Privacy Policy

We use the information we collect to:

• Create and manage your account and company profile.
• Provide, maintain, and improve the Service — including invoicing, route scheduling, chemical tracking, and customer communication features.
• Process subscription payments and send billing receipts through Stripe.
• Send transactional emails — invoice notifications, visit summaries, payment reminders, and account alerts — through Resend.
• Respond to your support requests and communicate with you about your account.
• Monitor usage patterns to fix bugs, improve performance, and develop new features.
• Detect and prevent fraud, abuse, or security incidents.
• Comply with legal obligations.

We do not sell your personal information or the personal information of your customers to third parties. We do not use your data for advertising.

We share information only with the service providers necessary to operate the Service. Each provider is contractually required to protect your data and use it only for the services they perform for us.

We may also disclose information if required by law, court order, or government authority, or to protect the rights, property, or safety of PoolOS, our users, or the public.

When you use PoolOS to manage your pool service business, you enter data about your own customers (names, addresses, email addresses, service records). You are the data controller for this information; we are a data processor acting on your instructions.

We process your customers' data only to provide the Service to you. We do not use it for our own purposes, sell it, or share it with third parties beyond the service providers listed above. You are responsible for obtaining any necessary consent from your customers to store and use their information within the Service.

If you cancel your account and request data deletion, we will permanently delete your customer data within 30 days.

We use the following types of cookies:

• Strictly necessary cookies — session tokens required for authentication. The Service cannot function without these. No consent is required.
• Functional cookies — small preference values (e.g., dismissed onboarding checklist, dismissed promotional banners) stored to improve your experience.
• Analytics cookies — Google Analytics uses cookies to measure how visitors use our marketing pages. Data is aggregated and anonymized. You can opt out by installing the Google Analytics Opt-out Browser Add-on.

• Active accounts — we retain your data for as long as your account is active.
• Cancelled accounts — data is retained for 90 days after cancellation, then permanently deleted. You may request immediate deletion at any time.
• Billing records — transaction history required for tax and accounting purposes is retained for 7 years in accordance with standard financial record-keeping requirements.
• Server logs — retained for up to 90 days for security and debugging purposes.

Depending on where you are located, you may have the following rights regarding your personal information:

• Access — request a copy of the personal information we hold about you.
• Correction — update or correct inaccurate information. Most account data can be edited directly in your settings.
• Deletion — request that we delete your account and associated data.
• Portability — request your data in a machine-readable format.
• Restriction / Objection — object to or request that we limit certain processing activities.

To exercise any of these rights, email us at hello@poolos.biz. We will respond within 30 days. We may ask you to verify your identity before fulfilling the request.

We use industry-standard security measures to protect your information, including:

• TLS/HTTPS encryption for all data in transit.
• Encrypted passwords (bcrypt hashing — your plaintext password is never stored).
• Database access restricted to authenticated application infrastructure.
• Payment card data handled entirely by Stripe, which is PCI-DSS Level 1 certified.

No system is 100% secure. If you believe your account has been compromised, please contact us immediately at hello@poolos.biz.

PoolOS is a business-to-business service intended for adults operating pool service companies. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the effective date at the top of this page and, where appropriate, sending an email to the address on your account. Your continued use of the Service after the changes take effect constitutes acceptance of the revised policy.

If you have questions, concerns, or requests related to this Privacy Policy, please contact us: