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Privacy Policy

Effective date: April 27, 2026

Introduction

PoolHQ (“PoolHQ,” “we,” “us,” or “our”) provides software that pool service businesses use to run their day-to-day operations — routes, scheduling, customers, billing, technician tracking, and customer communications. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. We’ve tried to write this in plain English. If anything is unclear, email us at support@poolhq.app.

This policy applies to our website, our web app, and our mobile apps (the “Service”).

Information We Collect

Information you give us

  • Account information. When you sign up, we collect your name, email address, phone number, and the company you work for. If you sign in through a social provider via Clerk, we also receive a unique identifier from that provider.
  • Business and customer data. When you use PoolHQ, you enter information about the customers you serve — their names, addresses, email addresses, phone numbers, pool details, service notes, photos, and chemical readings. You own this data; we’re a custodian of it.
  • Payment information. When you subscribe to a paid plan, our payment processor (Stripe) collects your billing information and card details. We never see or store full card numbers. When your customers pay invoices through PoolHQ, Stripe handles their payment information the same way.
  • Communications. When you contact support, we keep a record of the conversation so we can help you and improve our product.

Information collected automatically

  • Usage data. We log how you use PoolHQ — pages visited, features used, actions taken, error reports — so we can debug issues and improve the product.
  • Device and connection data. IP address, browser type, operating system, device identifiers, and similar technical information.
  • Location data. Our technician mobile app collects GPS location while a technician is on a route, so the office can see where their team is and customers can get accurate “tech is on the way” alerts. This is a foreground feature today; background location collection requires explicit consent. Location data is only collected during working hours when a route is active.
  • Cookies and similar technologies. We use cookies for authentication, session management, and basic analytics. You can control cookies through your browser settings, though disabling them may break parts of the Service.

Information from third parties

If you connect QuickBooks Online to PoolHQ, we receive customer, invoice, and payment data from your QBO account so we can keep the two systems in sync. We only access what you authorize.

How We Use Your Information

  • Provide and maintain the Service.
  • Process payments and send invoices.
  • Route technicians, schedule jobs, and notify customers about service.
  • Send transactional emails and SMS (route confirmations, invoices, receipts, tech-on-the-way alerts).
  • Power the AI assistant feature so it can answer questions about your business data.
  • Detect, investigate, and prevent fraud or abuse.
  • Improve and develop new features.
  • Comply with legal obligations.

Third-Party Services

We rely on a small number of trusted vendors to operate PoolHQ. They only receive the information needed to do their job:

  • Clerk — user authentication, session management, and identity. Clerk receives email addresses and authentication tokens.
  • Stripe — payment processing and subscription billing. Stripe handles all card data directly.
  • Anthropic (Claude) — powers the in-app AI assistant. When you ask the assistant a question, the relevant data needed to answer it is sent to Anthropic’s API. Anthropic does not train models on this data.
  • Google Maps Platform — route optimization, geocoding, and map display. Addresses are sent to Google to compute routes.
  • Resend — transactional email delivery (invoices, receipts, alerts).
  • Twilio — transactional SMS delivery (tech-on-the-way alerts).
  • Cloudflare R2 — storage for service photos, documents, and other customer-uploaded files.
  • Railway — application hosting and database hosting.
  • QuickBooks Online (Intuit) — if you connect QBO, accounting data flows between PoolHQ and your QBO account.

We do not sell your personal information, and we do not share it with advertising networks.

Data Retention

We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days so you can re-activate without losing anything. After that, we delete or anonymize your data, except where we’re required to retain it longer for tax, legal, or audit reasons. You can request earlier deletion by emailing support@poolhq.app.

Your Rights

Depending on where you live, you may have the right to:

  • Access the personal information we hold about you.
  • Correct information that’s inaccurate.
  • Delete your information.
  • Export your data in a portable format.
  • Object to or restrict certain processing.
  • Withdraw consent where we rely on consent (for example, background location).

To exercise any of these rights, email support@poolhq.app from the address associated with your account. We will respond within 30 days.

Children’s Privacy

PoolHQ is built for businesses, not for children. We do not knowingly collect information from anyone under 18. If you believe we have collected data from a minor, contact us and we will delete it.

Security

We protect your data with industry-standard measures: encrypted connections (TLS) for all traffic, encryption at rest for databases and file storage, principle-of-least-privilege access controls, audit logs, and regular security review. No system is perfectly secure, and we cannot guarantee absolute security — but we work hard at it. If we ever discover a breach affecting your data, we will notify you promptly and explain what happened.

International Users

PoolHQ is operated from the United States. If you use the Service from outside the U.S., your data will be transferred to and processed in the United States, where data protection laws may differ from those in your country. By using PoolHQ, you consent to that transfer.

Changes to This Policy

We may update this policy as our product evolves. If we make material changes, we’ll notify you by email or in-app at least 30 days before the changes take effect. The “Effective date” at the top of this page reflects the most recent version.

Contact Us

Questions, concerns, or requests? Email support@poolhq.app. We respond to every message.