Plain-English summary: Pool IQ collects the data needed to run your pool service business, secure your account, and support the features you choose to use. We use Stripe for payments, do not sell personal information, and provide account deletion and data export options.
No data sales
Pool IQ does not sell personal information or share it for advertising profiles.
Granular cookies
Visitors can choose preference, analytics, and marketing cookie categories separately.
Payment separation
Stripe processes payments. Pool IQ does not store full card numbers or CVV codes.
1. Who We Are
Pool IQ ("Pool IQ", "we", "us", or "our") is a software-as-a-service product that provides pool service management tools via a mobile application and web platform. Our registered business email is support@pooliq.org.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Pool IQ mobile application (iOS and Android), our website at pooliq.org, and any related services (collectively, the "Service").
2. Data We Collect
2.1 Information You Provide Directly
- Account information: Name, email address, phone number, and password when you create an account.
- Organization information: Business name and configuration data for your Pool IQ organization.
- Client data: Names, addresses, contact details, and notes for your pool service clients that you enter into the app.
- Service logs: Chemical readings, service notes, photos, and work order details you record during service visits.
- Communications: Emails or messages you send to our support team.
2.2 Information Collected Automatically
- Location data: GPS coordinates when you use route navigation or drive mode. Location is used solely to display maps and optimize routes — it is associated with service logs and not used for advertising.
- Device information: Device type, operating system version, and push notification token (for service reminders).
- App usage data: Pages visited, features used, and crash reports to help us improve reliability.
- Log data: IP address, access timestamps, and API request logs for security and debugging.
2.3 Payment Information
Subscription payments are processed by Stripe, Inc. We never receive or store your full credit card number, CVV, or bank account details. We only receive a Stripe customer ID and subscription status. Please review Stripe's Privacy Policy for details on how they handle payment data.
3. How We Use Your Data
We use the data we collect to:
- Provide, operate, and improve the Pool IQ Service
- Authenticate your identity and protect account security
- Process subscription payments via Stripe
- Send transactional emails (account verification, password reset, invoices)
- Send push notifications for route reminders and service alerts (only if you grant permission)
- Provide AI-powered chemical analysis and dosing recommendations using your service log data
- Display maps and optimize driving routes using your GPS location
- Respond to support requests
- Comply with legal obligations
- Detect and prevent fraud, abuse, or security incidents
We do not use your data to serve you advertising, sell your data to data brokers, or build advertising profiles.
4. Data Sharing & Third Parties
We share data with third parties only as necessary to operate the Service:
- Stripe, Inc. — Payment processing. Stripe Privacy Policy
- Intuit / QuickBooks — If you connect the QuickBooks integration, we share invoice and client data with Intuit on your behalf. Intuit Privacy Policy
- OpenAI, L.L.C. — When you use Pool IQ's optional AI features, we send the relevant pool water-chemistry readings and operational data (e.g. chemical readings, visit dates, client names/addresses, route information) to OpenAI to generate insights. We do not send QuickBooks data, financial information, payment data, or passwords. Per OpenAI's API policy, data submitted via the API is not used to train OpenAI's models. AI features are optional and only run when you trigger them. OpenAI Privacy Policy
- Apple Push Notification Service (APNs) / Firebase Cloud Messaging (FCM) — Used to deliver push notifications to your device.
- OpenStreetMap / Nominatim — Used for address geocoding (converting addresses to map coordinates). No personal data is sent beyond the address string you provide.
- Cloud infrastructure providers — We host our servers on reputable cloud infrastructure. Infrastructure providers do not access your data for their own purposes.
We do not sell, rent, or trade your personal information to any third party. We do not share data for advertising purposes.
We may disclose your data if required by law, court order, or to protect the rights, property, or safety of Pool IQ, our users, or the public.
In the event of a merger, acquisition, or sale of substantially all assets, your data may be transferred as part of that transaction. We will notify you via email before your data is subject to a different privacy policy.
5. Data Storage & Security
Your data is stored on servers located in the United States. We use industry-standard security measures including:
- HTTPS / TLS encryption for all data in transit
- AES-256 encryption for sensitive data at rest
- Hashed and salted passwords (bcrypt)
- Access controls and role-based permissions
- Regular security reviews and dependency updates
No method of electronic storage or transmission is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you believe your account has been compromised, contact support@pooliq.org immediately.
6. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. Specifically:
- Account & organization data: Retained while your account is active.
- Service logs & client data: Retained while your account is active. Free plan users retain 90 days of history; paid plans retain full history.
- Payment records: Retained for 7 years to comply with financial regulations.
- Support communications: Retained for 3 years.
- Server logs: Retained for 90 days.
When you delete your account, we will delete your personal data within 30 days, except where we are required to retain it by law (e.g., payment records).
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct inaccurate or incomplete data.
- Deletion: Request that we delete your personal data ("right to be forgotten").
- Portability: Request your data in a machine-readable format (CSV export available in the app under Settings → Backup & Export).
- Objection / Restriction: Object to or request restriction of certain processing activities.
- Withdraw Consent: Where processing is based on consent, withdraw it at any time.
To exercise any of these rights, email support@pooliq.org. We will respond within 30 days. We may need to verify your identity before processing the request.
If you are an EU/EEA or UK resident and believe we have not addressed your concern, you have the right to lodge a complaint with your local data protection authority.
8. Cookie Preferences
Our website (pooliq.org) uses limited cookies and browser storage:
- Strictly necessary cookies: Session authentication tokens. These cannot be disabled without breaking site functionality.
- Preference cookies: Remember choices such as selected plans and UI preferences. These are used only if you enable preference cookies.
- Analytics cookies: Help us understand aggregate site usage if analytics tools are added. These are used only if you enable analytics cookies.
- Marketing cookies: Support advertising or campaign measurement if marketing tools are added. These are used only if you enable marketing cookies.
We do not currently use advertising cookies, Google Analytics, or Facebook Pixel.
The mobile app does not use cookies. It uses secure local storage for authentication tokens.
You can control cookies through your browser settings and through the cookie preferences prompt shown on your first visit. Necessary cookies are always enabled because they are required for security and consent records. Optional categories are used only when selected.
9. Children's Privacy
Pool IQ is a professional business tool intended for use by adults aged 18 and older. We do not knowingly collect personal information from children under 13 (or under 16 in the EU/UK).
If you believe a child has provided us with personal information, please contact support@pooliq.org and we will delete it promptly.
10. California Privacy Rights (CCPA / CPRA)
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to:
- Know what personal information we collect, use, disclose, and sell.
- Delete your personal information (with certain exceptions).
- Opt out of the "sale" or "sharing" of your personal information. Note: Pool IQ does not sell or share personal information for advertising purposes.
- Non-discrimination — we will not discriminate against you for exercising these rights.
- Correct inaccurate personal information.
- Limit use and disclosure of sensitive personal information.
To exercise these rights, email support@pooliq.org with the subject line "California Privacy Request."
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last updated" date at the top of this page.
- Send an email notification to the primary email address on your account.
- Show an in-app notice on your next login.
Continued use of the Service after the effective date of the updated policy constitutes acceptance of the changes. If you do not agree with the updated policy, you may delete your account.