.
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What This Policy Covers
This policy covers personal data processed through KleanFlo, including data collected through our website, web app, mobile apps, customer portal, integrations, support channels, demo requests, onboarding activity, and account administration.
KleanFlo may contain links or integrations to third-party services. Those services have their own terms and privacy notices, and we are not responsible for their independent processing.
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Personal Data We Collect
The personal data we collect depends on how KleanFlo is used.
- Account and contact data: names, email addresses, phone numbers, organisation details, role details, login information, and account preferences.
- Customer, prospect, and site data: prospect details, customer records, site addresses, contacts, quotations, contracts, service requirements, attachments, notes, and related communications.
- Staff and workforce data: staff profiles, contact details, job roles, schedules, holiday, absence, onboarding records, return-to-work records, offboarding records, timesheets, payroll-hour data, and mobile app activity.
- Operational data: jobs, audits, incidents, documents, cleaning specifications, processes, process actions, workflow updates, evidence, photos, notes, timestamps, check-in and check-out records, and completion records.
- Location and mobile data: device information, app usage, timestamps, geofence status, and location-related data where location, geofencing, route, check-in, or mobile attendance features are enabled.
- Calendar and email data: event details, attendees, locations, email addresses, message content, delivery metadata, and related information needed to provide authorised calendar, Gmail, Microsoft 365, SMTP, CalDAV, or similar integrations.
- Integration and finance data: data exchanged with accounting, payment, calendar, email, document, e-signature, or other connected services, including Xero or QuickBooks where enabled.
- Usage and technical data: IP addresses, browser and device details, operating system, app version, logs, crash data, diagnostic data, timestamps, security events, and analytics.
- Billing and transaction data: billing contact details, invoices, subscription details, payment status, and payment method metadata. We do not intentionally store full card numbers where a third-party payment provider processes payment.
- Support and marketing data: demo requests, website forms, support messages, emails, calls, chat messages, screenshots, feedback, campaign preferences, and marketing communication preferences.
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How We Collect Personal Data
- directly from you when you create an account, use KleanFlo, complete forms, request a demo, contact support, or communicate with us;
- from your employer, customer, contractor, cleaning company, branch, franchise, administrator, or another authorised user of KleanFlo;
- automatically through the website, web app, mobile apps, cookies, logs, analytics, and security tools;
- from third-party integrations that you or your organisation connect to KleanFlo; and
- from service providers that support billing, communications, analytics, security, hosting, or customer support.
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How We Use Personal Data and Our Lawful Bases
We process personal data only where we have a lawful basis under applicable data protection law.
- To provide and administer KleanFlo: account setup, login, permissions, customer records, schedules, jobs, workflows, mobile app features, portals, integrations, reporting, support, and service communications. Lawful bases: contract and legitimate interests.
- To manage staff and operational workflows for our customers: schedules, timesheets, holiday, absence, onboarding, audits, incidents, documents, process actions, mobile updates, and customer portal records. Lawful bases: contract, legitimate interests, and legal obligation where applicable.
- To operate integrations: calendar, email, accounting, document, payment, e-signature, mapping, and related third-party connections authorised by you or your organisation. Lawful bases: contract, legitimate interests, and consent where required.
- To secure, monitor, and improve KleanFlo: troubleshooting, fraud prevention, access control, diagnostics, backups, testing, analytics, product improvement, and service reliability. Lawful bases: legitimate interests and legal obligation.
- To manage billing and accounts: subscriptions, invoices, payments, debt recovery, tax records, and accounting. Lawful bases: contract, legitimate interests, and legal obligation.
- To communicate with you: service updates, security notices, onboarding messages, support responses, administrative messages, and requested information. Lawful bases: contract and legitimate interests.
- To market KleanFlo: demo follow-up, newsletters, product updates, campaign activity, and measuring engagement. Lawful bases: consent where required and legitimate interests for relevant business-to-business communications.
- To comply with law and protect rights: legal, regulatory, tax, accounting, audit, dispute, enforcement, and compliance purposes. Lawful bases: legal obligation and legitimate interests.
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Special Category, Criminal Offence, and Sensitive Data
KleanFlo is a flexible operational platform. Customers may choose to enter data about staff absence, health and safety incidents, return-to-work processes, audit findings, documents, photographs, or other information that may be sensitive or special category personal data.
Customers are responsible for ensuring they have a lawful basis and appropriate safeguards before entering, uploading, or processing this type of data in KleanFlo. We process Customer Data as needed to provide the Service and in accordance with applicable data processing terms.
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Location and Geofence Data
Where location, check-in, check-out, geofence, route, or mobile attendance features are enabled, KleanFlo may process location or location-related data to support scheduling, proof of attendance, site work, supervisor activity, and operational reporting.
Customers are responsible for informing their staff, contractors, and other users about any workplace location monitoring and for ensuring such use is lawful, proportionate, and covered by suitable employment, privacy, and internal policies.
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Google, Microsoft, Calendar, and Email Integrations
If you authorise Google, Microsoft, CalDAV, SMTP, or other email or calendar integrations, KleanFlo may access, store, transmit, and use the data needed to provide the connected feature, such as calendar events, attendees, email addresses, message content, and delivery metadata.
KleanFlo's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. You can disconnect connected accounts where supported in the account or integration settings.
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Sharing Personal Data
We do not sell personal data to third parties.
We may share personal data with:
- service providers that support hosting, infrastructure, security, analytics, email, SMS, payments, support, backups, and product operations;
- third-party integrations authorised by you or your organisation, such as calendar, email, accounting, payment, document, mapping, or e-signature services;
- professional advisers, auditors, insurers, legal advisers, and accountants;
- law enforcement, regulators, courts, government bodies, or other third parties where required by law or needed to protect rights, safety, security, or legal interests;
- buyers, investors, advisers, or successors in connection with a merger, acquisition, investment, restructuring, or sale of all or part of our business; and
- other parties where you have instructed us or given consent.
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International Transfers
We may process personal data in the United Kingdom and in other countries where we or our service providers operate. Where personal data is transferred outside the UK or European Economic Area, we use appropriate safeguards where required, such as adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms.
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Data Retention
We retain personal data for as long as needed to provide KleanFlo, maintain accounts, support customers, comply with legal obligations, resolve disputes, enforce agreements, and keep appropriate business records.
- Account and service data is generally retained while the account is active.
- Billing, tax, and accounting records may be retained for legally required periods.
- Support and communication records may be retained to manage support, quality, training, and disputes.
- Deleted or closed account data may be deleted, anonymised, or retained where required for legal, security, backup, audit, or legitimate business reasons.
- Backup copies may persist for a limited period before being overwritten or deleted according to backup cycles.
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Security
We use reasonable technical and organisational measures designed to protect personal data, including access controls, encryption where appropriate, monitoring, backups, logging, security review, and controls over staff and service provider access.
No system is completely secure. You should keep login details confidential, use appropriate account permissions, remove access when users leave or change role, and contact us promptly if you suspect unauthorised access, misuse, or a security issue.
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Cookies and Similar Technologies
Our website and applications may use cookies and similar technologies to keep the service working, remember preferences, secure sessions, understand usage, improve performance, and measure marketing activity.
Some cookies are necessary for the website or service to work, such as cookies used to remember your cookie preferences. Optional analytics and marketing technologies are only used on the KleanFlo marketing website where you have given consent.
If you accept analytics cookies, we may use Google Analytics to help us understand how visitors use the website and improve our pages. If you accept marketing cookies, we may use Meta Pixel to help us measure advertising activity and understand whether our campaigns are useful.
You can accept all optional cookies, reject non-essential cookies, or manage analytics and marketing choices separately using the cookie banner or the Cookie settings link in the website footer. You can also control cookies through your browser settings.
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Marketing Choices
You can opt out of marketing emails by using the unsubscribe link in those emails or by contacting us. We may still send service, security, billing, legal, and account administration messages where needed.
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Your Rights
Depending on your location and the circumstances, you may have the right to:
- be informed about how your personal data is used;
- access a copy of your personal data;
- correct inaccurate or incomplete personal data;
- request deletion of personal data;
- restrict processing of personal data;
- object to processing based on legitimate interests or direct marketing;
- withdraw consent where processing is based on consent;
- request data portability where applicable; and
- object to automated decision-making or profiling where applicable.
To exercise your rights, contact martin@imjsoftware.co.uk. We may need to verify your identity and clarify the request. If your data is controlled by one of our customers, we may refer your request to that customer or support them in responding.
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Complaints
If you have concerns about how we handle personal data, please contact us first so we can try to resolve them. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk or to another relevant data protection authority.
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Children
KleanFlo is intended for business use and is not directed at children. Customers must not create accounts for children or use KleanFlo to process children's personal data unless they have a lawful basis and appropriate safeguards.
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Changes to This Policy
We may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to notify customers, such as by email, in-app notice, website notice, or account notification. The updated policy will apply from the date shown above or the date otherwise notified.
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Contact
For privacy questions, requests, or concerns, contact martin@imjsoftware.co.uk.