Privacy Policy

1. Information We Collect

We collect the following types of information when you use Pool Companion:

Account Information

When you register, we collect your name, email address, business name, phone number, and ABN (if provided). For team members added to your account, we collect their name and email address.

Business Data

Data you enter into the Service, including client details, pool information, job records, invoices, technician profiles, and scheduling preferences.

Usage Data

Information about how you interact with the Service, including pages visited, features used, actions taken, timestamps, and session duration.

Device Information

Browser type and version, operating system, device type, screen resolution, and IP address.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: To operate, maintain, and deliver the features of Pool Companion, including route optimization, scheduling, dispatch management, and invoicing.
• Billing: To process subscription payments, manage your billing cycle, and send payment receipts.
• Notifications: To send you service-related notifications, including job reminders, schedule changes, and on-the-way alerts to your clients.
• Support: To respond to your support requests, troubleshoot issues, and provide technical assistance.
• Analytics: To understand how the Service is used, identify areas for improvement, and develop new features. We use aggregated, anonymised data for analytics purposes.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. Data Storage & Security

Your data is stored securely using Supabase, hosted in Australia. We implement the following security measures:

• All data is encrypted at rest and in transit using industry-standard TLS encryption.
• Third-party integration tokens (such as ServiceM8 tokens) are encrypted using AES-256 encryption before storage.
• Database access is protected by Row Level Security (RLS) policies, ensuring users can only access data belonging to their organisation.
• Authentication is handled via secure, HTTP-only session tokens.
• Regular security updates and monitoring are applied to our infrastructure.

While we take all reasonable steps to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

4. Third-Party Services

We use the following third-party services to operate Pool Companion. Each service has its own privacy policy governing how it handles data:

• Supabase — Database hosting and authentication (hosted in Australia).
• Stripe — Payment processing. We do not store your credit card details; Stripe handles all payment data securely.
• Google Maps Platform — Map rendering, geocoding, and route calculations for job locations and route optimization.
• Resend — Transactional email delivery for notifications, invoices, and support communications.
• Firebase Cloud Messaging — Push notifications for mobile app users.
• ServiceM8 (optional integration) — If you choose to connect your ServiceM8 account, we import job and client data as authorised by you. You may disconnect this integration at any time.

5. Data Retention

We retain your data for as long as your account is active and you maintain a valid subscription. Specifically:

• Active account data (clients, jobs, invoices, team members) is retained while your subscription is active.
• Upon account closure or subscription cancellation, your data is retained for 90 days to allow for reactivation or data export.
• After the 90-day retention period, all personal and business data is permanently deleted from our systems.
• Anonymised, aggregated analytics data may be retained indefinitely for service improvement purposes.
• Billing records are retained for the period required by Australian tax law (currently 5 years).

6. Your Rights under the Australian Privacy Act

Under the Australian Privacy Act 1988 (Cth), you have the following rights regarding your personal information:

• Access: You have the right to request access to the personal information we hold about you. We will respond to your request within 30 days.
• Correction: You have the right to request correction of any inaccurate or outdated personal information. You can update most information directly through your account settings.
• Complaint: If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us at privacy@poolcompanion.com.au. We will investigate and respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

7. Cookies

Pool Companion uses session cookies for authentication purposes only. These cookies are essential for the Service to function and keep you signed in during your session.

We do not use tracking cookies, advertising cookies, or any third-party cookies for marketing or behavioural profiling purposes.

8. Children's Privacy

Pool Companion is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a person under 18, we will take steps to delete that information promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify you by email at least 30 days before the changes take effect. The “Last updated” date at the top of this page indicates when the policy was last revised.

10. Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us at privacy@poolcompanion.com.au.