Privacy Policy
Cleanroom Control is a touchscreen controller and online app that companies use to monitor and run their cleanrooms. This policy explains what information the service collects, how it's used, and the choices you have. "We" and "us" mean Coll Business Solutions LLC. "Your company" means the business whose account you use.
Information we collect
Account information
- Each user's name, email address and role (owner, admin, operator or viewer), and the company they belong to.
- Passwords, stored only as a one-way hash. We never store or see your actual password.
- If you turn on two-factor sign-in: the setup key your authenticator app uses, stored encrypted, and your backup codes, stored only as a one-way hash.
- Company settings, such as the company name, time zone, the units readings are shown in (°F or °C, inches of water or pascals) and whether signed changes and two-factor sign-in are required.
- A company logo, if your company uploads one to show on its reports.
- Each user's email choices, such as which alarm emails and summary reports they get.
- Password-reset and invitation links, which expire.
Information from your controllers
- Each controller's identity, software version, network status and its address on your local network.
- The equipment connected to it: device names and types, brand, serial numbers and status.
- Readings: room pressure, temperature, humidity, particle counts and fan speeds.
- Room settings: names and areas, alarm limits, schedules and fan modes, pressure control settings, and touchscreen settings.
On the controller's memory card
The controller has a slot for an optional microSD memory card. If one is put in, the controller also keeps on it the room's readings and a backup of how the room is set up: device names, areas, alarm limits, fan schedules and similar settings. The backup never includes the Wi-Fi password, the screen PIN or the controller's cloud identity. What's on the card stays on the card in the room: it isn't sent to us or anywhere else. Anyone who has the card can read it, so take the card out, or erase it, before a controller is given away or sent for repair. A factory reset erases this controller's readings and settings backup from the card.
Records of what happens
- Alarms: when they were raised and cleared, who acknowledged them, and the note they left.
- An activity log of changes: who made each change, when, what changed and whether it succeeded. If your company turns on signed changes, the reason given for each change is kept too.
- Certification records and the files you upload with them, such as certification reports.
- Maintenance and calibration tasks, and each time one was done: when, by whom, the result and any note.
- Your company's alarm escalation setting (who is told when an alarm isn't acknowledged), and a record of each escalation sent.
Support provider information
If your company adds a support provider, such as the company that installed your cleanroom, we store that link. When someone at your company clicks Request help, we store who asked, when, and the note they wrote.
A support provider can upload its logo and choose to show its name, phone number and logo to the companies it supports. When it does, they appear on those companies' emails and reports and on their controllers' wall screens.
Logos
Logos uploaded by a company or a support provider are shown in emails and reports, so each one can be opened by anyone who has its link, without signing in. Only upload a logo you are happy to have seen this way. Removing a logo stops it being shown.
Phone notifications
If you turn on notifications in the phone app, we store a device token so notifications reach that phone.
What we don't collect
- No advertising or analytics trackers. The app doesn't use cookies for tracking.
- No location data from your phone or computer.
- No camera, microphone or contacts access.
The app keeps your sign-in in your browser's local storage so you stay signed in. Signing out removes it.
How we use information
- To show your rooms' readings live and as history, and to let authorized users run them.
- To check readings against your alarm limits and send alarm emails to the people your company chooses, including escalation emails and phone notifications when an alarm isn't acknowledged in time.
- To remind your company when maintenance or calibration is due.
- To send account emails: invitations, password resets, help requests, and the weekly and monthly summary reports to the users who choose to get them. Replies to these emails come to us.
- To keep the activity log and produce the reports your company runs.
- To deliver controller software updates when someone at your company starts one, from the app or with Check for updates on the wall screen.
- To keep the service secure, fix problems and improve it.
Who can see your information
- Your company. Users at your company see your company's rooms and records, limited by their role.
- Your support provider. If your company has one, they see only whether each of your rooms is running, down or has an error. If they choose to, their name, phone number and logo appear on your emails, reports and wall screens; they do not see your readings because of this. They can see and change your rooms only after someone at your company clicks Request help. That access ends on its own after 24 hours, or sooner if an admin ends it. Everything they change is in your activity log under their name.
- Other companies. They never see your data. Each company's rooms, readings and records are kept separate.
- Us. We access data only when needed to run, secure or support the service, or when the law requires it.
We don't sell your information or share it with advertisers.
Service providers
A few outside services process data for us, each only to do its job:
- Railway hosts our servers and database.
- Resend delivers the emails Cleanroom Control sends.
- Google Firebase delivers phone notifications, if they are turned on.
These providers may not use your data for their own purposes.
Storage and security
Data is stored in a managed database and sent over encrypted connections. Each controller has its own secret key and can only send and receive its own room's data. Passwords are hashed, and sign-in sessions expire. Any user can turn on two-factor sign-in, and a company owner can require it for everyone in the company. Each user's role limits what they can change.
How long we keep information
- Minute-by-minute readings are kept for 35 days. Hourly summaries are kept for as long as your company's account is open, so you keep long-term trends.
- Alarms, the activity log, certification records and maintenance and calibration records are kept while your account is open, because they are often needed for audits.
- Account information is kept until the user or company account is deleted.
- Readings on a controller's memory card stay there until the card is full. Then the controller removes the oldest day to make room. The settings backup on the card is replaced each time the setup changes, keeping the one before.
Your choices and requests
Admins can edit and remove users, rooms, alarm limits and certification files in the app. Any user can change their name, email address and password, and turn two-factor sign-in on or off, on the Account page. If someone loses the phone they use for two-factor sign-in, the company owner can reset it so they can set it up again; the reset is recorded in the activity log and the person is told by email.
The company owner can delete the whole company account in the app: Account page, then Delete company account. That removes every user, room setting, alarm, activity log entry, certification, maintenance record and recorded reading, and frees the controllers to be added to another account. It doesn't erase a controller's memory card; take the card out or erase it separately.
To ask for a copy of your data, or to delete a single user account, email collbusinesssolutions@gmail.com from the address on the account. We'll confirm by email once it's done. Some records may be kept longer if the law requires it, and we'll tell you if that applies.
Children
Cleanroom Control is a workplace tool and isn't directed at children.
Changes to this policy
If this policy changes, we'll post the new version here with a new date. For important changes, we'll also let account owners know by email.
Contact
Questions about this policy or your data: collbusinesssolutions@gmail.com. See also our Terms of Service.