Privacy Policy & Disclaimer | Atlantic Pool Pros

Information We Collect

We collect information necessary to provide pool services, invoicing, and customer account management. This includes:

• Contact information (name, email address, phone number, service address)
• Messages you send through our website contact form or by replying to our emails
• Billing and payment records (invoices, estimates, payment history)
• Pool and property details you provide or that we record during service, including photos and short videos of your pool and property taken by our crew to document work
• Photos you provide to us (for example, a backyard photo used to create an AI pool design concept)
• Approximate property measurements traced from satellite or aerial imagery for estimating purposes
• Portal account credentials and documents uploaded to your account

How We Use Your Information

Your information is used solely for the purpose of providing and improving our services, including:

• Responding to inquiries submitted through our website
• Preparing estimates, managing invoices, payments, and customer accounts
• Scheduling service visits and sending service reminders and account emails
• Documenting work performed at your property
• Generating internal reports for business operations
• Maintaining portal access and security, and complying with legal, tax, and accounting obligations

Payments

Online card payments are processed by a third-party payment provider. We never see or store full card numbers; the payment provider collects and stores that information directly under its own terms and privacy policy.

Shared Links

We may email you special links that let you view an estimate or view and pay an invoice without logging in. These links contain a unique private code. Anyone who has the link can view that document, so treat shared links like confidential mail and do not forward them.

Data Storage & Security

We take reasonable measures to protect your data. Information is stored on secure servers with encrypted connections. Passwords are stored using industry-standard hashing algorithms and are never stored or transmitted in plain text.

• Generated PDF documents are retained for a limited period and then automatically and permanently deleted.
• All data is transmitted over encrypted HTTPS connections.

Automatic Backups

The platform performs automatic daily backups of business data. A limited number of recent backups are retained in secure cloud storage. Backups are used solely for disaster recovery and are not used for any analytical or marketing purposes.

Admin Support Access

To assist customers with technical support, billing questions, or account issues, authorized Atlantic Pool Pros administrators may temporarily access a customer's portal account on their behalf. When an administrator is viewing an account in support mode, a clearly visible "Admin Support Mode" banner is shown at the top of the portal screen for the entire duration of the session. Support access is used solely to resolve the customer's request and is logged for security and accountability purposes.

Email Communications

We may send email notifications related to invoices, estimates, payments, service reminders, and account activity, and we may reply to messages you send us. Non-essential notification preferences can be adjusted for your account. We do not share your email address with third parties for their own marketing purposes.

Third-Party Services

We use third-party services to operate the platform, including email delivery, secure file storage, payment processing, mapping and satellite imagery (for property measurements), report generation, and AI image generation (for optional pool design concepts). These services are used solely to support platform functionality. We do not sell or share your personal information with third parties for their own purposes.

Your Rights

You have the right to:

• Request access to your personal data
• Request correction of inaccurate information
• Request deletion of your account and associated data (some records may be retained where required for legal, tax, or accounting purposes)
• Opt out of non-essential email notifications

Disclaimer

This platform is provided "as is" without warranties of any kind, express or implied. While we strive to maintain accurate records and reliable service, we are not responsible for errors, omissions, or any loss resulting from the use of this platform. Users are responsible for verifying the accuracy of their invoice and financial data. This platform is not a substitute for professional accounting or legal advice.

Any AI-generated pool design images are concept renderings for visualization only — they are not to scale and are not construction drawings, engineering plans, or promises of final appearance or results. Property measurements derived from satellite or aerial imagery are approximations for estimating purposes and are not a survey; final quantities and pricing may be adjusted based on actual on-site conditions.

Changes to This Policy

We reserve the right to update this privacy policy at any time. Changes will be reflected on this page with an updated revision date. Continued use of the platform constitutes acceptance of any modifications.

Contact

If you have questions about this privacy policy or wish to exercise your data rights, please contact Atlantic Pool Pros at atlanticpoolpros@gmail.com.