Privacy Policy
Effective date: July 6, 2026
PoolBase ("we", "us") provides software that helps pool service companies manage customers, scheduling, billing, and payments. This policy explains what information we collect, how we use it, and the choices you have. It applies to our websites and to the PoolBase application.
Information we collect
- Account information: your name, email address, company name, and password (stored only as a salted hash, never in plain text).
- Customer data you enter: records your company stores in PoolBase about its own customers, such as names, addresses, phone numbers, service history, photos, invoices, and payment status. This data belongs to your company; we process it only to provide the service.
- Billing information: your subscription plan and payment status. Card details are collected and stored by Stripe, our payment processor; PoolBase never sees or stores full card numbers.
- Usage and log data: standard technical information such as IP address, browser type, and pages visited, used for security and to operate the service.
- Lead form submissions: when someone submits a quote request or demo request form, we collect what they enter (typically name, contact details, and their message) and deliver it to the intended company.
How we use information
- To provide, maintain, and improve the PoolBase service.
- To process subscription payments and, through Stripe Connect, to let pool companies collect payments from their customers.
- To send transactional messages on your company's behalf, such as invoices, receipts, service reports, and appointment notifications, by email. PoolBase does not send text messages on your behalf: a text drafted in PoolBase is sent by you from your own phone.
- To draft messages when you use the AI writing assistant. The relevant record details (for example the customer's name, address, recent visit, and open quote) are sent to our AI provider to write the draft, and are not used to train its models.
- To respond to support requests and demo requests.
- To protect the service against fraud, abuse, and security threats.
We do not sell personal information, and we do not use your company's customer data for advertising.
Service providers
We share information only with the providers needed to run PoolBase, under their own privacy and security commitments:
- Stripe (subscription billing and card payments)
- Resend (email delivery)
- Anthropic (the AI writing assistant, when your company uses it)
- Upstash and Vercel (hosting and data storage)
- Cloudflare (photo storage)
- Google Maps (route optimization, when enabled: service addresses only)
We may also disclose information if required by law or to protect the rights, safety, or property of PoolBase, our customers, or others.
Marketing messages and consent
Pool companies can use PoolBase to send marketing email to their own contacts. Every marketing email includes an unsubscribe link, and unsubscribes are honored automatically. Each company is responsible for having consent to contact its recipients, including for any text messages it sends from its own phone.
Cookies
We use a single session cookie to keep you signed in. We do not use third-party advertising or tracking cookies.
Data retention and deletion
We keep your data for as long as your account is active. Visit photos may be pruned automatically according to your plan's retention window. If you close your account, you can request deletion of your company's data and we will remove it within a reasonable period, except where we must retain records for legal or financial compliance.
Security
Data is encrypted in transit, passwords are stored as salted hashes, and every company's records are isolated from every other company's. No system is perfectly secure, but we design for tenant isolation first and review the money paths most carefully.
Your rights
You can access and update your account information in the app. Depending on where you live, you may also have rights to request a copy or deletion of your personal information. Homeowners whose information is stored by a pool company should direct requests to that company; we will assist the company in honoring them.
Children
PoolBase is a business tool and is not directed to children under 16. We do not knowingly collect information from children.
Changes and contact
We may update this policy as the product evolves; material changes will be noted on this page with a new effective date. Questions or requests: reach us through the contact form.