Privacy Policy

Pool Dossier (“we”) provides software to pool-service businesses. It helps to separate two kinds of data:

• Account data — information about you and your business (name, email, login, billing). We act as the controller of this data.
• Customer data — the client records, readings, notes, and photos you enter about your customers. You are the controller of this data; we process it on your behalf to provide the Service.

• Account & team: name, email, password/login (via our auth provider), organization and role, and team members you invite.
• Customer data you enter: client names, addresses, phone/email, equipment, readings, billing items, notes, and photos.
• Messages (where texting is enabled): the content of texts sent and received through the Service, so your conversation history appears in your inbox.
• Location (optional): approximate device location when you use map-based features (e.g., the restroom finder), client coordinates for weather, and — only if your business enables on-site verification — the device location captured when a worker saves a reading (to confirm the service was performed at the client’s location). Workers are notified at the point of capture.
• Usage & technical: log and device data needed to operate, secure, and improve the Service.

We use trusted providers to run the Service, who process data only to deliver it to you:

• Authentication — manages logins and accounts.
• Database hosting — stores your records.
• Application hosting & file storage — runs the app and stores uploaded photos.
• Payments & billing — processes subscription payments and, where enabled, your customers’ invoice payments through your connected account; we don’t store full card details.
• AI features (where enabled) — generates optional summaries from data you provide; not used to train third-party models.
• Messaging (where enabled) — transmits the text messages you initiate and delivers replies back to your inbox.
• Weather & maps — power forecast and location features.

Where a business enables texting, the Service sends account-related text messages — such as service reports, appointment proposals, and payment reminders — from that business to its own customers who have consented, and receives their replies.

• Consent. Businesses record each customer’s consent to receive texts (an “OK to text” confirmation collected by the business). The Service blocks outbound texting to any customer without recorded consent.
• Opting out. Recipients can opt out at any time by replying STOP (or a similar keyword). Opt-outs are honored automatically and recorded; replying START re-enables messages. For help, reply HELP or contact the business that texts you, or support@pooldossier.io.
• Frequency & rates. Message frequency varies with service activity. Message and data rates may apply, depending on the recipient’s carrier plan.
• No marketing use of mobile information. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except with the messaging providers required to deliver the messages.

• Reading photos: retained ~30 days, then automatically and permanently deleted (see the Terms). Keep your own copies of anything you need long-term.
• Messages: retained while your account is active so your conversation history is available.
• Account & customer data: retained while your account is active. After cancellation, data may be deleted after a reasonable period — export what you need first.