Draft: the marked fields must be completed, and the text reviewed by a lawyer, before launch.
1. Who we are
Cleanomatic: Clean Home (“the app”) is provided by ENCODEIT SRL, tax identification number (CUI) RO48115030, trade register number J22/1489/08.05.2023, with its registered office at Aurel Vlaicu nr. 83, bloc C7, ap. 2, parter, Iași, jud. Iași, Romania (“we”). We decide how and why your data is processed, so we are its controller under Regulation (EU) 2016/679 (“GDPR”).
For any question about your data, write to contact@encodeit.ro. You can reach our data protection officer at irinel@encodeit.ro.
This policy describes what the app does as it works today. When the way we process data changes, the policy changes in the same release of the app.
2. What we process and why
| Data | Why | Legal basis |
|---|---|---|
| Your account: the identifier Apple or Google gives us, your email address (Apple may give you a hidden one), your display name, your profile photo (your Apple or Google account's, if there is one, or one you choose), your language and time zone | To create your account and recognise you when you sign in | Contract (Art. 6(1)(b)) |
| Your birth year: you tell us your date of birth, we check that you are at least 16 and keep only the year and when we checked; we do not keep the day or the month | The app is for people aged 16 and over | Contract and legal obligation (Art. 6(1)(b) and (c), Art. 8) |
| Your home and rooms: the home's name and type, its rooms (name, type, floor, colour) and the objects in them. Photos you pick for your home or rooms stay on your phone and never reach us | Running the app | Contract |
| What you do in the app: missions, tasks done or skipped, time, XP, level, coins, streaks, challenges, achievements, skins and settings | Running the app and keeping your progress | Contract |
| Your household: the members of your home, their roles and the invitations | Cleaning together | Contract |
| Scans: the still photos of a room you choose to send (not video) and the result of the analysis: the objects found, how much attention they need and the tasks proposed | To tell you what needs cleaning (see section 3) | Consent (Art. 6(1)(a)), asked before your first scan |
| PRO subscription: the proof of purchase the App Store or Google Play sends (transaction identifier, product, period, status). We never see or keep your card details | To give you PRO and keep payment records | Contract and legal obligation (accounting) |
| Notifications: your phone's notification identifier, platform, language and your preferences (which notifications you want, quiet hours) | To send the notifications you chose | Contract; you grant the phone's permission |
| Usage statistics: which screens and features you use (for example “mission finished”), with no photos and nothing from your scans | To understand what works and what does not | Consent; off until you turn it on in Settings › Privacy |
| Support: your message, the topic, the screenshot if you add one and the technical details shown on screen before you send (app version, system, phone model, language, recent error codes) | To help you | Contract and legitimate interest (Art. 6(1)(f)) |
| Security: your sign-in sessions and the log of actions our support team takes in your account | To protect accounts and to be able to check any intervention | Legitimate interest |
We do not sell your data, use it for advertising or build marketing profiles. The app contains no analytics or advertising tools from other companies.
3. Scans and artificial intelligence
The camera starts only when you start a scan. The photos you send (one or a few still images, not video) are scaled down, stripped of hidden file data (such as location) and sent to Anthropic PBC (USA), which analyses them with its Claude model and tells us which objects it sees and how much attention they need. The app's own rules, not the model, decide which tasks you get.
- The photos are deleted from our servers within 24 hours (within 72 hours if the scan fails).
- The result (objects, attention levels, tasks) stays in your account, visible to your household, until you delete the room or your account.
- The photos are not used for advertising and are not used by us or by Anthropic to train models. to confirm: the written clause in the data processing agreement with Anthropic
- Please do not photograph people, documents or screens showing personal details; the app reminds you before sending.
- The analysis makes no decision with legal effect on you: it proposes tasks, which you can correct, skip or ignore.
- You can withdraw your consent at any time in Settings › Privacy. Scanning then stops; the rest of the app keeps working.
4. Who receives data
We work with a few providers who process data on our behalf, only for the purposes above and under a contract. The full list, with what each does and where, is on the Providers page. In short: Anthropic (scan analysis), the hosting provider and the email provider.
Apple and Google are independent controllers for signing in with their accounts, for App Store and Google Play payments and for delivering notifications; the data they process is governed by their own policies.
The members of your household see the rooms, missions, the home's progress, your name and your profile photo. They do not see scan photos, your account, your subscription or your other homes.
We disclose data only when the law requires it, at the request of an authority.
5. Transfers outside the European Union
Anthropic processes scan photos in the USA. The transfer relies on the standard contractual clauses approved by the European Commission. to confirm once the data processing agreement (DPA) and the transfer assessment are signed The rest of the data is hosted in the European Union.
6. How long we keep data
| Data | How long |
|---|---|
| Photos of a successful scan | At most 24 hours |
| Photos of a failed scan | At most 72 hours |
| Photos of a scan started and never sent | At most 24 hours |
| Scan results, rooms, missions, progress, coins | Until you delete the room or your account |
| Profile photo | Until you change it, remove it or delete your account |
| Screenshot sent to support | 30 days |
| Messages sent to support | 24 months |
| Usage statistics | 13 months; the link to your account is removed when you delete your account or withdraw consent |
| Records of your consents (what you accepted, which version, when) | 3 years after a consent is withdrawn or replaced, or the account is deleted |
| Log of support team actions | 24 months |
| Payment records | As long as tax law requires |
| Sign-in sessions | Expire after 60 days without use |
Deletion happens automatically, by processes that run at least once a day.
7. Deleting your account
You can delete your account in the app (My account › Delete account, or Settings › Privacy › Delete data) or, without the app, on the Delete your account page. You have 14 days to change your mind: if you sign in, you can cancel the deletion. After 14 days your account's data is deleted for good, except the payment and consent records, kept as the table above says. If you own a home with other members, you choose who takes it over.
Deleting your account does not stop your App Store or Google Play subscription: cancel it in the store's settings.
8. Your rights
- Access and portability: download all your data as a JSON file from Settings › Privacy › Export my data.
- Rectification: change your details in your profile and settings, or write to us.
- Erasure: see section 7.
- Withdrawing consent: for scans and for statistics, at any time, in Settings › Privacy. Withdrawal does not affect what was done before.
- Restriction and objection: write to contact@encodeit.ro.
We answer within one month. You have the right to complain to the Romanian data protection authority (ANSPDCP, dataprotection.ro) or to the authority where you live.
9. Minimum age
The app is for people aged 16 and over. We do not create accounts for children. A child can take part in cleaning only as part of an adult's home, without an account of their own.
10. How we protect data
Data travels encrypted between the app and our servers. Our team's access is limited to what is needed, and every support action in an account is recorded. Scan photos are never visible to household members and are deleted automatically. If an incident puts your data at risk, we notify the authority within 72 hours and tell you too when the risk is high.
11. Changes
Each version of this policy has a number and a date, shown at the top. We tell you in the app about important changes. If we change how scans are analysed or who analyses them, we ask for your consent again before your next scan.