Privacy Policy

SatisApps LLC ("Company", "we", "us", or "our") operates Pool Service Log. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

1. Information We Collect

1.1 Information You Provide

We collect information you directly provide, including:

• Account Information: Name, email address, password, company name, phone number, role, and account preferences (including SMS and marketing email consent)
• Payment Information: Subscription billing details processed by Dodo Payments (we do not store full payment card numbers)
• Service Data: Customer and employee information you enter; service visits; photos; notes; checklists; chemical readings; routes; work orders; quotes; issues; invoices; agreements; signatures; and related operational records
• End Customer & Portal Data: Information about your customers (contact details, access notes, notification preferences) and, if you invite them, customer portal login credentials and activity
• Communications: Support requests, feedback, exit surveys, referral codes, and correspondence with us
• Mobile & Push: Mobile device push tokens when you use our companion apps, used to deliver notifications you or your configuration trigger

1.2 Information Collected Automatically

When you access our Service, we automatically collect:

• Device Information: Device type, operating system, browser type, and similar technical identifiers
• Usage Data: Pages visited, features used, clicks, and product analytics events (via PostHog)
• Location Data: GPS coordinates collected only when you explicitly enable location during service visit logging or photo capture. We do not track your location in the background. Location data is used to document service location and support mapping and routing features.
• Log Data: IP address, access times, referring URLs, error logs, and security/rate-limiting records (including on public proof-of-service and signing pages)
• Electronic Signature Records: IP address, browser information, timestamps, and document hashes when agreements are signed through the Service

1.3 Cookies and Tracking Technologies

We use cookies and similar technologies to maintain your login session (via Supabase Auth), remember preferences, and understand how the Service is used. We use PostHog for product analytics, including page views, feature usage, and error events. PostHog may associate your account email and company information with analytics events after you sign in. We have disabled session recording in PostHog. You can control cookies through your browser settings; some features may not work if essential cookies are disabled. Where required by law, we will provide additional consent mechanisms.

1.4 Roles: Account Holders and End Customers

If you are a pool service company using Pool Service Log, you are generally the business controller of personal information about your End Customers that you upload or generate in the Service. SatisApps LLC acts as a service provider/processor on your behalf for that data, processing it only to provide the Service as instructed by you and as described in this policy. If you are an End Customer of a pool service company, contact your service provider first with questions about your data; they control what is stored in their account.

2. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve the Service
• Process subscription transactions and send billing-related information
• Send service notifications to your customers on your behalf (SMS, email, push)
• Operate customer portal, proof-of-service, quote, invoice, and e-sign links
• Provide maps, geocoding, and route optimization features
• Respond to your comments, questions, and support requests
• Send administrative and lifecycle communications (account updates, security alerts, trial reminders, inactivity notices, and—with your consent—product updates)
• Operate referral and promotional programs
• Monitor and analyze usage patterns and trends
• Detect, prevent, and address technical issues, fraud, or abuse
• Comply with legal obligations

3. Information Sharing and Disclosure

We may share your information in the following circumstances. However, please note that no mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

3.1 Service Providers

We share information with third-party vendors who perform services on our behalf, including:

• Supabase: Database hosting, authentication, and file storage (including photos, signatures, and company assets)
• Vercel: Application and web hosting
• Dodo Payments: Subscription billing and payment processing for account holders
• Resend: Transactional email delivery (notifications, invoices, agreements, lifecycle communications)
• Twilio: SMS notifications (when enabled by you)
• PostHog: Product analytics and usage telemetry used to improve the Service
• Sentry: Error monitoring and crash reporting
• Google Maps Platform: Maps display, address autocomplete, geocoding, and route optimization (addresses and coordinates you provide may be sent to Google)
• Expo: Delivery of mobile push notifications to devices that register a push token

These vendors are contractually bound to handle your data only as necessary to provide their services to us. We do not sell, rent, or share your personal information with third parties for their marketing purposes.

Payment processing: The Service does not process, collect, or store payment card information from your end customers. If you configure a third-party payment link (Venmo, PayPal, Square, Stripe Payment Links, Zelle, or similar) on your invoices, all payment-related data exchange happens directly between your end customer and that payment provider under their own terms and privacy policy.

3.1a Your Right to Request Deletion

Company administrators may delete the account directly in Settings (permanent deletion of company data, files, and associated logins). You may also request deletion by emailing support@poolservicelog.com from the email address on your account. We will acknowledge your request within 10 business days and complete the deletion within 30 days, subject to retention obligations imposed by law (for example, tax records, anti-fraud, or pending legal proceedings). Some information may persist in encrypted backups for up to 90 days before being permanently removed during the backup-rotation cycle.

Inactive account deletion. If your subscription is cancelled or incomplete, your billing period has ended, and no company administrator signs in for an extended period (approximately 90 days, with a warning email around day 75), we may automatically delete your account and associated data as described in our Terms of Service.

If you are an end customer whose information was uploaded by a Pool Service Log account holder (your service provider), please contact that account holder directly to request changes or deletion. They control your data on the platform; we act as a processor on their behalf.

3.2 Customer Notifications

When you use our Service to notify your customers of completed services, we transmit necessary information (customer contact details, service summary) to our communication providers (Twilio for SMS, Resend for email) solely for the purpose of delivering those notifications on your behalf.

3.3 Legal Requirements

We may disclose information if required to do so by law or in response to valid requests by public authorities (court orders, subpoenas, law enforcement requests).

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4. Data Security

We implement reasonable security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication with password hashing
• Access controls and authentication requirements
• Regular security assessments

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. We may also retain information as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, and prevent fraud.

Upon account deletion (whether initiated by you or through our inactive-account process), we delete or anonymize personal information from active systems within a reasonable period, typically promptly upon deletion, except where retention is required by law or temporarily retained in encrypted backups for up to 90 days during normal backup rotation.

Engagement and billing audit logs may be retained for operational and compliance purposes for limited periods even after related messages are sent.

6. Your Rights and Choices

Depending on your location, you may have rights under applicable privacy laws such as the GDPR (EU General Data Protection Regulation), CCPA (California Consumer Privacy Act), CPRA (California Privacy Rights Act), or other state and international privacy laws. These rights may include:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format (account holders may also export visits, customers, invoices, work orders, and chemical data as CSV files from the Service)
• Restriction: Request restriction of processing in certain circumstances
• Objection: Object to processing based on legitimate interests
• Marketing opt-out: Unsubscribe from promotional product emails using the link in those emails or by disabling marketing email consent in Settings (transactional messages may still be sent)

To exercise these rights, contact us at support@poolservicelog.com. We will respond to requests within 30 days.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act, including:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information held by businesses
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising CCPA rights

We do not sell personal information. We do not share personal information with third parties for their own marketing purposes. PostHog and similar analytics providers process usage data on our behalf to help us improve the Service. To exercise your CCPA rights, contact us at support@poolservicelog.com.

7a. Referral Program

If you participate in our referral program, we collect and process referral codes, referral relationships between companies, and redemption metadata to apply discounts and rewards through Dodo Payments. We may use your company name and referral activity solely to administer the program.

8. International Data Transfers

Our Service is hosted in the United States. If you access the Service from outside the United States, be aware that your information may be transferred to, stored, and processed in the United States where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to such transfers.

9. Children's Privacy

The Service is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly. If you believe we may have collected information from a child, please contact us.

10. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. SMS Communication

Account holder messages. If you provide your mobile number for your Pool Service Log account, you may receive automated transactional messages from us. Consent is not a condition of purchase. Message frequency varies. Message and data rates may apply. You can opt out by texting STOP or contacting support. Text HELP for help.

End Customer messages. When an account holder enables SMS for their customers, we transmit messages through Twilio on their behalf using phone numbers and content the account holder provides. The account holder is responsible for recipient consent and compliance with applicable messaging laws.

Mobile information will not be sold or shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties except as necessary to deliver messages through our SMS provider.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

SatisApps LLC
Email: support@poolservicelog.com