Last updated: October 18, 2026

About Element

Element Cleaning Ottawa is an owner-operated cleaning business based in Ottawa, Ontario. This policy explains how Element Cleaning Ottawa collects, uses, shares, retains and protects personal information through elementcleaningottawa.ca, quote requests, booking and service management, and direct communications.

Privacy contact: hello@elementclean.ca. The owner of Element Cleaning Ottawa is accountable for privacy questions, requests and complaints.

What Element collects and why

When you request a quote, contact Element or arrange a clean

When you request a quote through our website, we collect your name, email address, phone number, neighbourhood or postal code, cleaning service, area to be cleaned, bedrooms, bathrooms, pets, cleaning frequency, parking availability, selected extras and any optional notes you provide. We use this information to calculate and email the quote, respond to your request and discuss the service and available appointments. If you proceed with a booking, we also collect the service address, appointment details, agreed priorities, surface-care preferences and the access or parking instructions reasonably needed to provide the service.

Quote requests are saved privately on the website and sent to ScheduleDrop to create and email your quote and manage your request. Element also receives a notification about the request. Access to saved website quote records is restricted to authorized administrators. Requesting a quote does not confirm a booking, and the quote form does not ask for a payment card. Please share entry or alarm codes privately when arranging your visit, rather than in the quote form or website assistant.

By requesting a quote, you ask us to use your details to prepare and send that quote and follow up about the requested service. This does not subscribe you to a marketing mailing list. Any separate marketing or promotional use requiring consent will be explained separately. You may contact us about consent or privacy questions using the details below.

Automatically, when you visit the site

When you visit the website, Hostinger and the site’s security systems may collect standard technical information such as IP address, browser and device information, requested pages, and security or error logs. Element uses this information only to operate, secure and troubleshoot the website. Technical information can be personal information in some circumstances.

Element does not use Google Analytics, advertising pixels or other visitor-behaviour tracking on this website.

When you request a quote, automated checks help limit spam and repeated submissions. Temporary identifiers derived from the sending internet address and email address are used to limit repeated quote requests for one hour. Such identifiers may still be personal information; they are not treated as anonymous merely because they are derived from an address. Hosting and security systems may separately keep technical logs as described above.

Element does not sell personal information or disclose it to third parties for their own direct-marketing purposes.

Automated website assistant

The optional Ask Element assistant answers general questions about our services. When you send a message, our website sends the message and recent conversation context to OpenAI to generate a reply. Messages may be processed outside Canada. Please do not include entry or alarm codes, payment details, medical information or other sensitive personal information.

The assistant is automated and can make mistakes. It cannot confirm, change or cancel a quote, booking or payment. Contact hello@elementclean.ca or (343) 501-5652 for personal booking matters or privacy requests. You can use phone or email instead of the assistant.

OpenAI processes information under the terms and retention controls applicable to Element’s API service. Provider security and abuse-monitoring retention may apply. Contact Element about information you have submitted; do not send sensitive information to the assistant to make a privacy request.

Service photographs and household preferences

Element keeps the household preferences, surface-care instructions and service information reasonably needed to plan and provide your cleaning. Where reasonably needed, we may collect limited service photographs or records of skipped or inaccessible tasks, relevant property conditions and concerns requiring follow-up. These records may be linked to your booking. Images are limited to the relevant work or condition, avoiding people, personal documents, access codes and unrelated private belongings. Marketing, advertising or social-media use requires separate written permission. Declining marketing permission does not affect your cleaning service.

Tell Element before the visit about privacy concerns with photographs. We will consider a less intrusive alternative. If a particular record is reasonably necessary for safe work or documenting a specific incident and no suitable alternative is available, we will explain this and discuss whether the affected work can proceed. Optional photographs are not a condition of service.

If you disclose allergies, sensitivities or another health-related concern, Element uses only information reasonably needed to discuss product limitations and safe service. Please describe the practical precaution you need instead of sending detailed medical records. Sensitive information requires appropriate consent, and access is limited to people who need it for the service.

You may contact Element to ask about these records or request access, correction or deletion, subject to applicable legal exceptions and necessary retention obligations.

Cookies

The website uses cookies and similar technologies for necessary website, security and hosting functions, to remember privacy choices and to support features you choose to use. Your browser may also store information needed for those functions. Blocking all cookies or browser storage may affect how some features work.

The current email-quote form is on Element’s website. Submitted quote details are sent to ScheduleDrop to manage the request and deliver the quote. If we provide a separate ScheduleDrop or payment-service link when arranging your booking, that service may use its own cookies and similar technologies; review the notice on the linked service before using it.

Quotes, booking and ScheduleDrop

Element uses ScheduleDrop for quote delivery, customer records and service administration. When you submit the quote form, the contact and cleaning details you provide, your selected extras and the calculated quote are sent to ScheduleDrop. An emailed quote is a response to your request; an appointment is confirmed separately after the service, price and appointment arrangements have been agreed.

ScheduleDrop processes customer information on Element’s behalf. Its privacy practices are described in the ScheduleDrop Privacy Policy. If payment details are needed for an agreed booking, we will explain the payment arrangements separately. Do not send card numbers or other payment credentials through the quote notes, ordinary email or the website assistant. You may contact Element directly about information held on its behalf by a service provider.

If you previously booked through BookingKoala, information already collected through that service remains subject to applicable privacy and retention obligations. Contact Element about any records still held by or on its behalf by that provider.

Who Element shares information with

Element uses service providers to operate the website, email, quote delivery and service administration. These include Hostinger for website hosting and email, ScheduleDrop for quote delivery and customer and service records, and OpenAI for messages sent to the optional website assistant. Information may also be processed by a payment service used for an agreed booking. Element shares only the information needed for each service and remains accountable for personal information processed on its behalf, including by providers outside Canada. You can contact Element about access, correction, deletion or privacy concerns involving those records.

Service providers may process information outside Ontario or Canada. Information may then be subject to the laws of the place where it is processed. Element may also disclose information where required or permitted by law, to protect legal rights or safety, or in connection with a business transaction permitted by law.

How long information is kept

Element keeps quote requests, booking, enquiry and service records only as long as needed to respond to and follow up on the request, provide the service, and meet legal, tax, accounting, dispute-resolution and insurance obligations. Information that is no longer required is deleted, anonymized or securely disposed of, subject to legal retention requirements.

Saved website quote records and ScheduleDrop records are separate from general website enquiries. The automatic 365-day deletion rule for general enquiries does not automatically delete quote records or records in ScheduleDrop. Quote and service records remain subject to the purpose limits above. The website’s sent-mail logs are configured for automatic deletion after 30 days. Hosting backups may retain copies for approximately 45 days after information has been removed from the live website.

Website enquiry deletion and sent-mail-log deletion do not automatically remove separate copies from Element’s email mailbox, downloads or provider systems. Backups may retain a copy until they expire. These copies remain subject to the same purpose limits and applicable retention obligations. Service photographs and household preferences are kept only while reasonably needed for service, a concern or a legal obligation. You may ask about retention or request deletion; where information must be retained, Element will explain the reason, subject to legal restrictions.

Your rights

Subject to applicable law, you may ask Element to:

• confirm whether Element holds personal information about you, provide access to it, and explain how it has been used and disclosed
• correct inaccurate or incomplete personal information
• withdraw consent for a use of information, subject to legal or contractual limits
• ask questions or make a complaint about Element’s privacy practices

Send a written request to hello@elementclean.ca or the mailing address below. Contact us if you need assistance making a request or an accessible response. Element will verify your identity using only information reasonably needed for that purpose. Access requests will receive a response within 30 calendar days as required by PIPEDA. If a permitted extension is needed, Element will notify you within the initial 30 days, explaining the reason, the new deadline and your right to complain. If access is refused in whole or part, Element will explain the applicable reason and recourse, subject to the law. Access is provided in an understandable form at minimal or no cost; any permitted charge will be explained in advance.

You may also request deletion of information that is no longer needed; deletion is subject to applicable retention obligations. Information covered by an access request will be preserved for as long as necessary to allow you to exhaust the recourse available under PIPEDA. This does not justify retaining unrelated information indefinitely.

Keeping your information safe

Element uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. Access details for client homes are used only for authorized service purposes. No method of transmission or storage is completely secure. If Element identifies a breach of safeguards, it will assess the incident, keep records as required, and notify affected individuals and the appropriate regulator where required by law.

Changes to this policy

Element may update this policy to reflect changes to its practices, service providers or legal requirements. The current version and revision date will appear on this page. Where a new purpose requires fresh consent, a policy update alone does not replace that consent.

Contact

Element Cleaning Ottawa
Unit 421, 205 Bolton St
Ottawa, ON K1N 1K7
(343) 501-5652

Questions, access requests, corrections, consent withdrawals or privacy complaints: hello@elementclean.ca. You may also contact the Office of the Privacy Commissioner of Canada if you have unresolved privacy concerns.