Privacy Policy

Effective Date: October 3, 2026

PoolTechy, LLC (“PoolTechy,” “we,” “us”) operates a platform that connects pool owners (“Customers”), pool service companies (“Contractors”), and pool service technicians (“Technicians”), runs a referral program for account holders (“Partners”), 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, including Contractors’ public business profile pages hosted by PoolTechy. It also applies to you if you do not have an account but interact with the Platform — for example, by chatting with the assistant on a Contractor’s public profile page, submitting a service request form, or calling or texting a Contractor’s PoolTechy phone line (a “Visitor”). 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 (and, if you opt in to text messages, your mobile number and your text-message preferences), mailing address, profile photo, and password/credentials (managed by our authentication service). Contractors additionally provide a business name, business address, company logo, service-area ZIP codes, license numbers, a website and social-media links, business contact phone and email, and an “About Us” description of their business. Technicians additionally provide a profile photo and their working relationships with Contractors on the Platform.
• Public business profile page (Contractors). If a Contractor turns on Publish Business Profile Page, PoolTechy publishes a public web page for that business. The page shows the business name, logo and media, About Us text, license numbers, website and social links, business contact phone and email, city and state (not the street address), service-area ZIP codes, the Contractor’s active published service offers and prices, and reviews and ratings drawn from the business’s Google listing. The page is indexable by search engines. Contractors can turn the page off at any time; links to it then show a Not Found page.
• 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). Contractors who purchase a PoolTechy App Subscription (see the Terms of Service) provide a payment method to Stripe for that subscription, which is held as a Stripe customer record on PoolTechy’s own Stripe account and can be managed through the Stripe billing portal.
• Referral program (Partners). If you take part in the PoolTechy Referral Program, we keep your referral code, which businesses used it, and the commission each has earned and been paid, whether as credit on your PoolTechy subscription or in cash. To be paid in cash you set up a payout account with Stripe, which collects and verifies your identity, bank account, and taxpayer identification number (such as an SSN or EIN) directly; we store a reference to that account and whether it can receive payouts, not your bank details or taxpayer identification number. If we ask a Partner paid in subscription credit for a Form W-9, we keep it as a tax record.
• Business documents and registrations. Contractors may upload insurance certificates and license documents. Contractors who activate a text-messaging line provide business registration details required by mobile carriers — legal business name and address, tax identification number (EIN) where applicable, website, and a contact person’s name, email, and mobile number (Section 3.3).
• 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, or browser on the web) 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, tokens, and direct contact details (email addresses and phone numbers) 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, service agreements, expense records and receipt images, and free-text notes and to-dos.
• Prospective customer information (Visitors). If you submit a service inquiry or lead form, chat with the assistant on a Contractor’s public profile page, or call or text a Contractor’s PoolTechy phone line, we collect the contact and address information you provide (name, email, phone, service address, and pool details), the content of the conversation, and — on the web — your IP address and browser details. On a phone call we collect your caller ID (phone number) automatically unless it is withheld. See Sections 3.2 and 3.3.

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.
• Time zone and date. The app sends your device’s time zone so that schedules, and the Hydros assistant, use your local date and time.
• Log and technical data. Standard server logs (IP address, request metadata) and application logs used for security, operations, and support. Application logs record which account performed each action on the Platform and details of the records created or changed, which can include the content of those records (for example, the text of a message you send). Logs are held in our logging system for a limited period and are accessible only to PoolTechy staff.

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.

If you open the app from a Contractor’s referral link (for example, from their public profile page or business card), the app remembers that Contractor on your device for up to 30 days so that, if you create a Customer account, your first pool can be connected to that Contractor. Nothing is stored on our servers until you sign up.

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 — including billing Contractors for the PoolTechy App Subscription and any paid add-ons (such as the AI Phone Line), and metering usage of those add-ons.
• Run the referral program: connect a new business’s signup to the referral code it used, calculate commission from that business’s subscription payments, apply it as subscription credit or pay it through Stripe, enforce the program’s limits, and detect referral fraud such as self-referral.
• 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).
• Publish a Contractor’s public business profile page and answer Visitors’ questions about that business when the Contractor has enabled those features.
• Deliver leads to Contractors: pass a Visitor’s request and contact details to the Contractor they contacted, and (where the Visitor asks for it) create an invited account and a pending service request for them.
• Provide customer support, including human review of Hydros conversations, prospect conversations, and call transcripts when you are handed off to support or when we investigate a reported problem.
• Send transactional and service communications by email, push, and — if you opt in — text message (Section 7), deliver Contractors’ text messages to people who have agreed to receive them, and, where permitted, send promotional communications you can opt out of.
• Monitor, debug, and secure the Platform, including protecting public features against automated abuse.
• 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 appears in three places: inside the app for signed-in users (Section 3.1), on Contractors’ public business profile pages for Visitors (Section 3.2), and on Contractors’ PoolTechy phone lines for callers (Section 3.3). 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.

Anthropic processes this data to provide the service and, per our arrangement with Anthropic, does not use it to train its models. Hydros can make mistakes; its responses are provided for convenience and are not professional, legal, or financial advice. Do not enter sensitive information (such as passwords or full payment card numbers) into Hydros.

3.1 In the app (signed-in users)

In the app, Hydros can answer questions about the app, help you navigate, prefill forms, and connect you with human support. When you use it, 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), your app language, your time zone, and the current date;
• The structure (field names) of a form Hydros is helping you fill in;
• For Contractors and Technicians, the results of pool searches Hydros runs for you. If you ask Hydros to find a pool or customer, it searches the customers and pools you already have access to in the app, and the matching customer names, pool nicknames, and street addresses (up to ten matches) are included in the conversation so Hydros can act on them.

Other 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.

Polish message. The message composer includes a “Polish message” button. When you press it, the draft you have typed is sent to Anthropic to be reworded, and the suggestion is shown to you to accept, edit, or discard. Your draft is sent only when you press the button, is not added to any Hydros conversation, and is not stored by PoolTechy.

Your in-app Hydros conversations are stored with your account like other messages.

3.2 On a Contractor’s public profile page (Visitors)

If a Contractor has enabled it, their public profile page includes a chat assistant that answers questions about that business and can take a service request. You do not need an account to use it; the page states that you are talking to an AI assistant.

When you use it, the following is sent to Anthropic: the messages you type and the conversation so far; the Contractor’s published business information (name, About Us text, license numbers, website, business contact details, city/state, and published service offers and prices); and, if you provide a service address, the address as resolved by Google Maps. Your IP address and browser details are used to protect the chat against abuse (we keep a hashed form of your IP address in the session for up to four hours, and we perform a bot check using Cloudflare Turnstile) and are recorded with any lead you submit; they are not sent to Anthropic.

What happens with what you tell the assistant. If you ask the assistant to pass your details to the business, it creates a lead for that Contractor containing the name, email, phone, address, and pool details you provided. If you ask it to request service, PoolTechy additionally creates an invited PoolTechy account for you, a pool record, and a pending service request, and emails you an invitation; nothing is charged until you approve the request in the app. The Contractor can read the full transcript of your conversation with the assistant (as a read-only record; they cannot reply to you through it) and will contact you using the details you provided. Conversations are limited in length and number to prevent abuse.

3.3 On a Contractor’s phone line (callers and texters)

Contractors can subscribe to an AI Phone Line: a phone number, provided by PoolTechy through Twilio, that the assistant answers on the Contractor’s behalf. The line greets callers as an automated assistant, answers questions from the Contractor’s published business information, and can take the caller’s details for the business.

• Calls are transcribed, not recorded. We do not record or store the audio of calls. Twilio converts what you say into text in real time, the text is sent to Anthropic together with the conversation so far and the Contractor’s published business information, and the assistant’s reply is converted back to speech by a text-to-speech provider Twilio uses on our behalf (currently ElevenLabs, Amazon, or Google, depending on the voice the Contractor selects). The text transcript of the call, your caller ID (phone number, unless withheld), the number you called, and the call’s duration are stored.
• Your caller ID is captured automatically. If you ask the assistant to pass your details to the business, your phone number is taken from caller ID even if you do not say it aloud, and is included in the lead together with the name, address, and pool details you give. If you give an address, it is resolved through Google Maps. Repeat calls from the same number within a short period update the same lead rather than creating a new one.
• Text messages. Where a Contractor has activated texting on their line, text messages you send to that number are recorded, shown to the Contractor, and stored with the Contractor’s records together with your phone number. Replies — from the assistant or from the Contractor — are sent only to numbers that texted the line first. See Section 7 for how text messaging works generally and how to opt out.
• The Contractor can read the transcript of your call or text conversation (read-only) and will follow up using the details you provided.
• Calls are subject to duration and volume limits; when a limit is reached the assistant directs you to the business’s own phone number instead.

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, if the Contractor has published it, to the public (Section 1.1);
• a Visitor’s lead, conversation transcript, or call transcript is visible to the Contractor they contacted (Section 3);
• 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;
• if your business signed up with a Partner’s referral code, that Partner can see your business name, when you signed up, the commission your subscription payments have earned them, and what remains to be paid — but not your customers, revenue, or other account data;
• when a Contractor asks a Technician for an exclusive working relationship and the Technician still has active relationships with other Contractors, the requesting Contractor is shown the business names of those other Contractors so they understand why the request cannot proceed.

We may also share information 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 report commission paid to Partners to the IRS and state tax authorities where the law requires (for example, on Form 1099), including the Partner’s name, address, taxpayer identification number, and the amounts paid.

We may also 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), including a Contractor’s PoolTechy App Subscription invoices and metered-usage records;
• Referral program records: which business used which referral code, the commission earned, credited, and paid, and any tax forms;
• 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 in-app 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 Leads, prospect conversations, and call and text transcripts (Visitors): these are records of the Contractor you contacted, not of a PoolTechy account of yours. They are kept as part of that Contractor’s business records for as long as the Contractor keeps the lead, and are deleted or anonymized when the Contractor deletes the lead or closes their account (subject to Section 6.1 if you go on to become that Contractor’s Customer). You may ask us to delete them sooner (Section 8).

6.4 Logs: application and server logs (Section 1.2) are retained for a limited operational period and then deleted.

6.5 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 subscription and trial 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, subscription billing, 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 and amounts are not included in the notification itself. The one exception is the arrival notice a Technician can send on their way to a visit, which may include the Technician’s first name and their estimated arrival time (for example, “Alex is on the way. About 30 min away.”). You can disable push notifications at any time in your device settings.

Text messages (SMS). Text messaging on the Platform is provided through Twilio and is opt-in. There are three kinds of message: replies on a Contractor’s PoolTechy number to people who texted it first (from the assistant or the Contractor); messages a Contractor sends from the Platform to Customers and others who have agreed to receive texts from that Contractor (such as appointment, arrival, service, and invoice updates); and service messages from PoolTechy about your account (such as security codes, reminders, and payment or legal notices) if you have turned on text notifications. We record the phone numbers involved, the message content, and delivery status; messages are stored with the relevant conversation and, where the parties have a payment relationship, are retained as described in Section 6.2. PoolTechy does not send marketing text messages, and Contractors may not use the Platform to send marketing texts, without your separate express written consent. Message frequency varies and message and data rates may apply. Reply STOP to any message to opt out of further messages from that number, and HELP for help; opt-outs are recorded by our messaging provider, and you can also change text preferences in Settings. Not every text-messaging feature described here may be available yet; this Policy describes them so that it remains accurate as they are introduced.

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 3.1). Contractors can turn the assistant on their public profile page off in their profile settings, and can turn the whole public page off.
• Email, push, and text preferences — Section 7; push notifications can be turned off in your device settings at any time, and text messages by replying STOP or in Settings.
• Visitors (no account). If you contacted a Contractor through a public profile page or phone line and want your lead, conversation, or call transcript deleted, email support@pooltechy.com from the email address, or tell us the phone number, you used, and we will verify and act on your request as described below.

• 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, or for Visitors through the contact details you used) 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. Public features (profile chat and phone lines) are rate-limited and bot-protected. 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