Privacy policy

EcoBroom AI is software for cleaning businesses: bookings, customers, cleaners, quotes, invoices, quality review and AI assistance in one workspace. It is provided by EcoBroom London Ltd, trading as EcoBroom AI, a company registered in England and Wales under number 17222243, with its registered office at 124 City Road, London, EC1V 2NX, United Kingdom.

In this policy, “we”, “us” and “our” mean EcoBroom London Ltd. It covers the website at ecobroomai.com, the workspace at app.ecobroomai.com, and the free tools on both.

For anything about your personal data, email support@ecobroomai.com.

Data protection law treats us differently depending on whose data it is.

• We are the controller of data about the people who use EcoBroom AI directly: business owners and their staff who hold accounts, visitors to our website, people who try our free tools, and anyone who contacts us. We decide why and how that data is used, and this policy explains it.
• We are a processor of the data a cleaning business puts into its workspace about its customers, cleaners and job applicants. The cleaning business is the controller of that data. We process it only on its instructions, under the data processing terms in our Terms of service. If you are a customer, cleaner or applicant of a business that uses EcoBroom AI, that business’s own privacy notice governs your data, and you should contact it first. We will help it answer you.

Account information. When you start a trial or are invited to a workspace: your name, email address, a securely hashed password (if you do not use Google), your role, and your business details, such as business name, address, logo, brand colour and the services and prices you set.

Google account information. If you sign in with Google: your name, email address, profile picture and Google account identifier, and the access tokens Google issues for the calendar permissions described in section 5.

Workspace data (as processor). Whatever a business records in its workspace, which typically includes:

• customers' names, email addresses, phone numbers, property addresses, access notes and booking history;
• quotes, bookings, recurring plans, invoices and payment status;
• cleaners' names, contact details, employment or contractor details, contracts and job assignments;
• job applications, including CVs and anything an applicant chooses to include in them;
• photos taken before and after cleans, and the quality reports produced from them;
• WhatsApp conversations, if the business connects its WhatsApp Business number (section 6);
• conversations with Mia, our AI assistant, and the actions Mia proposed and the business approved (section 7).

We ask businesses not to put special category data (such as health information) into the workspace unless they have a lawful basis to process it and it is necessary for the job.

Free tools. The AI quote generator on ecobroomai.com sends the customer’s message, any photos and the job details you choose to our servers and to an AI provider to produce an estimate. We do not store that message, those photos or the estimate. Any letterhead details you type are kept only in your own browser’s local storage, on your device, and are never sent to us. The quality review demo asks for your email address, phone number, business name and job details, with your consent; it stores those, the number of photos and the resulting report, but not the photos.

Messages to us. What you send when you email us or ask for support.

Technical information. Our hosting providers record IP addresses, browser type, pages requested and timestamps in server logs, which we use for security and to fix faults. The workspace uses cookies described in section 14.

We have not launched voice features. We will update this policy before we do.

Under UK GDPR we must have a lawful basis for each use of personal data we control. For workspace data, the lawful basis is the cleaning business’s, and we act on its instructions.

We do not sell personal data. We do not use workspace data for our own marketing, and we do not use it to train AI models (section 7).

You can sign in to EcoBroom AI with your Google account. When you do, Google asks you to allow the following access:

• Basic profile (openid, email, profile): your name, email address and profile picture, to create your account and sign you in.
• Google Calendar events (calendar.events): to add your upcoming bookings to your primary Google Calendar when you choose to sync. Each event contains the service, the customer’s name, the property address and booking notes from your workspace.
• Google Calendar read-only (calendar.readonly): currently requested at sign-in, but we do not use it. We do not read your calendar, and we are removing this request.

We use Google user data only to provide these features to you. We do not use it for advertising, we do not sell it, and we do not transfer it to anyone except as necessary to provide the features, to comply with law, or as part of a merger or acquisition with your notice. No person at EcoBroom AI reads your Google data unless you ask us to for support, it is needed for security or to comply with law, or it has been aggregated and anonymised for internal operations.

We do not use Google user data to develop, improve or train generalised artificial intelligence or machine learning models, and we do not send data received from Google APIs to AI providers.

EcoBroom AI’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can remove our access at any time in your Google account permissions. Removing it stops calendar sync; events already created stay in your calendar until you delete them. To delete the Google data we hold, follow our data deletion instructions.

WhatsApp Business integration. A business can connect its own WhatsApp Business number to EcoBroom AI through Meta’s official WhatsApp Business Platform, using Meta’s sign-up flow. We never ask for your Facebook password. Once connected, we receive and store:

• the WhatsApp Business Account and phone number identifiers Meta issues to the business;
• messages sent to and from the connected number, with the sender's phone number, WhatsApp profile name, timestamps and delivery status;
• details of media customers send, such as a photo's caption, file name and type.

Meta’s sign-up flow gives us a single-use code, which we exchange once to link your account to our app. We do not store the access token that exchange returns.

We use this data only to show the business its conversations, to help it turn messages into quotes and bookings, and, when the business asks, to have Mia draft a reply. Mia’s drafts are never sent without a person at the business choosing to send them. We process WhatsApp data as the business’s processor; the business is responsible for having a lawful basis to message its customers and for following the WhatsApp Business Policy.

Meta also processes these messages as a provider of the WhatsApp Business Platform, under its own terms and privacy policy.

A business can remove our app’s access to its WhatsApp Business Account at any time in Meta Business Manager, or ask us to disconnect it by emailing support@ecobroomai.com. Once disconnected, we stop receiving its messages. Stored conversations are deleted with the rest of the workspace, or sooner on request. See our data deletion instructions.

Meta Pixel. The workspace site may use the Meta Pixel to measure advertising, but only if you accept marketing cookies in the cookie banner. It is never loaded on ecobroomai.com and never receives workspace data.

EcoBroom AI uses AI models from third-party AI model providers. We tell you which features use AI, what is sent, where it is processed, and what the AI is and is not allowed to do.

No training on your data. We do not use workspace data, photos or Mia conversations to train AI models, ours or anyone else’s. We send data to AI providers only through their business APIs, and we have not agreed to any provider using it to train its models. Providers may keep the data for a limited period to detect abuse.

People stay in charge. AI output in EcoBroom AI is a suggestion. AI quotes are estimates the business reviews before sending. Quality reports help a person judge a clean; they do not decide pay, discipline or employment. Mia can look things up, draft messages and propose actions such as assigning a cleaner, but a person at the business must approve every action and send every message. Every action Mia proposes, and who approved it, is recorded in an audit log.

No solely automated decisions. We do not make decisions based solely on automated processing that produce legal or similarly significant effects on anyone (UK GDPR Article 22). Businesses agree in our Terms not to use EcoBroom AI that way.

Accuracy. AI models can be wrong, including confidently. Businesses should check AI output before relying on it. You can ask for any inaccurate personal data to be corrected (section 13).

Photos appear in three places, and each is handled differently:

• Free AI quote generator: the message and any photos are analysed to produce an estimate and are then discarded. We do not store them.
• Quality review demo: photos are analysed once and not stored. We keep only how many there were and the report.
• Workspace: photos uploaded to bookings, quality evidence, CVs and logos are stored in private cloud storage. They are not publicly accessible, and only signed-in members of that business’s workspace can view them.

Photos can contain personal data: people, documents, addresses, or information in the file’s metadata, such as location. Businesses are responsible for having permission to photograph a property and for avoiding photographing people. Please do not upload photos of people, identity documents or anything unrelated to the clean.

We use service providers (our sub-processors) in the categories below to run EcoBroom AI. Each may use personal data only to provide its service to us, under that provider’s data processing terms.

Business customers can ask us at support@ecobroomai.com for the current list of named sub-processors.

We also share personal data:

• with the cleaning business whose workspace it belongs to, and with the members that business invites;
• with the business's customers, when the business sends them a quote, confirmation, invoice or message;
• with professional advisers, insurers and auditors, under confidentiality;
• with authorities, when the law requires it, to protect anyone's safety, or to establish, exercise or defend legal claims;
• with a buyer or successor if our business is sold or restructured, who must keep protecting it as this policy describes.

We tell business customers before adding or replacing a sub-processor, and they can object as set out in the Terms.

Some of our providers process data outside the UK. When they do, we protect the transfer as UK GDPR requires:

• to the European Economic Area, which the UK recognises as adequate;
• to the United States, under the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or otherwise under the ICO's International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses;
• to the People's Republic of China, for Mia's text requests only, under the ICO's International Data Transfer Agreement with a transfer risk assessment. We limit what is sent to what Mia needs to answer a request.

You can ask us for more information about these safeguards at support@ecobroomai.com.

A business, as controller, decides how long to keep its customers’, cleaners’ and applicants’ data. It can remove records in its workspace, or ask us to delete them, at any time.

We use technical and organisational measures appropriate to the risk, including:

• encryption in transit (HTTPS) for every connection;
• passwords stored only as salted hashes;
• private file storage, with photos and documents served only to signed-in members of the right workspace;
• separation of each business's data by organisation, checked on every request;
• staff access limited to what is needed to run or support the service;
• an audit log of every action Mia proposes and who approved it;
• signature checks on incoming WhatsApp webhooks.

No system is perfectly secure. If a personal data breach puts people at risk, we will tell the ICO within 72 hours where required, and tell affected businesses without undue delay so they can meet their own obligations.

Under UK GDPR you have the right to:

• access the personal data we hold about you and get a copy;
• have inaccurate data corrected;
• have your data deleted;
• restrict how we use it;
• receive it in a portable format, or have it sent to another provider;
• object to uses based on our legitimate interests, and to direct marketing at any time;
• withdraw consent at any time, where we rely on consent;
• not be subject to decisions based solely on automated processing with significant effects.

To use these rights, email support@ecobroomai.com. We will reply within one month, and may ask you to confirm your identity first. It is free unless a request is clearly unfounded or excessive.

If your data is in a cleaning business’s workspace (you are its customer, cleaner or applicant), please contact that business. If you contact us instead, we will pass your request to the business and help it respond.

ecobroomai.com runs Google Analytics (analytics) and the Meta Pixel (marketing) only if you allow them in the cookie banner; each is a separate choice, and neither is needed to use the site. The AI quote generator saves the letterhead details you type in your browser’s local storage, so they are there next time. That data stays on your device; you can clear it in your browser settings.

If you send an enquiry and tick “send me occasional product news and offers”, we also tell Meta, through its Conversions API, that an enquiry was made. Your email address, phone number, name and approximate location (town, region and country, estimated from your IP address) are hashed (turned into an irreversible code) before they leave us; Meta uses them only to match the enquiry to an ad you saw. Leads you submit through a Facebook or Instagram lead form are reported back to Meta in the same hashed way as we follow up, so it can measure which ads find the right cleaning companies.

The workspace at app.ecobroomai.com uses:

• strictly necessary cookies, which keep you signed in and protect forms against cross-site attacks. These do not need consent;
• Google Analytics and the Meta Pixel, only if you accept them in the cookie banner.

Your cookie choice is saved in your browser’s local storage. To change it, use “Cookie preferences” at the foot of any page, or clear this site’s stored data in your browser settings and the banner will ask you again.

EcoBroom AI is a business tool for people aged 18 and over. We do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.

We will update this policy when our services or the law change, and change the date at the top. If a change materially affects how we use your data, we will tell account holders by email or in the workspace before it takes effect.

EcoBroom London Ltd (trading as EcoBroom AI), 124 City Road, London, EC1V 2NX, United Kingdom.
Email: support@ecobroomai.com

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.