SoloQC

Privacy policy

Draft — last updated .This document is a draft under review. Items in [square brackets] are still to be completed.

This policy explains what data SoloQC collects, why, who processes it and how long it is kept. SoloQC is a service for hotels, villa managers and guesthouses (“customers”) that lets cleaners photograph their work so an AI model can check it against a checklist.

Who we are

SoloQC is operated by [Company legal name], [registered address] (“SoloQC”, “we”). Contact: [privacy contact email].

For the data a customer puts into SoloQC — photos, checklists, cleaner names and the check log — the customer decides why and how it is used and is the controller; SoloQC processes it on the customer’s behalf. For manager accounts, billing and this website, SoloQC is the controller.

What we collect

  • Manager accounts: name, email address, organisation name, and sign-in data. If you sign in with Google, we receive your name and email address from Google.
  • Cleaners: the name the manager enters for each cleaner (a first name is enough), the cleaner’s sign-in code, and which rooms and photo points they checked and when. Cleaners do not need an email address or phone number.
  • Photos: photos of fixed points in a room (for example the bed or the sink) taken with the in-app camera, with the time they were taken. The app does not ask for or collect location. Photos are taken after cleaning and are not meant to show people. The app cannot access the phone’s photo gallery.
  • Check results: the AI model’s answer for each checklist statement, manual marks and the reason given, and corrections made by managers.
  • Checklists and reference photos that the customer creates.
  • Billing: payments are handled by Stripe. We receive the plan, subscription status and billing contact details from Stripe. We never see or store full card numbers.
  • Technical data: IP address, device and browser type in server logs, kept for security and troubleshooting for [number] days.

This website (soloqc.com) sets no cookies and uses no analytics or tracking scripts. The SoloQC admin at app.soloqc.com uses a cookie only to keep you signed in.

How photos are analysed by AI

To check a photo, SoloQC sends a resized copy of the photo, together with the checklist statements for that point, to a third-party AI model provider for analysis. We currently reach model providers through [OpenRouter, Inc.], which routes each request to a model provider. Cleaner names and account details are not sent with the photo.

We do not currently restrict which provider or which country processes a request, or how long the model provider keeps it.Providers are bound by their own terms. If this is not acceptable for your property, please do not use SoloQC for now.

We do not use photos to identify people and do not use face recognition. We do not sell data and do not use customer photos to train our own models. [Confirm whether corrected results may be used to improve checklists or model prompts.]

Why we use the data

  • To provide the service: check photos, show results to cleaners, and show the photo log and analytics to managers.
  • To bill paid plans and prevent abuse (for example, sign-in rate limits).
  • To keep the service secure and fix problems.
  • To contact managers about their account, billing and important changes.

Where the GDPR or similar laws apply, our legal bases are performance of the contract with the customer, our legitimate interest in running a secure service, and compliance with legal obligations. Customers are responsible for having a legal basis to process their staff’s data in SoloQC and for informing their staff.

How long we keep it

  • Cleaning photos and the check log are kept for 7 days on Free, 30 days on Starter and 90 days on Pro. Older photos are deleted automatically once a day.
  • Reference photos and checklists are kept until the customer deletes them or closes the account.
  • Account data is kept while the account is open. When an account is closed, we delete customer data within [number] days, except billing records we must keep by law.
  • Copies sent to AI model providers are kept according to those providers’ own policies (see above).

Who else processes the data

  • Hosting: [Hetzner Online GmbH], servers in [country].
  • AI analysis: [OpenRouter, Inc.] and the model providers it routes to.
  • Payments: Stripe, for subscriptions and card payments.
  • Sign-in: Google, only if you choose “Sign in with Google”.
  • Email: [email provider], for account and billing emails.

Some of these companies process data outside your country, including in the United States. [Describe transfer safeguards, for example Standard Contractual Clauses.]

Security

All traffic is encrypted with HTTPS. Each customer’s data is separated at the database level so one organisation cannot read another’s. Access by SoloQC staff is limited to what is needed to run and support the service.

Your rights

Depending on where you live, you may have the right to access, correct, delete or export your data, and to object to or restrict its processing. Managers can edit or delete most data in the admin. Cleaners should first contact the property they work for, because the property controls their data; we will help the property answer. You can also contact us at [privacy contact email] and complain to your local data protection authority.

Guests and children

SoloQC is meant for photos of rooms, not people. Customers must tell cleaners not to photograph guests, guests’ belongings or documents. SoloQC is not intended for anyone under 16.

Changes

We will post changes on this page and update the date at the top. For significant changes we will email account owners before they take effect.