PoolOS Privacy Policy

Effective date: August 10, 2026

ATTORNEY REVIEW REQUIRED: This policy must be reviewed against the final operating entity, states/countries served, subprocessors, retention configuration, and actual production data flows before public release.

1. Scope and operator

This Privacy Policy describes how PoolOS and the legal entity identified in our Terms (“PoolOS,” “we,” “us”) process information when businesses and their authorized users use the PoolOS service. PoolOS is primarily a business-to-business software platform used by pool-service companies.

2. Information we process

Depending on features used, we may process account and business information; names, emails, phone numbers and addresses; customer and property/pool information; technician and employee information; route, appointment and location-related information; service reports, chemical readings, notes and work history; photos, audio or other uploaded media; proposals, invoices, prices, payment status and transaction identifiers; device, session, security and audit information; and communications with support.

3. AI and automated features

PoolOS may provide AI-assisted writing, analysis, recommendations, and an AI-powered telephone receptionist. Information submitted to an AI feature may be processed by third-party AI or voice service providers used to provide that feature. Depending on configuration, AI phone interactions may include caller phone numbers, audio recordings, transcripts, summaries, call metadata and AI-generated responses. Businesses should not submit information they are not authorized to process. AI output may be inaccurate and should be reviewed before use for important business, financial, safety or legal decisions.

4. Call recording and transcription

When enabled by a PoolOS business, calls handled through AI telephone features may be recorded, transcribed, summarized or analyzed. The business using PoolOS is responsible for configuring these features and providing any notices or obtaining any consent required by applicable law. PoolOS provides product controls and disclosure tools but does not guarantee that one disclosure satisfies every jurisdiction.

5. How we use information

We process information to provide and secure the service; authenticate users; manage routes, work, customers, billing and communications; provide requested AI/voice functionality; detect abuse and security events; provide support; maintain records; improve reliability; and comply with legal obligations.

6. Service providers

We may use service providers for hosting, databases, storage, email, payment processing, analytics/security, mapping/geocoding, AI and voice functionality. The production subprocessor list must accurately identify the providers actually enabled, which may include Stripe for payments, Vapi for voice/AI telephony, Google for Gemini-powered features, OpenAI when configured through voice/AI providers, Resend for email, and the production hosting/database/storage providers.

7. Payments

Payment-card processing should be handled by the configured payment processor. PoolOS should not store raw card verification values. Transaction identifiers, payment status, customer identifiers and other billing metadata may be stored to operate billing features.

8. Retention

PoolOS uses configurable retention rules. Initial product defaults may retain accounting/invoice and service-history records for up to seven years, AI call recordings for approximately 90 days, AI transcripts/summaries for approximately one year, and security/audit logs for approximately one year, subject to configuration, legal holds, contractual requirements and applicable law. Some records may be retained longer where needed for taxes, accounting, fraud prevention, disputes or legal obligations.

9. Deletion and legal holds

Authorized users may request deletion or account closure through available product/support channels. Deletion does not necessarily remove information that must be retained for legitimate legal, accounting, security or dispute-resolution purposes. Records subject to legal hold are excluded from automated deletion until the hold is released.

10. Security

We use administrative, technical and organizational safeguards designed to protect information. No online service can guarantee absolute security, uninterrupted availability or industry-standard backup strategies.

11. Business customer responsibilities

PoolOS customers are responsible for their own collection and use of information entered into PoolOS, including obtaining appropriate permissions from their customers, employees, technicians and callers where required.

12. Children

PoolOS is a business service and is not directed to children. Users should not intentionally submit children’s personal information unless they have a lawful business reason and appropriate authorization.

13. Privacy requests

Requests to access, correct, export or delete information should be sent to the privacy contact listed by the final operating entity. ATTORNEY/OWNER ACTION: insert the production privacy email and mailing address before launch.

14. Changes

We may update this policy as the service or law changes. Material changes will be reflected by a new effective date and, when appropriate, additional notice.