1. Introduction
This Privacy Policy explains how PoolPenguin (“we,” “us,” or “PoolPenguin”) collects, uses, discloses, and protects personal information when you visit our websites, create an account, subscribe to PoolPenguin, or use our console, admin, marketing, mobile, or customer-portal experiences.
We process personal information as an independent business—not on behalf of Intuit—when we provide the Service. This Policy is effective September 25, 2026 (version 2026-09-26).
Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission. PoolPenguin is not affiliated with, endorsed, or sponsored by Intuit Inc.
2. Who this Policy covers
This Policy covers: (a) business customers and their users who subscribe to PoolPenguin; (b) visitors to our marketing site; and (c) end customers, employees, vendors, and other individuals whose information our business customers upload or sync into the Service.
When a pool-service (or similar) company uses PoolPenguin to manage its own customers, that company is typically the controller of its customer records. We process those records as a service provider / processor for that company, except where we collect information directly for our own SaaS billing, security, and product operations.
3. Information we collect
Depending on how you use the Service, we may collect:
- Account and identity data: name, email, phone, company name, specialty, role, and authentication credentials.
- Billing data: plan selection, subscription status, and payment method details handled by Stripe (we do not store full card numbers).
- Business operations data you enter: customers, contacts, service locations/addresses, quotes, work orders, invoices, service agreements, notes, and media uploads.
- Employee/team data: names, contact info, schedules, GPS/location for field features, compensation settings you configure, and (if enabled) payroll data via Gusto.
- Communications content: emails, SMS, call metadata, and—if enabled—call recordings/transcriptions and AI summaries.
- QuickBooks Online data you authorize: company profile identifiers, customers/vendors-related customer records, chart of accounts, and catalog/item data within the accounting OAuth scope we request.
- Device and usage data: IP address, browser/user agent, approximate location derived from IP, cookies/session tokens, and product analytics events we generate first-party.
- Support and verification data: messages you send us and information needed for fraud prevention (for example Cloudflare Turnstile on public forms).
4. Sources of information
We collect information from: you and your users; your end customers via portal or public forms you configure; integrations you connect (including QuickBooks Online, Stripe Connect, Gusto, Google Maps/Places, Twilio, and SendGrid); automatic collection through cookies and logs; and service providers acting on our behalf.
5. How we use information
We use personal information to:
- Provide, operate, secure, and improve the Service.
- Create and manage subscriptions, invoices, usage metering, and account access.
- Perform features you request, including routing, billing, communications, onboarding, and accounting sync.
- Send transactional messages (receipts, password resets, system alerts) and, where permitted, product updates.
- Detect, prevent, and investigate fraud, abuse, and security incidents.
- Comply with law and enforce our Terms.
- Generate de-identified or aggregated insights that do not reasonably identify a person.
6. QuickBooks Online data
If you connect QuickBooks Online, we request the Intuit accounting scope needed for the features you use. In the current product, that may include reading and importing customer records, reading and mapping chart-of-accounts data, and importing catalog/item data. We do not claim access to QuickBooks data categories we do not request or use.
We use QuickBooks-derived data only to provide the connected features you authorize—not to sell it or use it for unrelated advertising. We do not process that data on Intuit’s behalf.
When you disconnect QuickBooks or revoke consent, we stop accessing Intuit APIs for your company and delete stored OAuth tokens. Previously imported business records and linkage identifiers may remain in your PoolPenguin tenant until you delete them or close the account, except where we must retain records for legal, security, or accounting obligations. You may request deletion as described below.
9. Retention and deletion
We retain account and Customer Data for as long as your subscription remains active and as needed to provide the Service. After cancellation or tenant deletion, we delete or de-identify data within a commercially reasonable period, except for backups, security logs, and records we must keep for legal, tax, dispute, or fraud-prevention purposes.
Certain operational artifacts have shorter retention (for example staging uploads are purged on a short schedule; orphaned media may be garbage-collected after a defined period).
To request deletion of personal information we control, email support@poolpenguin.com with “Privacy Request” in the subject. Tenant administrators can also remove many records inside the product. For QuickBooks-originated data, disconnecting stops API access; deletion of imported copies follows the process above, subject to legal recordkeeping.
10. Security
We implement administrative, technical, and organizational measures designed to protect personal information, including access controls, encrypted transport (HTTPS), and secrets management. No method of transmission or storage is fully secure. You are responsible for safeguarding account credentials and for configuring user permissions appropriately.
11. Your privacy rights
Depending on your location (including California and other U.S. states with consumer privacy laws), you may have rights to access, correct, delete, or obtain a copy of personal information, to appeal a denied request, and to opt out of certain sharing or targeted advertising if we engage in those activities.
To exercise rights, contact support@poolpenguin.com. We will verify your request and respond as required by applicable law. Authorized agents may submit requests where the law allows. If we process data solely as a service provider to your PoolPenguin customer (for example an end-homeowner’s service history), we may redirect the request to that business customer.
12. Children
The Service is directed to businesses and is not intended for children under 13 (or under 16 where applicable). We do not knowingly collect personal information from children. If you believe we have, contact us and we will delete it.
13. U.S. processing
PoolPenguin is operated primarily for U.S. businesses. Personal information may be processed and stored in the United States. If you access the Service from another country, you understand that U.S. laws may differ from those in your jurisdiction.
14. Changes to this Policy
We may update this Privacy Policy periodically. We will revise the effective date and version above and post the updated Policy at this URL. Material changes may also be communicated in-product or by email. Continued use after the effective date constitutes acceptance of the updated Policy.
15. Contact us
Privacy questions or requests: PoolPenguin. Email: support@poolpenguin.com.