Privacy Policy

Effective Date: August 15, 2026

PoolTechy, LLC (“PoolTechy,” “we,” “us”) operates a platform that connects pool owners (“Customers”), pool service companies (“Contractors”), and pool service technicians (“Technicians”) and facilitates scheduling, service records, messaging, invoicing, and payments (the “Platform”). This Privacy Policy describes the information we collect, how we use and share it, how long we keep it, and the choices you have.

This Policy applies to the PoolTechy mobile applications, web application, and websites. By using the Platform you agree to the collection and use of information as described here.

1. Information We Collect

1.1 Information you provide

• Account and profile information. First and last name, email address, phone number, mailing address, profile photo, and password/credentials (managed by our authentication service). Contractors additionally provide a business name, business address, company logo, and service-area ZIP codes. Technicians additionally provide a profile photo and their working relationships with Contractors on the Platform.
• Pool and property information. Pool addresses, photos and videos of pools and equipment, pool characteristics (type, size, environment), and — if you choose to provide them — gate or access codes and access instructions so your service provider can reach your pool. Pool addresses are converted to map coordinates (latitude/longitude) to support mapping and routing features.
• Payment and billing information. Payments on the Platform are processed by Stripe. Your card or bank account details are collected directly by Stripe and are not stored on PoolTechy’s servers; we store references (such as Stripe customer and transaction identifiers), billing history, and records of the payment authorizations you have agreed to (including the version of any bank-debit (ACH) authorization you accepted).
• Business documents. Contractors may upload insurance certificates and license documents.
• Communications. Messages you send through the Platform’s messaging features (including attachments), your conversations with the Hydros assistant (Section 3), support requests, and reviews or other content you post.
• Bug reports you send. If you submit an in-app bug report, it includes your description, basic device information (device model and OS version), and — if you leave the attachment toggle on — a snapshot of the app’s recent activity log to help us diagnose the problem. You can preview exactly what will be sent and remove the log before sending. Credentials and tokens are automatically scrubbed from the log; other app activity in it (which can include names and addresses shown in the app) is not. Bug reports are stored like support messages and are visible to our support staff.
• Service and financial records. Service records created by Contractors and Technicians (including photos, notes, and pool chemical readings), quotes, invoices, subscriptions, expense records and receipt images, and free-text notes and to-dos.
• Prospective customer information. If you submit a service inquiry or lead form, we collect the contact and address information you provide, together with your IP address.

1.2 Information collected automatically

• Device location (with your permission). If you use the route-optimization feature’s “Use Current Location” option, the app requests your device’s location once, in the foreground, to set a route start or end point. We do not track your location in the background.
• App diagnostics. In production builds, crash and error reports (including stack traces and an internal user identifier) are collected via Google Firebase Crashlytics, and basic app-usage measurement data is collected by Google’s Firebase SDK, to help us find and fix problems.
• Push notification tokens. If you enable push notifications, we collect a device token used to deliver them (via Google Firebase Cloud Messaging and Apple Push Notification service).
• Email interaction data. Emails we send may include standard tracking that tells us whether a message was delivered, opened, or a link was clicked, which helps us confirm delivery and improve our communications.
• Log and technical data. Standard server logs (IP address, request metadata) used for security and operations.

1.3 Information stored on your device

To provide offline functionality, the mobile app caches Platform data on your device — including customer names, addresses, contact details, access codes/instructions, schedules, service records, invoices, and messages, depending on your role. You can remove this cache at any time via Settings → Delete Local Data, and it is removed when you log out or uninstall the app. Protect your device with a passcode; anyone with access to your unlocked device may be able to view cached data.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and improve the Platform: matching and connecting Customers, Contractors, and Technicians; scheduling; routing; messaging; invoicing; and payments.
• Process payments, payouts, subscriptions, and refunds through Stripe, and maintain accurate financial records.
• Prevent fraud and resolve payment disputes, including compiling and submitting transaction records, service records, photos, and relevant communications as evidence to payment processors, card networks, and banks (see Section 6).
• Provide customer support, including human review of Hydros conversations when you are handed off to support or when we investigate a reported problem.
• Send transactional and service communications (Section 7) and, where permitted, promotional communications you can opt out of.
• Monitor, debug, and secure the Platform.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell or rent your personal information, and we do not use it for third-party advertising.

3. AI Assistant (Hydros)

The Platform includes an AI-powered assistant — currently named “Hydros” — that can answer questions about the app, help you navigate, and connect you with human support. Hydros is powered by Anthropic, an AI service provider. We may rename the assistant or change its underlying AI provider; if the provider changes, we will update this Policy.

When you use Hydros, the following is sent to Anthropic to generate responses:

• The messages you type and your conversation history in that chat thread;
• The identifier of the screen you are on and your recent in-app navigation path (screen names only — not the data on those screens);
• Your role on the Platform (e.g., contractor, customer, technician) and your app language.

On-screen data is shared only if you opt in. If you enable “Include Screen Data” for a screen, a summary of that screen’s contents is included with your message so Hydros can help with what you’re viewing. This sharing is off by default, applies only to the screen you enabled it for, and turns off when you navigate away or log out. Screen summaries are designed to exclude contact details, addresses, access codes, and payment information.

Conversations are the exception to the summary rule. If you opt in while viewing a message conversation, the recent messages in that conversation are shared with Hydros so it can help you with them — for example, drafting a reply, which you always review and send yourself (Hydros never sends messages on your behalf). Sender names are replaced with roles (such as “customer” or “technician”), but the message text itself is shared as written, so it may include whatever the participants typed.

Your Hydros conversations are stored with your account like other messages. Anthropic processes this data to provide the service and, per our arrangement with Anthropic, does not use it to train its models. Do not enter sensitive information (such as passwords or full payment card numbers) into Hydros.

Hydros can make mistakes. Its responses are provided for convenience and are not professional, legal, or financial advice.

4. Service Providers We Share Information With

We share personal information with service providers who process it on our behalf under contractual confidentiality and use restrictions:

We may also share information: among Platform users as needed to provide the service (for example, a Customer’s pool address, contact information, and access instructions are visible to the Contractor and Technicians who service that pool; a Contractor’s business profile is visible to their Customers; and a Contractor who previously serviced and invoiced your pool retains read-only access to the records from that relationship — your pool’s address and its service and invoice history, but not your current access codes — because those are the Contractor’s own business records); with professional advisors; in connection with a merger, acquisition, or sale of assets; and as described in Section 5.

Integrations your Contractor connects. Contractors may connect third-party services to their own account — for example, QuickBooks Online (Intuit) for accounting synchronization, or their own Stripe account. When a Contractor connects QuickBooks and chooses to sync (each sync runs only when the Contractor initiates it, after reviewing a preview), PoolTechy pushes the Contractor’s records one-way to their QuickBooks company: pools/service locations as QuickBooks customers — including the pool or owner name, service/billing address, email, and phone — along with invoices (line items and amounts), payments, refunds, and expenses. Nothing is read from QuickBooks back into PoolTechy. If you are a Customer, this means your Contractor may synchronize records about you and your pool to their own accounting system, where the data is governed by that provider’s privacy policy and your Contractor’s own practices. Contractors can disconnect an integration at any time; disconnection does not remove data already transmitted.

5. Legal Disclosures

We may disclose information if required by law, subpoena, or legal process; to enforce our Terms of Service; to protect the rights, property, or safety of PoolTechy, our users, or others; or to detect and prevent fraud or security issues.

6. Data Retention

We keep personal information only as long as needed for the purposes described above, with retention periods that differ by category:

6.1 Retained for legal, tax, and financial-record obligations (kept after account deletion):

• Billing information (name, address, email, phone associated with payments);
• Payout information (name, address, email, phone, business name and address);
• Transaction records (service offers, subscriptions and subscription items, service records, invoices, amounts, and payment identifiers);
• Bank-debit (ACH) authorization records, which we retain for at least two years after the authorization ends, as required by banking network (Nacha) rules.

While your account is active, we retain these records for the life of your account — your transaction history, invoices, and service records remain available to you as part of the service. After your account is deleted, we retain them — including the identity of the parties to each transaction — until seven (7) years after your last transaction (or longer where a specific law, an open dispute, or a legal hold requires), after which they are deleted or anonymized.

6.2 Retained for a limited period for payment-dispute purposes:

Because Customers pay Contractors through the Platform, messaging on the Platform documents what services were requested, agreed, and performed. Messages exchanged between parties with a payment relationship are part of the transaction record between those parties, regardless of the subject matter of any individual message — the conversation as a whole documents the service relationship. We do not scan or analyze message content to make this determination; it depends only on whether a payment relationship exists. A payment relationship exists between a Customer and a Contractor (including that Contractor’s Technicians) when there is any invoice or subscription between them, and between a Contractor and a Technician when the Technician performs or has performed work for that Contractor. We retain these records because they are routinely required as evidence by payment processors, card networks, and banks in fraud and payment-dispute proceedings.

When you request deletion, messages that are part of a transaction record are retained until twenty-four (24) months after the last transaction between the parties, or until any open payment dispute is resolved, whichever is later, and are then deleted. For this purpose, the “last transaction” is the most recent charge, refund, or payment event between the parties (for subscriptions, the final charge under the subscription), or the resolution date of any dispute on those transactions, whichever is latest. Where a payment relationship exists but has no payment events yet (for example, an unpaid invoice), the retention period runs from the date of your deletion request.

Deleting your data removes these messages from your view and account. Where messages are retained as transaction records, they remain part of the other party’s records — and may remain visible to the other party — until the retention period ends.

All other messages you sent are deleted promptly — including messages with parties you have no payment relationship with, your conversations with the Hydros assistant, and support conversations (unless you have an open payment dispute). Messages other users sent remain their records, subject to their own deletion rights.

6.3 Deleted promptly upon request: everything else — see Section 8.

7. Communications

We send transactional emails (welcome, invitations, new-message notifications, service requests, invoices, payment and dispute notices) and occasional promotional emails. You can control which notification emails you receive in your account settings, and opt out of promotional email at any time. We honor per-type notification preferences; certain transactional messages (such as payment disputes or legal notices) may still be sent because they are required to operate your account.

Push notifications. With your permission (managed through your device settings), we send push notifications about Platform activity such as new messages, service updates, and payment events. Notification payloads are kept generic (for example, “New message”) — message content, names, and amounts are not included in the notification itself. You can disable push notifications at any time in your device settings.

We do not currently send text (SMS) messages. If we introduce them, we will update this Policy and obtain any consent required by law first.

8. Your Choices and Rights

• Access and correction. You can view and edit your profile and most account data in the app.
• Delete your data. In Settings, you may delete your Platform data while keeping your account, or delete your account entirely. Upon a verifiable request we will: delete your uploaded files (except those attached to service records), your sent messages (subject to Section 6.2 — messages retained as transaction records remain part of the other party’s records, and may remain visible to them, until the retention period ends), your profile photos and logos, and your routes; cancel your subscriptions; and close or disconnect associated Stripe accounts. If you have no transaction history on the Platform, your account records are deleted in full. If you have transactions, the records described in Section 6.1 (including your identity as a party to those transactions) are retained for the periods stated there and then deleted or anonymized.
• Delete locally cached data on your device at any time (Section 1.3).
• Location permission can be denied or revoked in your device settings; the route-optimization current-location feature simply won’t be available.
• Hydros screen sharing is off by default and controlled per screen (Section 3).

• Email and push preferences — Section 7; push notifications can be turned off in your device settings at any time.

• Your privacy rights. Regardless of where you live, you may ask us to tell you what personal information we hold about you, provide a copy of it in a portable format, correct it, or delete it (subject to the retention described in Section 6) — and we will not discriminate against you for exercising these rights. A copy of your information includes the information you provided and the records about you that are visible to you in the app; it does not include our internal system data or other users’ private information. Submit requests through the app’s Settings or to support@pooltechy.com; we will verify your identity (normally through your account credentials) and respond within the time required by applicable law (or within 45 days where no law specifies). If we decline a request, we will explain why, and you may appeal by replying to our response. Where applicable law permits, you may use an authorized agent to submit a request on your behalf. Residents of certain states may have additional rights under their state’s laws.

9. Security

We use appropriate technical and organizational measures to protect personal information, including encryption in transit, role-based access controls, and signed, expiring URLs for file access. Payment credentials are held by Stripe, not PoolTechy. No system is perfectly secure; please use a strong, unique password and protect your devices.

10. Children

The Platform is intended for users 18 years of age or older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us personal information, contact us and we will delete it.

11. International Users

PoolTechy is operated from the United States and intended for users in the United States. Information is processed and stored in the United States.

12. Changes to This Policy

We may update this Policy. We will notify you of material changes by email to your primary account address and/or a prominent notice in the app, and update the Effective Date above. Continued use of the Platform after changes take effect constitutes acceptance.

13. Contact Us

PoolTechy, LLC
3810 28th Street SW, Lehigh Acres, FL 33976
support@pooltechy.com · 239-431-4348