Photo and privacy rules
Photo proof is the core of MopLogic, and it is also the part that can get a cleaning company in real trouble if it is done wrong. These rules are mandatory for anyone using the product. They protect the people in the buildings you clean, your clients, and you.
The rules, in short
- No photos of people. Not staff, not client employees, not members of the public, not reflections in mirrors. If a person walks into the frame, take the photo again when the area is empty.
- No photos in restrooms, locker rooms, exam rooms, or any space where people expect privacy. In those spaces the record is checklist plus timestamp only, never a photo.
- No photos of personal items, documents, screens, mail, medication, or anything showing a third party's private information. Desks get photographed with the work surface clear of paperwork, or not at all.
- Photos show completed work areas only, taken when the area is empty.
- No audio recording anywhere in the product. This avoids wiretapping and two-party consent problems entirely.
Client permission comes first
You must have your client's permission to take work area photos on their premises. Get it in writing before the first photo visit, and keep the permission with the contract file. Below is plain language you can adapt. This is a sample, not legal advice. Have your own agreement reviewed if you are unsure.
Sample client permission language
"[Cleaning company] takes photos of completed work areas during cleaning visits to keep a record of the work done. Photos show work areas only, never people, and never restrooms, locker rooms, exam rooms, or other private spaces. These photos are kept in [cleaning company]'s records and shown in the monthly proof report sent to [client contact]. [Client] may ask us to stop taking photos at any time, and we will."
Tell your staff before you start
You must tell your own staff that visit records, timestamps, and work area photos are collected before you use the product. This is not optional: people have a right to know they are being recorded at work, and several states have specific notice rules for employee monitoring. Below is plain language you can adapt for a staff notice. This is a sample, not legal advice.
Sample staff notice language
"Starting [date], [cleaning company] will keep a visit record for each cleaning visit using MopLogic. The record includes the site checklist, the time of the visit, and photos of completed work areas. Photos never show people and are never taken in restrooms, locker rooms, or other private spaces. These records are used to show our clients the work was done and to track quality. If you have questions, ask [supervisor name]."
If a photo breaks these rules
If a photo with a person in it, a photo from a private space, or a photo showing private information gets uploaded, it must be deleted from the record as soon as it is found. Report it to your supervisor the same day. Append-only records keep the audit trail of the deletion itself, so the correction is visible.
Where these rules appear
The photo rules are shown on the home page, the inspection form page, and the facility checklists where they matter most (medical clinics, gyms, banks). They are also part of the terms of use.