Privacy Policy

Effective Date: February 23, 2026
Last Updated: February 23, 2026

1. Who We Are

VibeCRM is an internal operations and lead management system developed and operated by Fresh Day Cleaning Services LLC ("Company", "we", "us", or "our").

This system is used exclusively by authorized staff and management of Fresh Day Cleaning Services to manage leads, scheduling, customer communication, and operational workflows.

For privacy-related questions or requests, you may contact us at:
info@myfreshday.com

2. Scope of This Policy

This Privacy Policy describes how VibeCRM collects, uses, stores, processes, and protects personal data in connection with:

  • Customer leads received from marketing platforms (e.g., Thumbtack and other providers)
  • Direct inquiries submitted via phone, SMS, email, or other channels
  • Scheduling and service-related interactions
  • Internal operational records

This system is not a public consumer application. It is a business operations system used internally by Fresh Day Cleaning Services.

3. Categories of Data We Collect

We collect and process information necessary to operate our cleaning business effectively.

A. Lead & Contact Information

  • Full name
  • Phone number
  • Email address
  • Property address
  • Service location details
  • Source of inquiry (e.g., Thumbtack, website, phone)

B. Communication Data

  • SMS message logs
  • Call metadata (time, duration)
  • Call recordings (where applicable)
  • Call transcripts (where applicable)
  • Email communications
  • Communication history within the CRM

C. Booking & Service Information

  • Service type requested
  • Scheduling details
  • Assigned staff
  • Job status and updates
  • Pricing and service estimates
  • Payment-related status (not full card details)

D. Internal Operational Data

  • Staff notes
  • Lead status tracking
  • Internal tags and classifications
  • Quality control notes
  • CRM system identifiers

E. Technical Data

  • IP address (where applicable)
  • Device/browser information (limited to operational security logs)
  • System access logs

4. How We Collect Data

Data may be collected:

  • Directly from customers when they contact us
  • From third-party platforms that customers use to request services (e.g., Thumbtack)
  • Through SMS and phone systems integrated with our CRM
  • Through internal staff data entry
  • Through authorized integrations enabled by the Company

5. Purpose of Processing

We process personal data for legitimate business purposes, including:

  • Managing customer leads
  • Scheduling and coordinating cleaning services
  • Communicating with customers (calls, SMS, email)
  • Improving service quality
  • Training and internal performance monitoring
  • Fraud prevention and abuse detection
  • Legal, tax, and accounting compliance
  • Operational analytics and reporting

We do not sell personal data.

6. Legal Basis (United States Context)

We process information based on:

  • Legitimate business interest
  • Performance of a service agreement
  • Customer consent (e.g., SMS communication where applicable)
  • Legal obligations

7. Data Sharing & Third-Party Processors

We do not sell personal information.

We may share data only with trusted service providers necessary to operate our business, including:

  • Cloud hosting providers
  • Database providers
  • SMS and telephony providers
  • Email delivery services
  • CRM infrastructure providers
  • Payment processors (for transaction handling only)
  • Marketing or lead platforms when integrations are enabled

All such providers are contractually required to handle data appropriately and securely.

Where customers initiate contact through third-party platforms (e.g., Thumbtack, Google Local, Yelp etc.), data handling may also be subject to that platform’s privacy policy.

8. Data Retention

We retain personal data only as long as necessary for:

  • Business operations
  • Service records
  • Accounting requirements
  • Tax obligations
  • Legal compliance
  • Dispute resolution

Retention periods may vary depending on the type of data and legal requirements.

If you request deletion or correction of your data, we will review and process the request in accordance with applicable law.

9. Data Security

We implement reasonable administrative, technical, and organizational safeguards, including:

  • Role-based access controls
  • Restricted staff authorization
  • Secure hosting environments
  • Encrypted data transmission (HTTPS)
  • Logging and access monitoring
  • Limited system access for authorized personnel only

While no system can guarantee absolute security, we take commercially reasonable measures to protect personal information.

10. SMS & Communication Consent

When customers communicate with us via SMS or phone, communication records may be stored for operational purposes.

Customers may opt out of SMS communications by replying STOP (where applicable) or by contacting us directly.

11. Customer Rights

Depending on applicable law, individuals may have the right to:

  • Request access to their data
  • Request correction of inaccurate data
  • Request deletion of certain data
  • Withdraw communication consent
  • Request information about how data is processed

Requests can be submitted to:
info@myfreshday.com

12. Children’s Data

Our services are not directed toward individuals under 18. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last Updated” date.

14. Contact Information

Fresh Day Cleaning Services
Operating System: VibeCRM
Email: info@myfreshday.com

If you have any privacy-related concerns, please contact us at the email above.

Last updated: February 23, 2026.