Privacy Policy

Last updated October 26, 2026

NeatScore is an app that cleaning and janitorial companies use to inspect the buildings they clean, score them, follow up on problems and share reports with their clients. This policy explains what information NeatScore collects, why, who it is shared with, and the choices you have. It is written to meet Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Who is responsible

NeatScore is a business operated by Tejas Jani in Ontario, Canada (“NeatScore”, “we”). Our Privacy Officer is accountable for how we handle personal information:

Privacy Officer: Tejas Jani · tejas@neatscore.ca

There are two kinds of information in NeatScore:

• Information about our customers (the people who sign up, their account and billing details, and visitors to this website). We decide how this is used and are responsible for it.
• Information a cleaning company puts into NeatScore about its own staff, clients and sites (names, inspection notes, photos, work orders, schedules). That company controls this information and decides what to collect; we store and process it on its behalf to provide the service. If your employer or service provider invited you, you can also contact them about your data.

Information we collect

• Account details: your first and last name, email address and, if you sign up with email, a password (passwords are handled by Firebase Authentication and are never visible to us).
• Sign in with Google: if you choose to sign in or sign up with Google, Google tells us your name, your email address and that the email is verified, and our sign-in provider (Firebase Authentication) records your Google account ID and, if Google supplies one, your profile picture link. We use your name and email to create and identify your NeatScore account, in the same way as if you had typed them in. We never receive your Google password and we do not access your Gmail, contacts, Drive, calendar or any other Google data. What Google itself collects when you use it is covered by Google's Privacy Policy. You can sign in with Google or with email and password, and you can stop using Google sign-in by deleting your NeatScore account or by removing NeatScore's access in your Google Account settings.
• Company and role: the company you belong to, your role (owner, manager, inspector, cleaner or client) and the sites you can access.
• Company details: company name, address, phone, email, website and logo, if an owner adds them.
• Site and inspection data: building names, addresses, floors and areas; inspection scores, notes, dates and the name of the inspector.
• Work orders and schedules: follow-up tasks created from inspections, who they are assigned to, notes, “after” photos and when they were completed; and recurring inspection schedules with the person they are assigned to.
• Photos: photos taken or chosen during inspections and work orders. We only access your camera or photo library when you tap the photo button. Photos of premises can show people; companies using NeatScore should avoid this where they can. Photos taken with the in-app camera have the date, time, building, area and, if you allow location, the GPS coordinates printed on the image itself, so anyone who sees the photo can see them.
• Location (app): when you submit an inspection, and while the in-app camera is open, the app asks for your phone's location, only while the app is open, and saves the position, its accuracy and the distance from the building so managers and clients can see the inspection was done on site. If you say no, you can still submit. We never track your location in the background.
• Notifications: if you allow notifications, the app stores a notification token for your phone or browser so we can tell you about work orders assigned or sent back to you, work orders that are due soon or overdue, and inspections due today. The token is removed when you sign out or delete your account, and you can turn notifications off at any time in your phone or browser settings.
• Voice notes: if you tap the microphone button on a note, your phone's speech recognition service turns what you say into text. We store the text you keep, not an audio recording.
• Crash and error reports: if the app crashes, a report with technical details (device model, app version, the error) is sent to our error-reporting provider, Sentry, so we can fix it.
• Billing details: if you subscribe, our payment processor (Stripe) collects your payment details directly. We receive confirmation of payment, your company name, billing address and, if you give one, tax number - never your card number.
• Technical information: our servers record basic technical details such as IP address, browser type and the pages or actions requested, to keep the service secure and fix problems. Administrative actions in NeatScore (such as approving a company) are logged.
• Website analytics and advertising cookies: on neatscore.ca (not inside the app) we use Google Analytics and Google Ads. They only run if you click Accept on the cookie banner. If you accept, cookies record things like pages viewed, approximate location (city/region) and device type, and Google may add you to a remarketing audience so we can show NeatScore ads to you on other websites. If you click Decline, these cookies are not set and the site works the same. You can change your choice at any time with the "Cookie settings" link at the bottom of any page, manage ad personalization in your Google Ad settings, or use the Google Analytics opt-out add-on.
• Sign-in cookie: when you are signed in at app.neatscore.ca, we set one small cookie (ns_session, value 1, no personal data) so neatscore.ca can show "Open app" and "Sign out" in its header. It is removed when you sign out.

We do not collect your contacts or advertising identifiers in the Android app, we do not track your location in the background, and the app contains no ads. Advertising cookies apply to the neatscore.ca website only, and only if you accept them.

Information stored on your device

To sign you in and to open quickly, the NeatScore app and web app keep some information on your device: your sign-in session and a copy of your company's recent data (in the web app, inside your browser's storage). This copy lets the app work through patchy connections. On a shared or public computer, sign out when you finish; signing out or clearing your browser's site data removes it.

How we use it

• To run the app: sign you in, show the right sites and reports, and save inspections, work orders and schedules.
• To create inspection reports and dashboards for your company and its clients.
• To process subscription payments, send service emails (such as sign-in links, password resets, billing and important account notices) and provide support.
• To keep the service secure, prevent abuse and fix problems.

We use personal information only for these purposes, and ask for your consent before using it for anything new. We do not sell personal information and we do not use it for advertising.

Emails from us

Service emails about your account are part of the service. We will only send newsletters or marketing emails in line with Canada's Anti-Spam Legislation (CASL), and every such email has a way to unsubscribe.

Who can see it

• People in your company, based on their role. Clients only see reports for the sites they have been given access to.
• Service providers that host or support NeatScore, under contracts that limit how they may use the information. They are listed, with where each one stores data, in the next section.
• Anyone you choose to send a PDF report to.
• A buyer or successor, if the NeatScore business is transferred, who must keep using the information under this policy.
• Authorities, if required by law.

Service providers and where data is stored

These companies host or support NeatScore for us. Each one only gets what it needs and is bound by a contract that limits how it may use it.

Data stored in the United States may be accessible to authorities there under US law. We email account owners at least 30 days before adding or replacing one of these providers. Business customers can find our Data Processing Agreement in the Terms of Service.

How long we keep it

• Account, company and inspection data: while the company's account exists, including while it is read-only after a subscription ends. Submitted inspection reports are business records of the cleaning company and are kept until that company deletes them or closes its account.
• After an account is deleted: 30 more days so it can be restored, then permanently deleted (see below).
• Billing records: as long as tax law requires (in Canada, generally six years).
• Server and security logs: only as long as needed for security and troubleshooting.

We keep backups of NeatScore data for disaster recovery, stored privately on our server. Deleted information can remain in these backups for up to 8 weeks before the backup itself is deleted.

Deleting your account

You can delete your account at any time in the app: open the menu, choose My account, then Delete my account (or on the web at app.neatscore.ca → Account). You confirm it is you with your password, or with Google if that is how you sign in. If you own the company, your subscription is cancelled but access continues until the end of the period you've paid for; team members lose access straight away. We then keep the data for 30 more days so you can restore it by signing in, after which we permanently delete your login and profile and, for owners, the company and all of its sites, templates, inspections, work orders, schedules and photos. Inspection reports you submitted for another company remain part of that company's records.

If you cannot access the app, see how to request deletion.

Security

Data is sent over encrypted connections and protected by access rules so that each company can only reach its own data. Access to our systems is limited to the people who run NeatScore.

If a breach of security safeguards involving personal information creates a real risk of significant harm, we will notify the people affected and report it to the Office of the Privacy Commissioner of Canada, as PIPEDA requires, and keep a record of every breach.

Children

NeatScore is a business tool and is not intended for anyone under 16.

Your rights

You may ask to see the personal information we hold about you, how it has been used and who it has been shared with; ask us to correct it; or withdraw your consent (which may mean we can no longer provide the service). Email our Privacy Officer at tejas@neatscore.ca; we will respond within 30 days. If the information was entered by a cleaning company about you, we may refer your request to that company or help it respond.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada.

Changes

We will update this page if our practices change, and update the “Last updated” date above. Material changes will be announced to account owners by email before they take effect.

Contact

Privacy Officer: Tejas Jani · tejas@neatscore.ca

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