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Privacy Policy — AquaRunner 24/7 Pro

Last Updated: [DATE]

⚠️ READ BEFORE USING THIS DOCUMENT Same caveat as the Terms of Service: this is a drafting starting point, not a finished legal document. Before publishing:

  1. Have an attorney confirm which state privacy laws actually apply to you (California's CCPA/CPRA, and a growing list of other states, kick in at certain revenue or data-volume thresholds — you may not be covered yet, or you may already be close). This policy is written broadly enough to be safe either way, but the specific "your rights" language should be tailored once you know which laws apply.
  2. Because AquaRunner stores personal information on behalf of your Organization customers (their End Customers' names, addresses, service history), you are acting as a "service provider" / "processor" for them under most privacy laws, and they're the "controller" of that data. Enterprise and Compliance-tier customers, in particular, will likely ask for a separate Data Processing Addendum (DPA) — that's a distinct, more technical document from this policy and worth having your attorney prepare one alongside this.
  3. Replace every [BRACKETED] placeholder.

1. Who This Policy Covers

This Privacy Policy explains how [COMPANY NAME, LLC] ("AquaRunner," "we," "us") collects, uses, and shares information through:

  • The AquaRunner 24/7 Pro platform, used by pool service companies ("Organizations") and their employees/technicians ("Authorized Users")
  • The customer portal, used by an Organization's own customers ("End Customers")
  • Our marketing website at aquarunner247.com

If you're an End Customer using the portal, please note: your pool service company (the Organization) controls what information about you is entered into AquaRunner and how it's used for their business purposes. We act on their instructions. Questions about your own data are often best directed to your pool service company first; see Section 8 for how to also reach us directly.

2. Information We Collect

2.1 Account information (Organizations and Authorized Users). Name, business name, email, phone, billing address, and payment details (processed by our payment processor — we don't store full card numbers ourselves).

2.2 Customer Data you input. Information your Organization enters or uploads about your End Customers: names, service addresses, contact info, service history, water chemistry readings, technician notes, and photos taken during service visits.

2.3 End Customer information. If your Organization invites an End Customer to the portal, we collect that person's name, email, and whatever service/account information your Organization has shared with them through the platform.

2.4 Usage and device data. IP address, browser type, device identifiers, pages visited, and actions taken in the Service, collected automatically through standard web technologies and logging.

2.5 Cookies. We use cookies and similar technologies for authentication (keeping you logged in), essential site functionality, and — on the marketing site only — basic analytics. [Add specifics once you finalize which analytics tool, if any, you use — e.g., Vercel Analytics, Google Analytics, Plausible.]

2.6 Communications. If you email or message support, we keep a record of that correspondence.

3. How We Use Information

We use the information above to:

  • Provide, operate, and maintain the Service
  • Process billing and manage subscriptions
  • Send transactional communications (welcome/account-activation emails, service notifications, billing receipts, security alerts)
  • Provide customer support
  • Monitor for security threats, abuse, and to enforce our Terms of Service
  • Improve and develop the Service, including via de-identified/aggregated analysis
  • Send product updates or marketing to Organization contacts (with an opt-out — see Section 6)
  • Comply with legal obligations

We do not use End Customer personal information for our own marketing purposes, and we do not sell personal information, as "sale" is defined under applicable state privacy laws.

4. How We Share Information

4.1 Service providers ("subprocessors"). We share information with vendors who help us run the Service, under contracts requiring them to protect it and use it only for the purposes we specify. As of this policy's last update, these include:

  • Resend — transactional email delivery
  • Supabase — authentication and database hosting
  • Vercel — application hosting
  • Twilio — handles, records, and transcribes inbound calls to your configured phone number
  • OpenAI, via Vercel AI Gateway — parses call transcripts into structured service requests and extracts data from uploaded inspection reports
  • Google (Dialogflow) — conversational phone-agent fulfillment
  • Our payment processor (e.g., Stripe) for billing
  • [Add/remove based on your actual stack — e.g., if you use QuickBooks integration, note that Organizations who connect it are sharing data with Intuit under Intuit's own terms, not yours]

4.2 Between an Organization and its own End Customers. Naturally — that's the point of the portal. We don't share one Organization's data with a different, unrelated Organization.

4.3 Legal and safety. We may disclose information if required by law, subpoena, or court order, or if we believe in good faith it's necessary to protect the rights, property, or safety of AquaRunner, our customers, or the public.

4.4 Business transfers. If AquaRunner is acquired, merges, or sells assets, information may be transferred as part of that transaction, subject to this policy or a comparably protective one.

5. Data Retention and Deletion

We retain Customer Data for as long as your Organization's account is active, plus a [30]-day export window after termination (see Terms of Service Section 5.4), after which we delete it except where retention is required by law or for legitimate backup/security purposes on a rolling deletion schedule. If your Organization removes an End Customer's record from the platform, it's marked for deletion from active systems within [a reasonable period], though it may persist briefly in backups until those cycle out.

6. Your Choices

  • Organizations and Authorized Users can access and update most account information directly in account settings, and can export or request deletion of Customer Data as described above.
  • Marketing emails to Organization contacts include an unsubscribe link. Transactional/security emails (like account activation or billing receipts) aren't optional while you have an active account, since they're necessary to operate the Service.
  • End Customers who want their information corrected or removed should contact their pool service company (the Organization), who controls that data; if they're unresponsive, contact us at [PRIVACY EMAIL] and we'll assist consistent with our role as a service provider to that Organization.
  • State privacy rights. Depending on where you live and whether applicable thresholds are met, you may have rights to access, correct, delete, or opt out of certain uses of your personal information under laws such as California's CCPA/CPRA or similar laws in other states. [This section needs attorney customization once you confirm which laws apply to your business — don't publish generic rights language you can't actually fulfill, or promise a process you haven't built yet.]

7. Data Security

We use industry-standard safeguards, including encryption in transit, access controls, and tenant-level data segregation, to protect information in our systems. No method of transmission or storage is 100% secure, and we can't guarantee absolute security.

8. Children's Privacy

The Service isn't directed at children under 13, and we don't knowingly collect personal information from them. If you believe a child has provided us information, contact us at [PRIVACY EMAIL] and we'll delete it.

9. International Users

The Service is intended for use within the United States. If you access it from outside the U.S., your information will be processed in the U.S., which may have different data protection laws than your country. [If you later sell internationally, especially to the EU/UK, this section needs substantial rework — GDPR imposes additional obligations not covered here.]

10. Changes to This Policy

We may update this policy from time to time. For material changes, we'll notify Organizations by email or in-app notice before the changes take effect.

11. Contact Us

Questions or requests about this policy: [PRIVACY EMAIL] [COMPANY NAME, LLC] [BUSINESS ADDRESS]