Privacy Policy

This Privacy Policy explains how Pool Pro, operated by Get Pool Pro, LLC, collects, uses, stores, and shares information when you use our Services at https://www.getpoolpro.com or through the Pool Pro application. We've written this to be readable — not just legally defensible.

The short version: We collect what we need to run your business on our platform. We don't sell your data. We don't run ads. What you put in, you can take out.

1. Information We Collect

A. Business Account Holders (Tenants)

When you create and maintain a Pool Pro account, we collect:

• Company name and legal business name
• Business address
• Contact email address and phone number
• Business website
• Branding assets (logos and related files)
• Account login credentials
• IP address and general location derived from IP
• Usage logs and system activity
• Stripe subscription and billing identifiers

We do not store full credit card or bank account numbers. Payment processing is handled securely by Stripe.

B. End Customers (Customers of Tenants)

Pool Pro processes personal information on behalf of pool service companies. This may include:

• Name, email address(es), and phone number(s)
• Billing address and service address
• Invoice history and service history
• Service notes and equipment photos
• Gate codes and service access instructions
• Autopayment information (processed via Stripe)
• Customer portal login credentials (if portal is enabled)

Pool Pro acts as a data processor for this information. The pool service company (tenant) is the data controller and is responsible for its lawful collection and use.

C. Employee and Technician Information

Tenants may store the following information about their employees and technicians within the platform:

• Name, email address, phone number, and address
• Job title
• Emergency contact information
• Login credentials
• Pay summary totals (summary totals only — no payroll tax data is stored)

D. Automatically Collected Information

We automatically collect:

• Device identifiers, operating system, and app version
• IP address
• Browser type
• App usage patterns and log data for performance monitoring and debugging
• Diagnostic and error logs
• GPS location data from the mobile app — only during active clocked-in sessions and only when GPS tracking is enabled by the account owner

We may use Google Tag Manager for website analytics.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Services
• Process subscriptions via Stripe
• Send transactional emails via Amazon Web Services Simple Email Service (SES)
• Deliver invoices, service reports, contracts, and account notifications
• Enable scheduling, routing, GPS verification, and reporting features
• Respond to support requests and troubleshoot issues
• Improve system performance and reliability
• Maintain security and prevent abuse
• Comply with legal obligations and enforce our Terms

We do not use your data to build advertising profiles, sell to third parties, train AI models, or send marketing emails through the application.

3. Location Data

Location data is sensitive. Here is exactly how we handle it:

• GPS tracking in the app only activates when a technician is clocked in AND the business account owner has enabled GPS tracking;
• When a technician clocks out, location tracking stops immediately;
• Location data is used only for clock-in/out verification, route confirmation, and attaching location metadata to service reports;
• Location data is not shared with third parties for advertising or sold in any form;
• Business account owners can view location data for their own employees — this is a disclosed core feature of the platform.

If you are a business owner using GPS tracking, you are responsible for informing your technicians that location data is collected during work hours. This is both a legal requirement in many states and the right thing to do.

GPS is a business verification tool, not surveillance. It runs during work hours only, when the employer has turned it on — and it stops the moment someone clocks out.

4. Email Communications

Pool Pro sends transactional emails on behalf of tenant businesses using Amazon Web Services Simple Email Service (SES). Emails sent through the platform may include:

• Invoices, bids, contracts, and change orders
• Service reports and job completion summaries
• Account notifications and welcome messages
• Password resets
• Billing notifications

We maintain bounce and complaint suppression lists to protect sending reputation and to prevent repeated unwanted messages to recipients who have opted out or reported issues.

5. How We Share Information

We do not sell, rent, or trade personal information. Period.

We share data only in the following limited circumstances:

• Service providers — contracted vendors who process data solely to provide services on our behalf (see Sub-processors below);
• Legal compliance — when required by law, court order, or governmental authority;
• Business transfers — in the event of a merger, acquisition, or asset sale, your data may transfer to the successor entity subject to the same privacy protections;
• With your consent — for any sharing not described here, we will ask first.

6. Sub-Processors

We use the following trusted third-party providers to operate the platform. These providers are contractually bound to use data only as instructed and only as necessary to provide their services:

• Amazon Web Services — cloud hosting, data storage, and email delivery (SES)
• Stripe, Inc. — payment processing (https://stripe.com/privacy)
• Redis — caching and performance infrastructure

We may update this list as our infrastructure evolves. Material changes will be reflected in an updated version of this Policy.

7. Data Retention

We retain your data for as long as your account is active and for a reasonable period afterward to support legal and business obligations. Specifically:

• Active account data is retained while your subscription is in good standing;
• After account cancellation, data is retained for 30 days, during which you may request an export;
• After 30 days, data will be deleted or anonymized unless longer retention is required by law;
• Backup copies may persist in encrypted AWS archives for a period consistent with AWS backup policies, after which they are purged.

Tenants are responsible for maintaining any business records required by applicable regulations beyond these retention periods.

8. Data Security

We take security seriously. Our measures include:

• Encrypted data transmission over TLS/HTTPS
• Secure AWS cloud infrastructure with role-based access controls
• Regular security reviews and monitoring
• Limited employee access to production data on a need-to-know basis
• Secure payment tokenization via Stripe
• Suppression of bounced and complained-about email addresses

That said, no system is completely secure. We cannot guarantee absolute protection against all threats. If we become aware of a data breach that affects your information, we will notify you as required by applicable law.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to:

• Know what personal information we collect, use, and disclose;
• Access a copy of the personal information we hold about you;
• Request correction of inaccurate personal information;
• Request deletion of your personal information, subject to certain exceptions;
• Opt out of the sale or sharing of your personal information — though we do not sell or share personal information for cross-context behavioral advertising;
• Non-discrimination for exercising your privacy rights.

To exercise any of these rights, contact us at support@getpoolpro.com. We will respond within 45 days as required by law. We may need to verify your identity before processing a request.

10. Notice to Employees and Technicians

If you are using Pool Pro as an employee or field technician under your employer's account, your use of the platform — including GPS location data and uploaded photos — is visible to your employer. The business account owner has agreed to Pool Pro's Terms of Service and is responsible for how they use the data available to them through the platform.

If you have questions about what your employer can see or how your data is used within your organization, please contact your employer directly.

11. Children's Privacy

Pool Pro is a business platform and is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have inadvertently collected information from someone under 13, we will delete it promptly. If you believe we have collected such data, please contact us at support@getpoolpro.com.

12. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will revise the "Last Revised" date at the top and, for material changes, notify you by email. Your continued use of the Services after an updated policy takes effect constitutes your acceptance of the changes.

13. Contact Us About Privacy

For privacy-related questions, requests, or concerns:

Get Pool Pro, LLC

Temecula, California

support@getpoolpro.com

Requests will be acknowledged within 5 business days and resolved within 45 days in accordance with California law.

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