Privacy Policy

1. Information We Collect

We collect personal and business information that you provide to us and that is generated when you interact with our website and portals, including:

• Contact information — such as your name, email address, phone number, and mailing address;
• Business information — such as your organization name, role, facility type, and service requirements;
• Quote requests — details about the premises, scope of work, frequency, and special requirements you submit;
• Portal account information — login credentials, account preferences, service records, and communications;
• Website analytics — pages visited, referral sources, and usage patterns collected to improve our website;
• Device information — IP address, browser type, operating system, and similar technical data.

2. How We Use Information

We use the information we collect for legitimate business purposes, including:

• Service delivery — scheduling, performing, and managing the cleaning and facility services you request;
• Quote preparation — preparing accurate estimates and proposals tailored to your needs;
• Customer support — responding to inquiries, resolving issues, and managing your account;
• Compliance documentation — maintaining records required for healthcare, regulatory, and contractual obligations;
• Platform functionality — operating, securing, and improving our website and client portals;
• Marketing communications — sending relevant updates and offers where you have consented to receive them.

3. Information Sharing

We share personal information only as necessary to operate our business and meet legal obligations, including with:

• Service providers — trusted partners who help us deliver services on your behalf;
• Software and technology providers — vendors who host, secure, and support our platforms;
• Government authorities — when disclosure is required by law, regulation, or valid legal process.

We never sell your personal information to any third party.

4. Artificial Intelligence and Automated Processing

GreenSpark Cleaners uses artificial intelligence tools to enhance service delivery. These tools include:

• AI Service Advisor — generates service recommendations and quote estimates based on facility type, size, and requirements you enter. Responses are produced by OpenAI GPT-4o, operated by OpenAI, L.L.C. (USA).
• AI Cleaning Compliance Chat — answers compliance and procedure questions using GPT-4o. Do not include personal health numbers, Social Insurance Numbers, patient identifiers, or other sensitive personal data in chat messages.
• AI Photo Verification — uploaded facility photos submitted by technicians are analyzed by GPT-4o Vision to verify proof of service. The assessed result (pass/fail/score) is stored; raw photos are retained under your service record.
• Voice Transcription — technician voice notes are transcribed using OpenAI Whisper (USA). Audio recordings are processed in real time and are never stored on GreenSpark servers.

When these features are used, the content you provide (text messages, facility details, or photos) may be transmitted to OpenAI servers located in the United States for processing. OpenAI processes API data under its Data Processing Agreement and does not use API inputs to train its models. Cross-border transfers to the USA are conducted in accordance with PIPEDA Schedule 1 Principle 4.1.3.

AI-generated responses are advisory only and are reviewed by GreenSpark staff before any compliance or service decision is made. You may avoid these features by requesting a manual consultation with our team.

5. Data Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, to meet contractual commitments, and to comply with legal, regulatory, and accounting requirements. When information is no longer needed, it is securely deleted or anonymized.

6. Security Measures

We use administrative, technical, and physical safeguards to protect personal information against unauthorized access, use, disclosure, or loss. These include access controls, encryption, monitoring, and staff training. While we apply commercially reasonable safeguards, no method of transmission or storage can be guaranteed to be completely secure.

7. Your Rights

Under PIPEDA, you have the right to access and correct your personal information, and to withdraw your consent to its collection, use, or disclosure, subject to legal and contractual restrictions.

If you have a concern about how we handle your personal information, you may also file a complaint with the Office of the Privacy Commissioner of Canada.

8. Contact Information

To exercise your rights or ask questions about this Privacy Policy, contact our Privacy Officer at GreenSpark Cleaners Inc., Ottawa, ON — privacy@greensparkcleaners.com — 800-301-2472.