Privacy Policy

Version 1.3 · Effective August 30, 2026

This Privacy Policy explains how ServPool ("ServPool", "we") collects, uses, and shares information when you use the ServPool Service.

1. Information we collect

We collect three categories of information:

Account information: your name, email, password (hashed), company name, and uploaded selfie or company logo.
Customer Data you enter: records about your pool-service customers (their names, addresses, phone numbers, emails, pool details), service-visit details, water-chemistry readings, photos, and notes. You and your team enter this; we store it on your behalf.
Service usage data: log entries about your interactions with the Service (pages visited, features used, IP address, browser type, error messages) for security and product improvement.
Voice recordings (optional): if your technicians use voice mode, we capture short audio recordings of them describing the visit. These are transcribed to text and the audio is discarded — we do not store recordings. See Section 5 for who processes them.

2. How we use information

To provide, operate, and improve the Service.
To send you account-related communications (billing, security, password resets).
If you opt in: to send product news, tips, and offers. You can opt out at any time from your Profile page or by clicking unsubscribe in any marketing email.
To produce aggregated, anonymized analytics and benchmarks that don't identify you or your customers (e.g. "average free chlorine in Florida pools in July").
To prevent fraud, enforce our Terms, and comply with legal obligations.

3. We do not sell your customers' personal information

We do not sell, rent, or share your Customer Data (the records of your pool customers) with third parties for their marketing purposes. We do not contact your customers directly. The only third parties who handle Customer Data are sub-processors strictly necessary to deliver the Service (see Section 5).

4. Cookies and tracking

We use a small number of strictly-necessary cookies to keep you signed in and remember your preferences. We do not currently respond to Do-Not-Track browser signals.

Advertising measurement on our public pages. Our public marketing pages — the home page, sign-up page, pricing and these legal pages — may load the Meta (Facebook) pixel so we can measure whether our advertising works. It records that a page was viewed and, if you create an account, that a sign-up occurred.

It does not run inside the application. Once you are signed in, the pixel is not loaded on any page. Nothing about your customers, their addresses, your reports or your chemistry data is ever sent to Meta or any other advertising network. That data is not ours to share, and we do not share it.

You can block this with any standard content blocker, and with the ad-preference controls in your Meta account, without any effect on the Service.

5. Sub-processors

We share information with these third parties only to the extent needed to operate the Service:

Fly.io (USA) — application hosting and database storage.
Stripe (USA) — payment processing for subscriptions. Stripe receives billing details directly; we do not store full card numbers.
Open-Meteo (EU) — weather forecasts; receives the latitude and longitude of pool addresses (not the addresses themselves) at the time of report generation.
Resend (USA) — email delivery. Report emails, including their content and the recipient's email address, pass through Resend to reach your customer.
OpenAI (USA) — speech-to-text. When a technician uses voice mode, the audio recording is sent to OpenAI's Whisper service and transcribed. Audio is not retained by us after transcription.
Anthropic (USA) — report drafting. The transcribed text, your company's standard-visit description, and the customer's name and address are sent to Anthropic's Claude models to assemble the report draft.
Your chosen SMTP provider (Gmail, Outlook, etc.) — only if you opt to send reports from your own mail server instead of using ours.
Meta (USA) — advertising measurement on our public marketing pages only, as described in section 4. Meta receives the fact that a public page was viewed and that a sign-up occurred. It receives no customer data, no reports and no chemistry data, and it is not loaded anywhere inside the application.

OpenAI and Anthropic process this data to return a result to you and, under their business terms, do not use it to train their models.

6. Where data is stored

Service infrastructure is hosted in the United States. By using the Service from outside the US you consent to the transfer of your information to the US.

7. Data retention

We retain your account and Customer Data for as long as your subscription is active.

If your subscription lapses (your trial ends or you cancel), your account becomes read-only — nothing is deleted, and you can still sign in, view all of your customers and reports, and export everything at any time. If the account remains inactive for 12 months, we permanently delete your Customer Data: customer records, service visits, water-chemistry history, photos, and saved reports.

We will email every administrator on the account 30 days, 7 days, and 1 day before that deletion. Resubscribing at any point before the deletion date stops it entirely and resets the clock. Your login and company account are kept even after a deletion, so you can return and start fresh.

Export your data any time from Settings → Your data. You'll get a zip containing your customer list, visit history and chemistry records as spreadsheets, plus every saved report. This works whether or not your subscription is active.

If you close your account, we delete or anonymize your data within 90 days, except where we are required by law to retain certain records (for example, tax records related to past payments).

8. Your rights

You may at any time:

Access, correct, or update your information from your Profile or by emailing us.
Export your Customer Data at any time from Settings → Your data, including while your subscription is inactive.
Delete your account and associated data by emailing info@servpool.com.
Opt out of marketing communications.

California residents: you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what categories of personal information we collect and the right to request deletion. Contact us using the email above to exercise these rights.

EU/UK residents: you have rights under the GDPR/UK GDPR including access, rectification, erasure, restriction, portability, and objection.

9. Security

Passwords are hashed with bcrypt. Communications between your browser and the Service are encrypted with HTTPS once deployed. We follow reasonable security practices but no system is perfectly secure; please use a strong, unique password and notify us immediately of any suspected compromise.

10. Children

The Service is not directed to children under 13 and we do not knowingly collect personal information from children.

11. Changes to this Policy

We will notify you of material changes by email or in-app notice and update the version number above.

12. Contact

Questions or privacy requests? Email info@servpool.com.