Privacy Policy

TrueHold Systems provides websites and connected lead, review, and notification tools for cleaning businesses. We operate primarily in Canada, with a focus on Ontario.

Depending on the situation, we may act as:

• A business collecting information for our own purposes, for example, when you visit our marketing site, email us, or book a demo (we decide why and how that information is used).
• A service provider to a cleaning business client, for example, when a visitor submits a quote request on a client website we host, we process that information on the client’s behalf so they can respond to leads and run their business.

This policy applies to:

• Our marketing website and booking pages
• Client websites and dashboards we provide as part of the Services
• Related emails, text messages, and support communications we send or facilitate

It does not control:

• Third-party websites or tools we link to (including Calendly and Google review pages), which have their own privacy practices
• How a cleaning business client uses customer information after receiving it, except to the extent we process it for them under our agreement

We collect only what we need to operate, deliver, and improve the Services.

A. Marketing site visitors and prospective clients

• Contact and inquiry details you send us (such as name, email, phone number, and message content)
• Demo booking details submitted through our scheduling partner (currently Calendly), which may include name, email, phone number, and meeting notes
• Basic technical information automatically collected by our hosting provider (such as IP address, browser type, device information, and pages requested) as part of operating a secure website

Our marketing site does not currently use advertising cookies or third-party analytics products. If that changes, we will update this policy.

B. Information submitted on client websites

When someone uses a quote, contact, review, or feedback feature on a client site we operate, we may collect information such as:

• Name, email address, and phone number
• Service preferences, home size, frequency, preferred date and time, address, and notes
• Review ratings, private feedback messages, and related event records (for example, that a review flow was opened)

That information is collected so the cleaning business can follow up with potential or existing customers.

C. Client business and account information

• Business name, owner name, owner email, owner phone, public contact details, branding, services, service areas, website content, and settings
• Lead records the client creates or manages in the dashboard (including manual leads)
• Message delivery logs related to emails and texts sent through the Services

D. Information we do not intentionally collect

• Payment card details through the Services (billing, if any, is handled outside the product or through a separate process we describe before signup)
• Sensitive identity documents unless a client voluntarily emails them for onboarding and we need them for that purpose

We use personal information to:

• Operate, host, secure, and maintain the Services
• Deliver quote notifications, customer confirmations, review and feedback alerts, weekly owner summaries, and related operational messages
• Provide client dashboards, support, content updates, and onboarding
• Respond to inquiries and schedule demos
• Monitor reliability, prevent abuse, and troubleshoot issues
• Meet legal obligations and enforce our Terms of Service
• Improve our Services in aggregated or de-identified form where practical

We do not sell personal information. We do not use client customer lead data to market unrelated products to those customers.

If you are a cleaning business using TrueHold, you are responsible for the personal information of your customers and website visitors. That includes providing any notices required by law on your website, collecting information lawfully, and using it only for legitimate business purposes.

TrueHold processes that information to provide the Services you requested. We will not use it for our own marketing, and we will not disclose it except:

• To service providers needed to run the Services
• As directed by you
• As required by law
• To protect rights, safety, or security

We use trusted companies to help deliver the Services. They may process personal information only to provide their services to us (or to you through us), such as:

• Hosting and infrastructure (for example, Vercel)
• Database hosting (for example, Supabase)
• Email delivery (for example, Resend)
• SMS / messaging (for example, Twilio)
• Appointment scheduling for demos (for example, Calendly)
• Fonts or similar delivery networks used to display the website

When a customer chooses to leave a public review, they may be sent to a third-party review platform such as Google, which is governed by that platform’s policies.

We may also disclose information if required by law, legal process, or government request, or if needed to investigate fraud, security incidents, or violations of our terms.

The Services may send transactional messages, including quote alerts, confirmations, feedback notifications, weekly digests, and owner reminders.

• If you are a website visitor who submitted a quote request, you may receive a confirmation related to that request.
• If you are a client, you may receive operational emails and texts about leads, feedback, and account activity.
• Clients are responsible for complying with anti-spam and messaging laws (including Canada’s Anti-Spam Legislation, where applicable) for outreach they choose to send, including review requests they copy and send themselves.

Our marketing site does not rely on advertising trackers. Client dashboards may use a session cookie or similar technology so an authorized user stays signed in while using the dashboard.

You can control cookies through your browser settings. Disabling cookies may limit dashboard access or other features that depend on them.

We and our service providers may store and process information in Canada, the United States, and other countries where those providers operate. That means information may be subject to the laws of those jurisdictions, including lawful access by courts or regulators.

We take contractual and practical steps appropriate to the Services to protect information, but no method of transmission or storage is completely secure.

We keep personal information only as long as needed for the purposes described in this policy, to provide the Services, to resolve disputes, to maintain security and backups, and to meet legal or accounting requirements.

If a client cancels, we will handle account and customer data according to our Terms of Service and any written offboarding instructions, including deletion or export where reasonably available.

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the Services, including access controls, encrypted transport where supported by our providers, and least-privilege access practices for support.

No system is perfectly secure. Please protect dashboard links and credentials and notify us promptly of any suspected unauthorized access.

Depending on applicable Canadian privacy law (including PIPEDA and, where applicable, provincial laws), you may have rights to:

• Ask whether we hold personal information about you
• Request access to that information
• Request correction of inaccurate information
• Withdraw consent where we rely on consent, subject to legal or contractual restrictions
• File a complaint with the Office of the Privacy Commissioner of Canada or a provincial commissioner

To make a request, email hello@trueholdsystems.com. We may need to verify your identity before responding.

If your information was submitted through a cleaning business’s TrueHold website, please contact that business first. We can help the business fulfill requests that involve data we store for them.

The Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or the equivalent minimum age in your jurisdiction). If you believe a child provided personal information to us, contact us and we will take appropriate steps.

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last updated” date. Material changes may also be communicated by email to active clients where appropriate.

TrueHold Systems
Email: hello@trueholdsystems.com
Website: trueholdsystems.com

Related: Terms of Service