This Privacy Policy explains how Summa Clean Inc. ("Summa Clean," "we," "us," "our") collects, uses, protects, and shares your personal information when you use the Summa Clean platform. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
1. Who we are
Summa Clean Inc. is an Ontario corporation operating cleaning services through the summaclean.ca platform. Our registered office is in Ottawa, Ontario, Canada. For all privacy questions and requests, contact:
Privacy Officer
Summa Clean Inc.
Email: privacy@summaclean.ca
2. What we collect
2.1 Information you provide
- Account information: name, email, phone, account password (hashed)
- Booking information: service address, property type and size, scope of work, scheduling preferences, special instructions
- Payment information: processed by Stripe (our payment processor); we do not store full card numbers — only last-4 digits, card brand, and Stripe's customer/payment-method IDs
- Communication: support tickets, contact form submissions, emails, in-app messages
- Optional information: service preferences, recurring schedule preferences, building access instructions
2.2 Information generated by your use
- Visit audit trail: timestamps of crew check-in and check-out, scope-adjustment requests and approvals, completion confirmations, photo logs of cleaned areas
- Platform usage: pages viewed, features used, error logs, approximate location based on IP address (not GPS unless explicitly required for a feature)
- Device information: browser type, operating system, device identifiers as provided by your browser
- Cookies and similar technologies: session cookies for authentication, preference cookies for accessibility settings, analytics cookies (anonymized, aggregate only)
2.3 Information from third parties
- Identity verification (cleaners only): through Persona or similar verification provider, including ID match results
- Background check (cleaners only): through Certn or equivalent provider
- Payment processor data: Stripe's tokenized card and charge data
- Geocoding data: address-to-coordinates conversion through Mapbox for routing and zone resolution
3. How we use your information
We use your personal information to:
- Provide cleaning services you book through the Platform
- Compute pricing, schedule cleans, dispatch crews, and complete payment
- Communicate with you about your bookings, account, or service issues
- Maintain audit trails and photo logs for service quality, dispute resolution, and trust & safety
- Process refunds, claim payments, and tax filings
- Improve the Platform — feature development, bug fixes, performance monitoring (using aggregated and anonymized data wherever possible)
- Comply with legal obligations, respond to lawful requests from authorities, and enforce our Terms of Service
- Detect, prevent, and address fraud, abuse, and security threats
We do not sell your personal information. We do not use your data for behavioral advertising or share it with advertisers.
4. Legal bases for processing
Under PIPEDA and applicable provincial law, we process your personal information based on:
- Performance of contract: processing necessary to deliver the services you've booked
- Consent: for optional features like marketing communications (you may withdraw consent at any time)
- Legitimate interests: Platform security, fraud prevention, product improvement
- Legal obligations: tax records, regulatory compliance, lawful authority requests
5. Sharing and disclosure
We share personal information only in these specific circumstances:
5.1 Service Providers (cleaners)
The Crew assigned to a booking receives the information they need to perform the service: your name, service address, scope, booking notes, and access instructions. They do not receive your payment details, full account history, or contact information beyond what's necessary for the visit.
5.2 Vendors and processors
We share data with third-party processors who help us operate the Platform:
- Stripe (payment processing)
- Supabase (cloud database and authentication, infrastructure provider)
- Twilio (SMS notifications)
- Resend (transactional email)
- Mapbox (geocoding, routing)
- Persona / Certn (cleaner identity and background verification)
- Sentry (error monitoring), PostHog (product analytics)
- Trigger.dev (background job processing)
Each processor is bound by data processing agreements limiting their use of your information to providing services to us.
5.3 Legal requirements
We may disclose personal information when required by law, court order, or other lawful authority. We notify affected users where legally permitted.
5.4 Business transfers
If Summa Clean is acquired, merged, or its assets transferred, your information may be transferred as part of that transaction. We will notify you of any change in data ownership.
5.5 Property managers
If your booking is associated with a property management firm (e.g., your landlord uses Summa Clean for unit turnovers), aggregated information about the visit (scope, completion, photo log access) may be shared with the property manager. We do not share your personal contact information with property managers unless you have separately consented.
5.6 Aggregated and anonymized data
We may share aggregated, anonymized data that cannot identify you for business analysis, market research, and reporting purposes.
6. Data retention
We retain personal information for as long as your account is active and as needed to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Specifically:
- Account data: retained while account is active; deleted within 30 days of account closure unless legal retention requires longer
- Booking and audit trail: retained for 7 years (matching Canadian tax records retention requirements)
- Photo logs: retained for the life of your account; you can request deletion of specific visits' photo logs
- Payment records: retained for 7 years per Canadian tax law; processed payment tokens deleted upon account closure
- Trust & safety incident records: retained for 7 years from incident closure
- Marketing consent records: retained for the duration of consent + 24 months
7. Your rights under PIPEDA
You have the right to:
- Access: request a copy of the personal information we hold about you
- Correction: request correction of inaccurate or incomplete information
- Deletion: request deletion of your personal information, subject to legal retention requirements
- Withdraw consent: for processing based on consent (e.g., marketing emails); we will honor the withdrawal subject to operational obligations
- Portability: receive a machine-readable export of your data
- Complaint: file a complaint with our Privacy Officer or with the Office of the Privacy Commissioner of Canada
To exercise these rights, email privacy@summaclean.ca. We respond within 30 days. We may verify your identity before processing certain requests.
8. Security
We implement administrative, technical, and physical safeguards to protect your information:
- Data in transit is encrypted (TLS 1.2 or higher)
- Data at rest is encrypted in our cloud database
- Access to personal information is restricted to authorized personnel and logged
- Multi-factor authentication required for staff accessing customer data
- Regular security audits and penetration tests
- Documented incident-response process with notification commitments
No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify you and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA breach notification requirements.
9. International data transfers
Your information may be processed in countries outside of Canada (primarily the United States) by our service providers. When we transfer data outside of Canada, we use contractual safeguards and rely on processors who maintain equivalent standards of protection. By using the Platform, you consent to these international transfers.
10. Children
The Platform is not directed to individuals under 18. We do not knowingly collect personal information from minors. If you believe we have collected information from a minor, contact privacy@summaclean.ca and we will promptly delete it.
11. Cookies and similar technologies
We use cookies and similar technologies for authentication, preferences, security, and aggregated analytics. We do not use third-party advertising cookies or behavioral tracking cookies. You can control cookies through your browser settings; disabling essential cookies will prevent the Platform from functioning correctly.
12. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be communicated by email and posted on the Platform at least 30 days before they take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated policy.
13. Accessibility
Summa Clean is committed to providing a Platform accessible to people with disabilities, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and Web Content Accessibility Guidelines (WCAG) 2.1 Level AA where applicable.
13.1 What we commit to
- Designing the Platform to meet WCAG 2.1 AA standards for keyboard navigation, screen-reader compatibility, color contrast, and focus visibility
- Providing text alternatives for non-text content where technically feasible
- Maintaining a documented accessibility process: user feedback, periodic audits, remediation timelines for identified issues
- Offering alternative booking channels (phone, email) for users who cannot use the Platform's standard interface
13.2 Reporting accessibility issues
If you experience an accessibility barrier on the Platform, contact us at accessibility@summaclean.ca. We aim to respond within 5 business days and work toward remediation in a timely manner. Please describe the issue, the page/feature affected, and the assistive technology you use (if applicable).
13.3 Service for people with disabilities
We welcome service animals on premises during cleans where customer presence is required. Crews are trained to provide service in a manner consistent with AODA's Customer Service Standard. Specific accessibility accommodations during a clean — for example, scheduling around medical appointments, working alongside personal support workers, or accommodating specific cleaning chemical sensitivities — can be noted in your booking and we'll match you with crew members trained appropriately.
14. Contact
For privacy or accessibility questions, requests, or complaints:
Privacy Officer
Summa Clean Inc.
Ottawa, Ontario, Canada
Email: privacy@summaclean.ca
Accessibility: accessibility@summaclean.ca
You may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.
This Privacy Policy is subject to legal review. The practices described represent our operating commitments. Specific contractual relationships (e.g., property management firms with master service agreements) may include additional or different data-handling terms governing those engagements.