Privacy Policy

This policy covers the internal operations platform run by Pool Pros Inc. of Lawton, Oklahoma (“Pool Pros”, “we”), including Pool Pros OS at os.pool-pros.com, the careers board at careers.pool-pros.com, and connected company tools. Questions about this policy: contact@pool-pros.com.

The platform is a company operations tool used by Pool Pros staff — scheduling and dispatch, customers and jobs, billing and finance reports, hiring, and internal communications. It also serves limited public surfaces: job listings and applications, candidate assessments, and customer share links (pay, revenue, project portfolios) that are gated by opaque tokens rather than accounts.

Depending on how you interact with the platform, we handle:

• Staff account data — name, work email, role and access grants, notification preferences, and device push subscriptions.
• Applicant data — application details, resumes, assessment answers and intro-video recordings (only with your explicit consent checkbox), and interview records.
• Customer and job data — contact details, service addresses, job and quote history, and messages, mirrored from our field-service systems (JobTread, PoolBrain).
• Accounting data — read-only aged-receivables and aged-payables figures pulled from QuickBooks Online (see §5).
• Operational metadata — audit timestamps, sync run records, and error logs used to keep the platform reliable.

• Running daily operations: dispatch, billing, and payroll.
• Hiring: reviewing applications and scheduling interviews.
• Finance reporting: the automated A/R & A/P aging views that replace a manual Friday export.
• Safety and integrity: access control, audit trails, and abuse prevention.

We do not sell personal data, and we do not use it for third-party advertising.

With a QuickBooks company admin's authorization, the platform reads accounting data through the QuickBooks Online API under the scope com.intuit.quickbooks.accounting. Use is read-only: aged-receivables and aged-payables summaries with per-customer / per-vendor detail (invoices, payments, bills, bill payments, vendors, accounts). The platform never posts to the ledger, moves money, or touches payroll.

Snapshots refresh on a daily schedule and are stored as historical business records. OAuth tokens are encrypted at rest. If the grant is revoked in QuickBooks — or lapses after long disuse — syncing stops and the last snapshot stays visible with its as-of date until an admin reconnects. Disconnecting removes the stored credentials; previously pulled snapshots remain as business records unless you ask us to delete them (see §8).

Access inside the company follows role grants; QuickBooks figures are company-wide once connected. Outside the company, data is shared only with the service providers that run the platform (hosting, database, email and SMS delivery, calendars and maps), each limited to what it needs to perform its function, and with authorities where the law requires. Candidate application review may use an AI-written summary of a resume or assessment answers; those summaries never reject or filter anyone — a person reads every application.

Operational and accounting snapshots are kept as business records for as long as the company needs them. Applicant videos and assessment materials are kept for the hiring cycle plus a reasonable review window. Session cookies expire with the session; push subscriptions persist until removed on the device or in Settings.

Staff manage notification and device preferences in Settings. Candidates apply without creating an account, and withdrawing video consent removes the recording from the submission. To request access, correction, or deletion of your personal data — including QuickBooks-derived figures about you — write to contact@pool-pros.com. We respond to verified requests within a reasonable time, subject to record-keeping obligations.

Every backend function enforces its own access check; the app shell gates are presentation only. Credentials and tokens are stored encrypted, and integrations use scoped grants (e.g. finance-only for accounting). No system is perfectly secure, and accounts created by an administrator should use a unique password and report suspected misuse promptly.

The platform is a business tool and is not directed at children. Job applicants must meet the eligibility stated on the posting.

Material changes are reflected in the “Last updated” date above and, where appropriate, announced inside the platform. Continued use after a change takes effect constitutes acceptance.

This policy is governed by the laws of the State of Oklahoma, without regard to conflict-of-law rules.