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PRIVACY POLICY

Ever Dwelling LLC d/b/a Neat Hive Cleaning

Version: September 28, 2026
Effective Date: September 28, 2026
Website: www.neathivecleaning.com
Contact: hello@neathivecleaning.com | (971) 228-2646

This Policy covers information collected through our website and in connection with quoting, booking, entering a property, performing and documenting cleaning services, communicating with customers, processing payments, and handling quality concerns or claims.

1. Scope and Relationship to the Terms

This Privacy Policy ("Policy") explains how Ever Dwelling LLC, doing business as Neat Hive Cleaning ("Neat Hive," "we," "us," or "our"), collects, uses, retains, and discloses personal information. It applies to customers, prospective customers, website visitors, household members, property contacts, and other people whose information is provided in connection with our services.

Our Terms of Service govern the cleaning-service relationship and include the Customer's authorization for reasonable operational photographs and videos and limited marketing use of selected, reasonably de-identified service media. This Policy explains how those records and other personal information are handled. A separate signed commercial agreement or legally required notice may supplement this Policy.

2. Information We Collect

2.1 Identity, contact, and account information

We may collect names, email addresses, telephone numbers, billing and service addresses, account credentials, preferred contact methods, referral information, and the identity or authority of a person booking for another person or property.

2.2 Property, service, and access information

We may collect property type and size, rooms and requested services, frequency, condition, occupancy, pets, parking, gate and building instructions, alarm information, lockbox or access codes, key-handling instructions, hazards, allergies, surface or product restrictions, special instructions, service checklists, personnel notes, and information about occupants or property contacts that is reasonably needed to quote, schedule, access, and perform the service.

2.3 Photos, videos, and condition records

We may receive images from a Customer or create reasonable before, during, and after photographs or videos of booked service areas. These records may show the condition of the home on arrival and departure, work performed, completed areas, belongings within the service area, access or safety conditions, obstructions, pre-existing or newly observed damage, or information relevant to a quality concern, missing-item report, or property claim.

2.4 Communications and service records

We may collect emails, text messages, portal messages, call metadata and notes, appointment confirmations, cleaner or supervisor notes, task completion records, customer-support records, complaint information, claim documentation, reviews, survey responses, and recordings only when a recording is made with legally required notice or consent.

2.5 Payment and transaction information

Payment processors collect card or bank details needed to authorize and process payments. Neat Hive may receive a payment token, card brand and last digits, billing address, authorization or decline status, transaction amount, refunds, disputes, tips, and invoice history. We do not intend to store full payment-card numbers or security codes in Neat Hive systems.

2.6 Website, device, cookie, and marketing information

When you use our website or online forms, we and our providers may collect IP address, browser and device type, operating system, referring pages, pages viewed, approximate location derived from IP address, dates and times, form activity, cookie identifiers, advertising identifiers, and analytics or campaign information.

3. How We Use Information

We may use personal information to:

  • Prepare quotes, recommend an appropriate service, schedule appointments, and manage recurring service.

  • Coordinate access, parking, keys, codes, pets, hazards, supplies, and accepted special instructions.

  • Perform services and document the condition of a property, work performed, and completion.

  • Assign, train, supervise, and evaluate Service Personnel and improve service quality.

  • Communicate about appointments, delays, access, payments, safety, policy changes, and customer support.

  • Process payments, authorization holds, refunds, credits, tips, disputes, and collection of lawful amounts.

  • Investigate quality concerns, damage, missing items, safety events, insurance matters, fraud, or legal claims.

  • Maintain business, accounting, tax, insurance, security, and legal records and comply with law.

  • Operate, secure, analyze, and improve our website, forms, communications, services, and advertising.

  • Send marketing where permitted and honor unsubscribe, opt-out, and consent choices.

4. Operational and Marketing Photos and Videos

Neat Hive may use reasonable operational photographs or videos as proof of work and condition, for quality control, safety, quoting, task assignment, training or supervision, customer support, complaints, claims, insurance, legal compliance, and business records. Operational documentation is limited to what is reasonably relevant to the service or a related issue.

We instruct Service Personnel not to intentionally photograph people, private activities, personal documents, computer or phone screens, exposed financial information, or visible access codes. Because cleaning occurs in occupied homes, belongings or other incidental details may appear in an image. We may restrict access to, crop, delete, or otherwise address unnecessary incidental capture when reasonably appropriate and consistent with service, legal, insurance, and recordkeeping needs.

We do not sell operational interior-property images or home-entry information. As authorized by the Terms of Service, Neat Hive may select and use reasonably de-identified photographs or videos of serviced areas to demonstrate our work and promote our services through our website, social-media accounts, portfolio, proposals, and digital or print advertising. Before public use, we conduct a reasonable review and may crop, blur, edit, or omit content to avoid intentionally displaying a Customer's name, street address, exact location, people or faces, children, private documents or screens, access or security information, license plates, medications, financial information, or other details that reasonably identify a Customer or household. We do not attribute a testimonial, review, or endorsement to a Customer based only on permission to use service media.

A Customer may object to marketing use before service or withdraw permission for future use at any time. We will stop new use and make reasonable efforts to remove affected media from channels we control, but cannot control copies already shared, downloaded, cached, or reposted. Marketing objections do not restrict operational records. Object to operational photography before service; we may modify or decline a service when an appropriate documentation alternative cannot be arranged.

5. Sources of Information

We collect information directly from customers and website visitors; from another person who books or manages a property; from Service Personnel and supervisors; from booking, communications, payment, analytics, advertising, review, and customer-management providers; from insurers, legal advisers, or authorities; and from public sources when reasonably relevant to our business relationship.

6. How We Disclose Information

We may disclose personal information as reasonably necessary to:

  • Service Personnel, supervisors, and property contacts who need the information to perform or coordinate a service.
  • Booking, customer-management, communications, and automation providers, which may include BookingKoala, GoHighLevel (GHL), Quo, email or SMS providers, and successor or replacement platforms.
  • Payment processors, fraud-prevention providers, banks, card networks, and accounting providers, which may include Stripe or another processor used at the time of payment.
  • Cloud storage, security, information-technology, website hosting, analytics, mapping, review, and advertising providers, which may include Google, Meta, and X where those services are enabled.
  • Insurers, adjusters, repair professionals, legal advisers, accountants, auditors, and other professional advisers.
  • Law enforcement, courts, regulators, or other persons when required by law or reasonably necessary to protect rights, safety, property, or prevent fraud or wrongdoing.
  • A buyer, investor, lender, or successor in connection with a proposed or completed merger, financing, reorganization, sale, or transfer, subject to appropriate confidentiality protections.
  • Other persons at the Customer's direction or with authorization. Providers may process information under their own terms and privacy notices as well as contractual restrictions that apply to services performed for Neat Hive. Vendor examples may change; the categories and purposes described above control.

7. Cookies, Analytics, and Advertising

Our website may use essential, preference, analytics, and advertising cookies or similar technologies. Browser settings and provider tools may allow you to limit cookies, but disabling essential technologies can affect website or form functionality. We may use online identifiers to measure campaigns, understand website use, or deliver advertising. We do not use interior-home photos or entry information to profile households or select advertisements. Selected, reasonably de-identified service media may appear as advertising creative as described in Section 4.

Where applicable law treats certain advertising or analytics disclosures as a sale, sharing, or targeted advertising, eligible consumers may use the privacy-request method below to opt out. We will also respond to legally recognized opt-out preference signals when required.

8. Payment Information

Payment details are submitted to a payment processor. The processor may store and use the information under its own privacy notice and payment-network rules. Neat Hive uses processor-provided tokens and limited transaction information to place holds, charge authorized amounts, issue refunds, maintain records, and manage disputes without needing to store the full card number.

9. Retention and Deletion

We retain information only as long as reasonably necessary for the purposes described in this Policy, including active services, customer support, quality verification, payment, accounting, tax, insurance, security, dispute and claim periods, legal obligations, and enforcement of agreements. Retention depends on the type and sensitivity of the information, the service relationship, legal requirements, and whether an issue is pending.

  • Access codes, key instructions, and similar entry information are retained only while reasonably needed for active or anticipated service, safety, administration, or a pending issue, and should be removed or deactivated when no longer needed, subject to backup and legal constraints.
  • Service photos, videos, notes, and completion records may be retained while reasonably needed for proof of work, quality control, training or supervision, customer support, insurance, claims, disputes, security, or legal obligations.
  • Selected, reasonably de-identified marketing media may be retained while in use; objection or withdrawal records may be retained to honor the preference.
  • Contracts, confirmations, invoices, payment records, tax records, and dispute records may be kept for applicable business, accounting, insurance, and legal periods.
  • Unsubscribe and opt-out records may be retained to ensure that a preference continues to be honored.
  • Deletion from active systems may not immediately remove information from secured backups, but backup information remains subject to protection and is deleted or overwritten according to normal cycles unless preservation is legally required.

10. Security

We use reasonable administrative, technical, and physical measures designed to protect personal information, with greater care for access information, payment metadata, and interior-property records. No storage or transmission method is completely secure. Customers should avoid sending full payment-card numbers, passwords, or unnecessary sensitive information by ordinary email or text and should promptly tell us when an access code or contact method changes.

11. Choices and Privacy Rights

You may update booking or contact information through available account tools or by contacting us. You may unsubscribe from marketing emails through the message link and reply STOP to eligible marketing texts. Opting out of marketing does not cancel an appointment or recurring schedule and does not prevent transactional messages that are legally permitted or reasonably necessary to provide service.

Where applicable law grants the right, an eligible consumer may request access to, correction of, deletion of, or a portable copy of personal data and may opt out of covered sale, targeted advertising, or certain profiling. We may need to verify identity and authority, and lawful exceptions may apply. If applicable law provides an appeal right after we deny a request, the response will explain how to appeal.

Submit a privacy request to hello@neathivecleaning.com or the mailing address in Section 15. Describe the request and the information or service relationship involved. An authorized agent may submit a request where permitted by law, subject to reasonable verification of authority.

12. Children and Information About Other People

Our services and website are intended for adults. We do not knowingly invite children to create accounts or book services. A Customer who provides information about another person, household member, guest, employee, tenant, or property contact represents that the Customer is authorized to provide information reasonably needed for the service. Service Personnel are instructed to avoid intentionally photographing people, including children.

13. Processing in Other Locations

Our providers may process or store information in Oregon, elsewhere in the United States, or other locations where they operate. Privacy and data-protection rules may differ by location. We use providers and safeguards appropriate to the nature of the information and the services they perform.

14. Changes to This Policy

We may update this Policy prospectively. Each published version will state an effective date and version date. If a change is material to an ongoing recurring service or materially changes how we use sensitive operational information, we will provide notice as required by applicable law before the change takes effect. A change does not retroactively authorize a materially different use of information that would be inconsistent with representations made when the information was collected.

15. Contact Us

Business: Ever Dwelling LLC d/b/a Neat Hive Cleaning

Address: 5441 S Macadam Ave, Ste R, Portland, OR 97239 USA

Contact: hello@neathivecleaning.com | (971) 228-2646