Terms of Service

1. Provider and agreement

These Terms of Service (Terms) govern access to and use of CleanTracker, a business service provided by Idealrent ApS (CleanTracker, we, or us). By creating an organization, subscribing, or using the service on behalf of a customer, you confirm that the customer accepts these Terms and that you have authority to bind it.

The agreement consists of these Terms, the selected plan or order, our Privacy Policy, and—where CleanTracker processes Customer Data on the customer’s behalf—the Data Processing Agreement. Additional written order terms prevail only where they expressly say so.

2. Business eligibility

CleanTracker is offered for business and professional use, not consumer use. The customer must be a legally capable business, organization, or person acting as part of a trade or profession. The person accepting the agreement must be at least 18 and authorized to act for the customer.

3. Accounts and organizations

The customer is responsible for information submitted during registration, choosing organization owners and administrators, managing memberships and permissions, and keeping access credentials secure. Accounts are personal and must not be shared. The customer must promptly remove access when a user no longer needs it and notify us of suspected unauthorized access.

The customer is responsible for activity carried out through its organization except to the extent caused by CleanTracker’s breach. We may rely on instructions from an organization owner or administrator acting within their apparent authority.

4. Service and plans

CleanTracker provides tools for managing customers, service addresses, jobs, visits, schedules, team access, check-in/out, invoicing workflows, integrations, and related operations. Features vary by plan and may evolve.

The Free plan is currently available for organizations with up to three users. Paid plan features, limits, and current prices are shown on the pricing or checkout page and form part of the customer’s order. Any trial applies only when expressly offered and is governed by the duration and conditions displayed when it begins. We may change or discontinue free or trial offerings on reasonable notice; this does not shorten a paid period already purchased.

5. Subscription billing

Paid subscriptions are billed monthly through Stripe and renew automatically for successive monthly periods until cancelled. The checkout or invoice shows applicable VAT and other taxes. Stripe may collect billing address, tax identification, and payment information and calculate applicable tax.

The customer authorizes recurring charges for the selected plan and any usage or additional users described at checkout. The customer must keep billing and payment information current. If payment fails or remains overdue, we may retry collection, restrict paid functionality, downgrade the organization where technically available, or suspend the service after reasonable notice.

The customer can cancel through the Stripe customer portal. Cancellation takes effect at the end of the current paid billing period, and paid access continues until then. Any credit or refund is determined by the applicable order and mandatory law.

6. Customer Data and instructions

Customer Data means data, content, and material entered, imported, generated, or transmitted by or for the customer through CleanTracker, excluding our software and aggregated information that no longer identifies the customer or individuals.

As between the parties, the customer retains its rights in Customer Data. The customer grants Idealrent ApS a limited right to host, copy, transmit, display, modify technically, and otherwise process Customer Data only as necessary to provide, secure, support, and improve the service in accordance with the agreement and the DPA.

The customer is responsible for having the necessary rights, legal basis, and notices for Customer Data. It must enter only relevant and necessary personal data, keep it reasonably accurate, and comply with applicable data-protection, employment, accounting, and communications law. Free-text fields must not be used to collect unnecessary information. Special-category or criminal-offence data must not be intentionally entered unless separately agreed in writing and lawfully justified.

7. Users, time registration, and optional location

The customer decides whether and how to use employee and visit features. Where visit check-in is enabled, users manually check in and out, and CleanTracker stores timestamps, visit/user associations, and actual work-duration information.

Where location registration is enabled, the mobile app may record the user’s point-in-time location when the user manually checks in or out. CleanTracker does not continuously track employee location through this feature. The customer is responsible for assessing whether and how time and location features may lawfully be used, providing required employee information, selecting an appropriate legal basis, and configuring access. CleanTracker does not provide employment-law advice.

8. Integrations and third parties

The customer may choose to connect third-party services such as Dinero, Billy, Stripe, Google, or Apple. By enabling an integration, the customer instructs us to exchange the data needed to operate it and confirms it has authority to do so.

Third-party services are governed by their own terms, availability, security, and privacy practices. The customer is responsible for its accounts and agreements with those providers. We do not guarantee that an integration will remain available indefinitely and may change or discontinue one where the provider, law, security, or product direction requires it. We will give reasonable notice where practicable.

9. AI-assisted CSV import

If the customer selects AI-assisted CSV import, relevant import rows may be sent to OpenAI to interpret and structure the imported data. The customer instructs this processing by choosing the feature and is responsible for ensuring that the import is lawful and limited to necessary data.

AI-assisted output may be incomplete or inaccurate. The customer must review imported records before relying on them. The feature does not authorize use of Customer Data to train a customer-specific model and does not mean that all CleanTracker data is sent to OpenAI.

10. Acceptable use

The customer and its users must not:

• use the service unlawfully or to infringe another person’s rights;
• attempt to bypass access controls, probe vulnerabilities without written permission, disrupt the service, or introduce malicious code;
• access another customer’s data or allow unauthorized persons to use an account;
• reverse engineer or copy the service except where mandatory law permits it;
• use the service to send spam, deceptive, abusive, or unlawful communications;
• enter data that is excessive or unlawful for the stated business purpose; or
• use the service in a way likely to materially harm CleanTracker, its providers, or other customers.

We may investigate suspected misuse and restrict or suspend affected access where reasonably necessary to protect the service, data, or third parties. Where circumstances permit, we will notify the customer and allow a reasonable opportunity to remedy the issue.

11. Security and confidentiality

Each party must protect the other party’s confidential information with reasonable care and use it only for the agreement. Confidential information does not include information lawfully public, already known without restriction, independently developed, or lawfully received from another source. A party may disclose information when legally required, where permitted giving advance notice and reasonable assistance.

We maintain technical and organizational measures appropriate to the service as described in the DPA. The customer remains responsible for its devices, user administration, exports, and copies outside CleanTracker.

12. Availability, changes, and support

We aim to provide a reliable service but do not promise uninterrupted or error-free availability. Maintenance, third-party failures, security events, internet conditions, and events outside reasonable control can affect access. Unless separately agreed in writing, no service-level guarantee applies.

We may update or change the service to improve it, maintain security, comply with law, or develop the product. We will use reasonable efforts to notify customers before a change that materially removes core paid functionality. Support is provided through the channels and at the level described for the selected plan.

13. Intellectual property and feedback

Idealrent ApS and its licensors retain all rights in CleanTracker, including software, design, documentation, trademarks, and improvements. The agreement grants the customer a limited, non-exclusive, non-transferable right during the agreement to use the service for its internal business operations.

If the customer provides suggestions or feedback, we may use it without restriction or payment, provided we do not publicly identify the customer or disclose its confidential information without permission.

14. Warranties and disclaimers

Each party warrants that it has authority to enter the agreement. We will provide the service with reasonable professional care and will address reproducible material defects through ordinary support.

To the maximum extent permitted by law, the service is otherwise provided “as available.” We do not warrant that it will meet every customer-specific requirement, that every integration or AI-assisted result will be accurate, or that access will be uninterrupted. CleanTracker is an operational tool and does not provide legal, employment, accounting, or tax advice.

15. Liability

Neither party is liable for indirect or consequential loss, loss of profit, revenue, anticipated savings, goodwill, or data, except where such exclusion is prohibited by law. The customer is responsible for reasonable backup/export practices available to it and for verifying invoices, integrations, and AI-assisted imports before external use.

To the maximum extent permitted by Danish law, each party is liable only for documented, direct, and reasonably foreseeable loss caused by its breach. Any additional liability limitation expressly agreed in an order applies alongside this section.

The exclusions and limits do not apply to fraud or wilful misconduct, death or personal injury caused by negligence, infringement of the other party’s intellectual-property rights, breach of confidentiality, payment obligations, or liability that cannot legally be limited. Data-protection liability is also subject to mandatory rights and allocation under applicable law and the DPA.

16. Suspension and termination

The customer may stop using the Free plan at any time and may cancel a paid subscription as described in section 5. Either party may terminate for material breach if the breach is not remedied within a reasonable written cure period, or immediately if it cannot be remedied. A party may also terminate if the other becomes insolvent, subject to mandatory law.

We may suspend access immediately where necessary to address a serious security risk, unlawful use, or material threat to the service or others. We will limit suspension to what is reasonably necessary and inform the customer where lawful and practicable.

On termination, access ends when the applicable plan period ends or termination takes effect. Customer operational data is retained for up to 30 days and then deleted from active systems; backup copies expire through the normal backup cycle. Customers should export needed data before access ends. Separate controller-side records may be retained for accounting, security, legal claims, contract documentation, and statutory obligations as described in the Privacy Policy.

17. Changes to these Terms

We may update these Terms for legal, security, operational, or product reasons. We will publish the updated version and give reasonable advance notice of material changes through the service, email, or another appropriate channel. Material changes normally take effect at the next renewal or on the stated effective date. If a material change substantially disadvantages a paid customer, it may cancel before the change takes effect; continued use afterward constitutes acceptance.

18. General terms

Neither party is liable for delay caused by events beyond its reasonable control, except for payment obligations. The customer may not assign the agreement without our written consent, which will not be unreasonably withheld; we may assign it as part of a merger, reorganization, or transfer of the CleanTracker business. The parties are independent contractors.

If a provision is unenforceable, it will be adjusted only as necessary and the remainder continues. Failure to enforce a provision is not a waiver. Notices concerning the agreement may be sent to the account email or [email protected].

19. Governing law and disputes

The agreement is governed by Danish law, excluding choice-of-law rules. Disputes that cannot be resolved through good-faith negotiation are subject to the Danish courts. Mandatory data-protection rights and competent supervisory authorities are unaffected.