Privacy notice for employees and partners

Controller and contact

The controller is the company you work for or have a contract with. Sign in to see its name and contact details here.

The controller is the company you work for or have a contract with, named above. The app itself is provided by Easy Host Oy (business ID 3288005-7) under the Anystay name; for every other company it processes your data only on that company's behalf and instructions.

What data we hold about you

• Identity and contact: name, email addresses you sign in with, phone number, profile photo and the short introduction you may write for customers. For partners also the business ID, VAT status and bank account.
• Employment (employees): start and end dates, salary or hourly rate and its history, daily hour target, fringe benefits and the amounts paid per pay period.
• Contracts: your employment contract or service agreement and your signature. An employment contract also holds your personal identity code (henkilötunnus), home address and bank account.
• Working time and absences: hours, start and end times and notes you log, annual leave, other leave and sick days. For sick leave the app stores the days and whether a medical certificate has been received or a supervisor approved it — never a diagnosis.
• Expenses: receipts you photograph, kilometre allowances, per diems and purchases. Partners: extra work and expenses you log, and the invoices you send us.
• Work done: the jobs assigned to you, when each was started and finished at which address, photos and notes you add, issues and lost-and-found items you report, ratings and feedback from owners and customers, jobs you decline and why, and the performance score built from these.
• Doors and parking: the door codes issued to you, the times your code opened a smart lock, and your vehicle's registration plate if you asked for a parking permit.
• Location: only when you press “On my way”. The app then reads your position once, rounds it to about 100 metres and uses it to work out the arrival time it tells the customer. The position is not stored; only the time you pressed the button and the estimated arrival are. The app never tracks your location in the background.
• Messages and notifications: notes and messages you write in the app, the notifications sent to you (app, push, SMS, email, Slack) and your notification settings. If you turn on automatic time suggestions, the app builds them from the times you used it.
• Support phone line: if your employer's customer line forwards calls to your phone and the line is set to record, an answered call is recorded, transcribed and summarised. You hear a notice before the call is connected, and so does the caller.
• Sign-in and security: your sign-in sessions (with IP address and browser), and a log of changes made to your records and of admin actions you take.

Why, and on what legal basis

• To run your employment or contract — plan and assign work, pay salary or invoices, reimburse expenses, give you door access (GDPR Art. 6(1)(b), contract).
• To meet legal duties — working-time and annual-leave records, sick pay, tax and the Incomes Register, pension and accident insurance, bookkeeping (Art. 6(1)(c), legal obligation).
• To keep the work safe and its quality verifiable — job photos and times, owner and customer feedback, the performance score, door-lock records, the change log and sign-in security (Art. 6(1)(f), legitimate interest). You may object to these; see your rights below.
• With your consent — push notifications, Slack messages and automatic time suggestions. You can switch each off at any time; it does not affect anything already done.
• The personal identity code is processed only where the law requires it to identify you: pay, tax, the Incomes Register and insurance (Data Protection Act 1050/2018, section 29).
• Health information (sick days, whether a certificate was received) is processed only to pay sick pay and to settle absences, and only by the people who handle pay and absences (Act 759/2004, section 5).
• Your data comes from you, from the work you do in the app, and from owners and customers who give feedback. We collect data about you from elsewhere — for example a credit or criminal record check — only with your consent or where the law allows it.
• The performance score helps decide who is offered a job first. It never decides on its own about your pay or your employment; an admin can always override it, and you can see your own score and every change to it under My score.

Who sees it and who else receives it

Inside the company: you see your own data. Admins see what they need to run the work, the payroll manager sees hours, absences and pay, and a partner company's own admins see their team's jobs. Apartment owners and cleaning customers may see the name of the person who did their visit, and your photo and introduction if you added them.

Pay and bookkeeping go to the company's payroll service and accountant, and earnings to the Incomes Register, the Tax Administration, pension and insurance companies as the law requires.

Service providers that process data on our behalf, under a data processing agreement:

• Railway (USA; servers in the Netherlands) — hosting and database, backups kept 30 days.
• Cloudflare (USA; stored in the EU) — photos, profile pictures and contract PDFs.
• Google (USA) — Sign in with Google, and the arrival-time calculation when you press “On my way”.
• Resend (USA) — sign-in links and email notifications.
• Twilio (USA) — text messages, and the support phone line and its recordings.
• Slack (USA) — work messages, if your Slack account is linked.
• Apple, Google and Mozilla push services — push notifications to your phone.
• OpenAI (USA) — turns recorded support calls into text.
• Anthropic (USA) — summarises calls, translates notes you leave for colleagues and descriptions of found items, and answers admins' questions about schedules and workload. Your data is not used to train its models.
• Seam (USA) — places your personal door code on smart locks.
• eParking (Finland) — your registration plate, if you asked for a parking permit.
• Sentry (USA) — error reports, without names or email addresses.

Transfers outside the EU

Providers based in the USA may access data from there. Each transfer relies on the EU–US Data Privacy Framework where the provider is certified, and otherwise on the European Commission's standard contractual clauses.

How long it is kept

The app deletes your data on its own, every night, when its period has passed:

• Sign-in sessions end after 90 days without use, and at once when your employment or contract ends. A sign-in link works for 10 minutes. Expired sessions and links are deleted the following night.
• The position read when you press “On my way” is never stored.
• Working hours and leave are kept while you work for us, because your hour and leave balances are counted from them, and after that for 7 years from the end of the year they relate to.
• Expense claims with their receipts, and extra work a partner billed, are kept for 7 years from the end of the year of the expense or the work. A rejected claim is deleted 12 months after the decision. A partner's invoices are accounting documents and are kept in the company's accounting archive.
• The record of which pay periods were paid is kept for 11 years from the end of the year.
• The change log of your own details, hours, leave, availability, salary and documents (who changed what, and when) is kept for 3 years from the end of the year of the change.
• Photos from cleaning visits are deleted 12 months after they were taken, and photos on tasks after 24 months. A photo deleted in the app is gone for good after 30 days. Photos of found items stay with the item.
• Your door and smart-lock events are deleted after 12 months, and changes to your cleaner score after 24 months.
• Notifications sent to you, and the record of sending them, are deleted after 90 days, and so are hours the app suggested from door and job events. A partner's available and unavailable days are deleted 12 months after the day.
• Support-call audio is deleted as soon as it has been transcribed, and within 7 days at the latest. Transcripts and summaries are deleted 24 months after the caller's last contact.
• Database backups are deleted after 30 days.
• A push subscription is removed when your browser reports it is no longer valid, or when sending to it has failed 5 times in a row.
• Your door code is cancelled when your employment or contract ends, and deleted 30 days after it has left every lock. A registration plate taken off a parking permit is deleted after 30 days.
• Your contracts and the documents stored about you are kept for 7 years from the end of the year your employment or contract ended.
• 11 years from the end of the year your employment or contract ended, your name and contact details are removed, and so is everything else still kept about you.
• Your sign-in account (your name, email address and the link to your Google account) is deleted the night after it opens no workspace any more and has no session, but never within 30 days of its last change. If a company record still names the account, it is renamed “Former user” and its address removed instead.

Why these periods

Where the law sets a minimum, we keep the data one year longer than it, so that the period is met whatever the company's financial year is. The Accounting Act requires vouchers to be kept for 6 years and payroll records for 10; the Employment Contracts Act lets you ask for an employment certificate for 10 years after your employment ends; working-time and annual-leave records must be kept until the 2-year period for claims has passed.

Records of the work itself, such as the cleaning visits and tasks you did, issues you reported and messages you wrote in guest conversations, are part of the company's own records and are kept with them. Once you are anonymised they are linked to “Former employee” instead of you, although a message still contains what was written in it.

Your rights

• See your data: download most of it yourself under Menu → Download my data; ask your employer for the rest (contracts, change log).
• Correct it: edit what the app lets you edit; ask your employer for the rest.
• Have it erased or its use restricted, where the law does not require us to keep it.
• Object to processing based on legitimate interest.
• Receive the data you gave us in a machine-readable form (the download above).
• Withdraw a consent at any time: turn off notifications in the app or your browser, or ask an admin to unlink Slack.
• Complain to the Data Protection Ombudsman (tietosuoja.fi) if you think your data is handled unlawfully.

Send requests to the contact person named at the top. We answer within one month.

Partners and their staff

If you are a partner yourself (a sole trader or the owner of a cleaning company), the same sections apply, with your service agreement in place of an employment contract and your invoices in place of salary. Employment-only items — salary, annual leave, sick leave — do not apply to you.

If you work for a partner company, that company is your employer and handles your employment, pay and absences. We process only what is needed to plan, open doors for and verify the work you do on our jobs, on the basis of our legitimate interest and our contract with your employer.

Camera surveillance

Camera surveillance in the workplace is allowed only to protect people and property, to prevent and investigate crime and to keep the premises secure — never to watch how a person works. Before it starts you are told where the cameras are and why, and every monitored area carries a sign. Recordings are viewed only for the purpose they were made for and are deleted as soon as they are no longer needed, at the latest one year after recording (Act 759/2004, sections 16–17). If your workplace uses cameras, the details are in the section below.

Changes

When this notice or the workplace rules change in substance, the app asks you to read and accept them again the next time you open it.

Guest and customer information is confidential

• Names, phone numbers, arrival times, addresses and anything you see or hear in a home stay between you and the company — during your work and after it ends.
• Look up only what your own job needs. Do not copy information out of the app, forward it or take screenshots of it, except to a colleague who needs it for the same job.
• Never go through guests' belongings, documents or devices. Report anything left behind as a found item in the app.

Door codes, keys and key boxes

• Your door code is personal. Never give it to anyone, not even a colleague, and never write it down where others can see it.
• Use codes, keys and key boxes only for the job you are doing, and never let anyone else in.
• Lock the door and close the key box every time you leave.
• Report a lost key or a code someone else may know immediately, by phone. A lost key costs much less when reported at once.

Your phone and your account

• Keep a screen lock (PIN, fingerprint or face) on the phone you use for work.
• Your sign-in is yours alone: never let anyone else use the app as you, and sign out on a shared device.
• If your phone is lost or stolen, tell us the same day so we can sign it out of the app.
• Log your hours, absences and expenses truthfully and on time.

Photos at work

• Photograph only what the job needs: the finished rooms, damage, found items, receipts.
• Never photograph guests or other people, and avoid personal documents and papers in the picture.
• Take work photos in the app, and delete any copies from your own phone.

Social media and public posting

• Do not post photos, videos or addresses of the homes you work in, or anything about guests or owners, on social media or anywhere public.
• Do not talk about guests or owners to outsiders.

When something goes wrong

• Tell us at once if information reached the wrong person, a door was left open, a code leaked or a phone was lost. The company may have to report a data breach to the authorities within 72 hours, and the clock starts when you notice it.
• Report damage and safety risks you find in a home in the app, with a photo.

Automatic translation and AI

• Notes you leave for colleagues and descriptions of found items may be translated automatically by an AI service, so write them as you would to a colleague: no guest names or door codes in free text.
• Do not paste guest or company information into AI tools or translators of your own.