Privacy policy

The short version

• We collect what we need to quote, schedule and do your cleaning, set you up as a vendor, and keep this website working well.
• We never sell your information. Mobile numbers and SMS consent are never shared with third parties for their marketing.
• Please don't put door, alarm or lockbox codes in web forms. Share them in person or by phone.
• What our team sees in your workplace stays there. Job photos show cleaned surfaces only, never people, screens or documents, and they're deleted after 90 days unless needed for a claim.
• You can turn off analytics on this device, and we honor Global Privacy Control and Do Not Track signals automatically.
• You can ask us to see, correct or delete your information at any time.

Who we are

Gentle Touch Cleaning is [legal entity name and type, e.g. Gentle Touch Cleaning LLC, a Virginia limited liability company], a commercial cleaning and post-construction cleanup company based in Roanoke, Virginia, serving Roanoke, Salem, Vinton, Roanoke County, Botetourt County & Smith Mountain Lake. We also clean some homes.

In this policy, "we" and "us" mean Gentle Touch Cleaning. "You" means anyone who visits this website, contacts us, works with us on behalf of a business or organization, has us clean their home, or applies to work with us. The policy covers gentletouchcleaningva.com, our texts, calls and emails, and the information we handle when we clean your space.

What we collect

Business and contact details

Your name, role, business or organization, work email and phone number, the address of the space, and how you'd like us to reach you. For billing and vendor setup: billing and accounts-payable contacts, a billing address, purchase-order and vendor-portal details, and certificate-of-insurance details such as the certificate holder and any additional-insured wording.

Facility and project details

The type of space, approximate size, floors, restrooms, floor types, your cleaning window, special areas, the supplies plan you prefer, how we'll get in, and your start date. For construction projects: the project address and type, phases and milestone dates, site hours and requirements, and superintendent contact details. For access, we ask only how we'll get in (keys, a fob or card, a keypad, an alarm, or someone who lets us in), never the code.

Uploads

Floor plans, plan sets, site photos, spreadsheets of locations and résumés that you choose to attach. We ask you to photograph the space only, with no people, screens, documents or alarm panels in the frame.

Home cleaning requests

If you ask us to clean your home: your name, contact details, ZIP code, the size of your home, the service and timing you'd like, and how we'll get in.

Job applications

Your contact details, availability, experience, whether you have reliable transportation and a valid driver's license (yes or no only), whether you're authorized to work in the U.S., and a résumé if you attach one.

What we never ask for

No form on this site asks for a Social Security number, date of birth, driver's license number, card number, budget, criminal history, or any door, lockbox or alarm code, and we'd ask you not to send them.

When you text, call or email us

Your phone number or email address, your messages and voicemails, and our replies.

When we clean for you

Your written scope and site notes: your contacts, cleaning window, site rules, the access method, key-log entries, products to use or avoid, and any sensitivities, such as a fragrance-free request. We also keep visit times, checklists, quality-walk notes, job and inspection photos, and any damage or re-clean reports.

When you pay

Payments are handled by our payment processor or your bank. We see your organization's name, the invoice, the amount paid and the payment status. We never see or store a full card number, and we never ask for one by text, email or web form.

When you use this website

• Analytics, unless you've turned them off: pages viewed, clicks and scrolling, device and browser type, the site that sent you here, and an approximate location (about city-level) worked out from your internet address. More about analytics.
• Hosting and fonts. Our web host, Netlify, processes your internet (IP) address to deliver pages and protect the site from abuse. Our typefaces load from Google Fonts, which also receives your IP address to send them.
• Links that fill in a form. Some of our links fill in the request form for you with the kind of service or space, or a ZIP code, using the page address. They never put your name, phone, email or street address there.
• Campaign tags. If you arrive through one of our links with a tag (a flyer's QR code, for example), we save the tag with any form you send, so we know which efforts are worth it.
• Browser storage. Your analytics setting stays in this browser until you change it. A campaign tag, if you arrived through one, is kept only until you close the tab.

Your consent choices

When you check a box to get texts, we record which boxes you checked, the version of the wording you saw, the page and the time. That record shows we had your permission, and it helps us honor your choices.

From other people

A colleague, property manager, general contractor or superintendent who refers you to us or names you as a site contact. A tenant or resident who reports something about a common area we clean. For job applicants only, a background-check company, after a conditional job offer and only with your written permission.

Codes stay out of forms

Please don't put door codes, alarm codes, lockbox codes or badge numbers in web forms, emails or texts. Form submissions reach us as ordinary email, and email isn't the right place for the keys to your building. Share codes in person or by phone instead.

Better still, set up an individual alarm user code for each of our cleaners, so you can see who armed and disarmed your system and delete a code yourself. How we handle keys, fobs, badges and codes, and when we return or delete them, is in our keys, alarm codes and lock-up policy.

We will never ask for your card number, passwords or Social Security number by text or email. If someone claiming to be us does, it isn't us. Our texts come only from (540) 505-1295.

What we see in your workplace

Cleaning an office, a practice or a church means our team works near documents, screens, mail and, in medical and dental offices, patient information. We don't collect any of it.

• We clean around your work, not through it: we don't move papers, open drawers, or touch screens and keyboards.
• We don't read, copy or photograph documents, screens, whiteboards, mail, schedules or patient information.
• What our team sees or hears in your space stays there.
• If your organization needs a signed confidentiality agreement, ask and we'll sign one before service starts. [confirm the confidentiality agreement template]

Please keep confidential records and patient information locked away or out of the areas we clean. Our photo policy explains what job photos may and may not show.

How we use it

• To set up your walkthrough, prepare your written scope and quote, and answer your questions.
• To bid on construction projects and coordinate with your site team.
• To schedule service, confirm changes and closures, and send arrival or lock-up updates if you ask for them.
• To clean your space to your scope and keep our team safe, for example by knowing your site rules and hazards.
• To set you up as a client or vendor: invoices, certificates of insurance, W-9s and net terms.
• To document quality walks, construction phases, damage and punch-list items, and to handle Re-clean Promise requests and damage claims.
• To send occasional news, only if you've opted in to news texts or asked for our emails.
• To improve this website and our service, using analytics that don't identify you by name.
• To review job applications and hire.
• To keep tax records, work with our insurer, and meet other legal obligations.

We don't use your information to make automated decisions about you, and we don't build advertising profiles.

Texts and emails

We text you only if you've agreed to it, or if you text us first. That's true for work phones too: a mobile number gets the same care whether it's personal or company-issued. Service texts cover your quote, walkthrough, scheduling and service updates. News texts are a separate, optional program of up to 4 messages a month. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out or HELP for help. The full terms are on our text message terms page.

Mobile numbers and SMS consent are never shared with third parties for their marketing. We do not sell, rent or share your mobile number or your text-message consent with any third party or affiliate for their own marketing, and text-message opt-in data and consent are excluded from every sharing category in this policy. The phone provider that carries our texts uses your number only to deliver our messages and your replies.

Emails about your quote, service and invoices are part of working with us. Marketing emails go only to people who ask for them. Every one includes an unsubscribe link, and we honor unsubscribes within 10 business days, usually the same day. Our postal address for email and legal notices is [Mailing address for invoices and checks (PO box is fine)].

Who we share it with

We share information only with companies that help us run the business, and only what each one needs:

• Netlify hosts this website and receives the forms you send. Netlify screens form submissions for spam using Akismet, a spam-filtering service.
• Google and Microsoft, for website analytics, if enabled: Google Analytics (site statistics) and Microsoft Clarity (how visitors use our pages). Google also provides Google Fonts (our typefaces).
• Our payment processor, for online invoice payments: [named once chosen, e.g. Square, Stripe or QuickBooks Payments]. Bank transfers and checks go through the banks involved.
• Scheduling and texting services: [named once chosen: the phone and text provider, the email provider, and any scheduling tool, e.g. Cal.com for walkthrough booking]. We'll name each one here before we start using it.
• Our insurance agent, when you request a certificate of insurance, so it can name your certificate holder and any additional insured.
• A background-check company, for job applicants only, after a conditional offer and with written permission.
• The contacts named in your proposal. Visit notes, quality-walk notes, phase reports and job photos go to the people you choose, such as a property manager, owner or superintendent, never photos of people.
• Our insurer, attorney or accountant, when it's needed for a claim, legal advice or taxes.
• Authorities, when the law requires it or someone's safety is at risk.
• A new owner, if the business is ever sold. They'd have to keep the promises in this policy.

We don't sell your personal information, and we don't share it for targeted advertising. This site has no advertising or retargeting pixels, and we keep the advertising features of Google Analytics turned off.

Links to other sites, like Google reviews, payment pages or scheduling tools, are covered by those companies' own privacy policies.

Analytics and your choices

We use two tools to see how people use this website, so we can fix what's confusing and keep what helps.

• Google Analytics counts visits and shows which pages people view, how they found us, and whether they used a call, text or email link. When you send a form, it records which form was sent and the type of service you chose. It never receives your name, phone number, email or address. Google explains how it uses this data in How Google uses information from sites or apps that use our services.
• Microsoft Clarity shows patterns in how visitors click and scroll, through heatmaps and session replays that reconstruct a visit to the page. Clarity hides what you type into form fields. See the Microsoft Privacy Statement.

Both tools use first- and third-party cookies and similar technologies. We don't use either one for advertising.

Your choices

• Global Privacy Control and Do Not Track. If your browser sends either signal, neither Google Analytics nor Microsoft Clarity loads for you. You don't need to do anything else.
• Other options. You can block cookies in your browser settings, or install Google's Google Analytics opt-out browser add-on.

That's also why there's no cookie pop-up on this site: we don't use advertising cookies, and turning analytics off takes one click.

Photos

We take photos to check our work, record quality walks and construction phases, and document damage. These job photos show cleaned surfaces only. We never photograph people, patients, screens, documents, whiteboards, badges, alarm panels or keys. Job photos stay private, go only to you and the contacts you name, and are deleted after 90 days unless they're needed for a claim.

We use a photo of your space, your organization's name, your logo or a quote from you on our website or social media only with your written permission. Photos and plans you upload with a request are used only to prepare your quote or bid. The details are in our photo policy.

How long we keep things

Keeping it safe

Only the people who need your information can see it. Our business accounts use two-factor sign-in wherever it's offered, and this site uses HTTPS. Codes are kept [where codes are stored, e.g. a password manager limited to the people assigned to your site], never on paper, and only the people assigned to your site can see them. Keys are tagged with a code, never your name or address, and logged in and out.

No system is perfect. If a data breach affects your information, we'll tell you, and we'll notify anyone else Virginia law requires.

Your choices and requests

Virginia's consumer data privacy law applies to much larger businesses than ours, and it doesn't cover contact details used in a business-to-business setting. We think you should have the same rights anyway. Wherever you live, and whether you contact us for work or at home, you can ask us to:

• show you the information we have about you;
• correct anything that's wrong;
• delete it;
• send you a copy in a common format;
• stop sending you news texts or marketing emails (or reply STOP to any text).

Email, call or text us. We'll respond within 30 days. We may first confirm it's you, for example by replying to the email address or phone number we have on file. Someone can make a request for you with your written permission. If you've changed jobs, tell us and we'll update or remove your details from your former employer's account.

If you live in California or another state with its own privacy law, these same choices are yours. We don't sell personal information or share it for cross-context behavioral advertising, as those laws define the terms.

We may keep what the law requires us to keep, like tax records, or what's needed for an open claim, and we'll tell you if that applies. We won't treat you any differently for asking. If you're not happy with our answer, reply and [Owner's first name], our owner, will review it personally.

Children

This website is for businesses and adults, not children under 13, and we don't knowingly collect children's information. If you think a child has sent us information, tell us and we'll delete it. In spaces with children's areas, such as church nurseries, our photos never show children or their names.

Changes to this policy

When we update this policy, we'll change the date and version at the top of the page. If a change is significant, we'll also email current clients before it takes effect. Our consent records note which version of the wording you saw, and earlier versions are available on request.

Contact us

For questions about your information, or to make a request:

• Call (540) 505-1295 or text (540) 505-1295
• Email hello@gentletouchcleaningva.com
• Write to [Mailing address for invoices and checks (PO box is fine)]

Office Mon–Fri 8am–6pm. We reply within 2 business hours. Messages after hours get a reply by 9am the next business day.