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Privacy Policy

Effective: 11 September 2026 · Last updated: 11 September 2026

This Privacy Policy explains how Routine Tech Pte. Ltd. ("Routine Tech", "we", "us", "our") collects, uses, discloses and protects personal data when you use CleanLog (the "Service") or otherwise interact with us.

1. Introduction

We take our responsibility to protect personal data seriously. This Policy describes our practices under Singapore’s Personal Data Protection Act 2012 ("PDPA") and other data protection laws where they apply. It explains how we handle personal data; it does not replace any consent or notice required by law.

2. Who we are and how to contact us

Company: Routine Tech Pte. Ltd.
Registered office: 150 Cecil Street #03-02, Singapore 069543
Website: https://cleanlog.com

Data Protection Officer (DPO): dpo@cleanlog.com

Please contact our DPO if you have any questions about this Policy or how we handle personal data.

3. Scope

This Policy applies to:

  • visitors to our website;
  • customers (organisations) that subscribe to the Service ("Customers");
  • individuals who use the Service as Authorised Users (e.g. cleaners, supervisors, managers, facility staff); and
  • individuals who scan our QR codes in restrooms or other locations to submit ratings or feedback ("Visitors").

3.1. Our role and your organisation’s role

Routine Tech handles personal data for its own business purposes, such as managing customer relationships, billing, website enquiries and marketing. When we process operational records on a Customer’s behalf, we act as a data intermediary under the PDPA (or a processor where applicable), in accordance with the Customer’s instructions and our agreement with them.

The Customer decides why personal data is entered into its account and who should have access. Its own privacy notices may also apply, for example to employee attendance or facility feedback. We remain responsible for the data protection obligations that apply to our role. For requests about records managed by your organisation, you can contact its administrator or our DPO.

We collect Visitor Feedback through CleanLog’s feedback pages on behalf of the Customer responsible for the relevant QR code or feedback page. The Customer determines how it uses that feedback to manage its facilities or services, and we process it to provide the feedback service.

4. Personal data we collect

"Personal data" means data that can identify an individual, whether on its own or with other information. Depending on how you use the Service, we may collect the following categories of personal data:

4.1. Data you or your organisation provide

  • Account and profile data: names, job titles, roles, work email addresses, phone numbers, organisation name, billing details.
  • Operational records: site and team assignments, schedules, attendance, inspections, work orders, cleaning logs and audit trails. Attendance features may collect your device’s location at check-in or check-out, depending on the feature used and device permissions.
  • Content and media: messages, notes, photos, videos and voice recordings you submit, together with transcriptions or other results produced by features you use. These may include identifiable people or surroundings.
  • Support and communication data: content of messages and attachments you send to us (e.g. via email, in-app support, contact forms).

4.2. Visitor feedback data

When you scan a CleanLog QR code as a Visitor and submit feedback, we collect:

  • your responses to rating questions (e.g. cleanliness rating, satisfaction level);
  • any free-text comments you choose to provide (which may include personal data if you decide to include it);
  • technical data such as the date and time of submission, the facility/location identifier, and IP address/device information.

We do not require you to provide your name or contact details to submit Visitor Feedback. If you choose to include contact information or other personal details in your comments, we will process them in accordance with this Policy.

4.3. Data we collect automatically

When you access the Service, we may automatically collect:

  • Device and log data: IP address, browser type, operating system, device identifiers, pages viewed, date/time of access, referring URLs.
  • Usage data: actions taken in the Service (e.g. creating locations, logging cleanings, uploading photos, submitting feedback), feature usage patterns, error logs.
  • Cookies and similar technologies to remember preferences, secure sessions and understand usage. Our marketing website uses limited usage analytics, including page views and clicks on calls to action, without persistent analytics cookies before you make a cookie choice or if you decline. If you accept, additional analytics and advertising measurement are enabled on the marketing website, including interaction data and, where enabled, session replay. You can change your choice through Cookie settings in the website footer. Browser settings also let you control cookies, although blocking essential cookies may affect functionality.

4.4. Data from third parties

  • your employer or organisation (the Customer) when they add you as an Authorised User;
  • third-party tools integrated with the Service (e.g. authentication providers, communication tools), to the extent authorised by you or your organisation.

5. How we use personal data and on what basis

We use personal data for the following purposes:

5.1. To provide and operate the Service

  • Creating and managing Accounts and Authorised User profiles.
  • Recording cleaning activities, logs, photos and Visitor Feedback as part of the Service.
  • Generating reports, dashboards and audit trails for Customers.
  • Routing Visitor Feedback to the relevant Customer so they can review and, where appropriate, respond or take action.

5.2. To secure the Service

  • Authenticating users and preventing unauthorised access.
  • Detecting and preventing fraud, abuse and security incidents.
  • Monitoring and improving the stability and performance of the Service.

5.3. To communicate with you

  • Sending transactional emails (e.g. account notifications, password resets, system alerts).
  • Responding to your questions, support requests and feedback.
  • In some cases, contacting you if you have voluntarily provided contact details in Visitor Feedback and have requested a response.

5.4. To improve the Service

  • Analysing usage patterns to understand how the Service is used.
  • Developing new features and enhancements.
  • Creating aggregated and anonymised statistics that do not identify individuals (for example, overall cleanliness scores or trends across facilities).

5.5. For legal, compliance and risk management

  • Complying with applicable laws and regulations.
  • Enforcing our Terms of Service and other agreements.
  • Protecting our rights, property and safety, and those of our users or the public.

5.6. Marketing (optional)

With appropriate consent where required, sending you information about new features, promotions or content related to the Service. You may opt out of marketing communications at any time via the unsubscribe link in our messages or by contacting us.

We collect, use and disclose personal data with consent, including deemed consent where applicable, or where otherwise permitted or required by law. For data processed on a Customer’s behalf, the Customer is responsible for the notices and legal basis required for its collection and use of that data.

6. How we share personal data

We do not sell personal data. We may disclose personal data in the following situations:

6.1. Customers and their authorised recipients

  • Users and recipients authorised by the Customer, including its clients or facility managers, may receive records, reports or shared content in line with the Customer’s permissions and sharing choices.
  • Visitor Feedback submitted by scanning that Customer's QR codes may be made available to that Customer (e.g. facility manager, cleaning manager) so they can review and act on it.

6.2. Service providers (sub-processors)

We may engage third-party service providers to support the Service, including cloud hosting and infrastructure providers, email and communication tools, analytics and monitoring services, payment processors and billing tools, customer support tools, and AI or speech-processing providers for relevant features. Where a provider processes data on our behalf, we require safeguards appropriate to that processing and applicable law. Some recipients, such as payment providers, may also handle data for their own legal or business purposes under their privacy notices.

If you accept advertising measurement on our marketing website, relevant browsing and interaction data may also be shared with advertising and measurement providers, such as Google and LinkedIn, under their privacy notices. You can change your choice through Cookie settings.

6.3. Business transfers

In connection with a merger, acquisition, financing, sale of assets, restructuring or similar transaction, personal data may be transferred as part of the transaction. We will only do so where permitted by law and will take steps to ensure continued protection of personal data.

6.4. Legal and safety requirements

We may disclose personal data if we believe in good faith that it is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request; enforce our Terms of Service or other agreements; or protect the rights, property or safety of Routine Tech, our users or the public.

7. International transfers of personal data

Our servers and service providers may be located outside the country where you are based (for example, outside Singapore). This may involve transferring personal data to countries that may have different data protection laws. For transfers out of Singapore for which we are responsible, we comply with the applicable requirements of PDPA Section 26, including comparable protection where required through contractual obligations or other applicable safeguards. Where other data protection laws apply (such as the EU/UK GDPR), we will take appropriate steps to ensure adequate protection for international transfers, as required by those laws.

7.1. AI features and connected assistants

When you use CleanLog’s AI features, such as Cleo, relevant prompts, conversation content and records needed to answer your request may be sent to a provider supporting that feature. Features such as voice transcription may similarly send submitted audio to a processing provider.

If you connect a third-party assistant, such as Claude, Cursor or ChatGPT, it may retrieve and process CleanLog data within the access you authorise. That provider’s handling of the data depends on its terms, privacy policy and your account or organisation’s agreement with it. These transfers may involve processing outside Singapore and are subject to the applicable requirements of PDPA Section 26. Your organisation is responsible for the sharing it authorises; this does not remove any obligations that apply to Routine Tech’s role in the transfer.

Providers publish business data-processing terms, including theAnthropic Data Processing Addendumand theOpenAI Data Processing Addendum. Whether these terms apply depends on the service and agreement you use; connecting an assistant does not automatically make every provider’s business terms applicable.

You can revoke a connector’s access in CleanLog’s integrations panel. Revoking access stops future access through that connection; it does not delete data already received by the third party. Contact that provider about its retention practices and any available deletion options.

8. Data retention

We retain personal data while it serves the purposes for which it was collected and where retention remains necessary for legal or business purposes, such as providing the Service, maintaining operational records, billing or resolving disputes. Retention varies by the type of record and the reason it is held. We cease retention or remove the means of associating data with an individual when required by applicable law.

Deleting a user account does not necessarily delete every record associated with that user. Names or authored content may remain in historical work orders, inspections, messages or audit records where there is a continuing legal or business need. Our Account deletionpage explains the process and what is deleted or retained.

9. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks. These measures may include access controls and authentication, encryption in transit, regular software updates and security monitoring, and access logging and audits. See ourSecurity & data protection page for more about our security practices and independent assurance. However, no method of transmission over the Internet or method of electronic storage is completely secure. While we strive to protect personal data, we cannot guarantee absolute security.

Personal data breaches

We assess personal data breaches and notify Customers, affected individuals and the relevant authorities where required by applicable law. If a breach involves data we process on a Customer’s behalf, we notify that Customer in accordance with our obligations as a data intermediary.

10. Your choices and rights

10.1. Access and correction: Subject to legal requirements, you have the right to request access to personal data we hold about you, and to request corrections if you believe it is inaccurate or incomplete.

10.2. Withdrawal of consent: You may withdraw your consent to collection, use or disclosure that relies on consent by giving reasonable notice. We will explain the likely consequences, which may include being unable to provide an affected feature or service. Withdrawal does not prevent processing that is otherwise permitted or required by law.

10.3. Managing your information: If you are an Authorised User, you may be able to update certain personal data directly inside the Service (e.g. name, contact details), or you can contact your organisation's administrator. If you are a Visitor and wish to exercise your rights in relation to a specific feedback submission, you can contact us or, in some cases, the relevant Customer (facility owner/manager).

10.4. How to exercise your rights: To exercise any of these rights, please contact our DPO atdpo@cleanlog.com. We may need to verify your identity and may charge a reasonable fee where allowed by law (e.g. for processing access requests). We will respond within a reasonable time and in accordance with applicable laws. For account deletion specifically, see our Account deletion page for the full process and what gets deleted or retained.

11. International users and additional rights

We are based in Singapore. If another jurisdiction’s data protection laws apply to our processing of your data, you may have additional rights, such as deletion, restriction, objection, portability or a complaint to a data protection authority. These rights depend on the applicable law and its exceptions. Contact our DPO to make a request.

12. Children

CleanLog is a business service and is not directed at children. Public feedback forms may nevertheless be accessible to people of different ages. If you believe a child’s personal data has been submitted without an appropriate basis, contact our DPO so we can review it and take any action required by applicable law.

13. Third-party websites and services

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to read their privacy policies before providing them with personal data.

14. Changes to this Privacy Policy

We may update this Policy from time to time. We will indicate the effective date at the top. Where a change requires additional notice or consent under applicable law, we will provide that notice or seek consent as required.

15. Contact us

If you have any questions, concerns or complaints about this Policy or our handling of personal data, please contact our Data Protection Officer:

Data Protection Officer
Routine Tech Pte. Ltd.
Email: dpo@cleanlog.com
Address: 150 Cecil Street #03-02, Singapore 069543

We will investigate and respond to your query within a reasonable time.