Privacy Policy

The short version

Pool HQ keeps your pool data on your device. Your tests, your pool setup, your history and your photos are stored locally in your browser or app. Pool HQ does not currently require an account, and we cannot see your pool.

Three things leave your device, and only when you do something that requires it:

• A test-report photo, if you use Import Report, so an automated reading service can turn it into numbers.
• Your ZIP code, if you turn on weather, so a weather service can look up your forecast.
• A message you write, if you use Tell Pool HQ to send us feedback.

That is the entire list. Pool HQ contains no analytics, no crash reporting, no advertising identifier, and no third-party tracking. We do not sell your information, and we do not share it for advertising.

01Information stored on your device

Pool HQ stores the following locally. We do not receive it.

• Your pool record — pool name and setup (volume, pool type, surface, filter, sanitizer, equipment, cleaner), test results and their dates, tasks and maintenance history, recommendations, health scores, deferrals, and treatment history. A pool photo, if you add one, is stored here too.
• Weather cache — your ZIP code and the place name the weather service matched it to.
• Backup reminder — when you last exported a backup, or dismissed the reminder.
• Install identifier — a random identifier the app version creates on your device. See section 4.
• Version marker — which release notes you have seen.
• Acceptance record — which version of these documents you accepted, and when.

“Erase Pool & Start Over” in Settings deletes your pool record, the weather cache, the backup reminder and the install identifier from your device. The version marker and the acceptance record are kept: they are not pool data, and the acceptance record is your own record of what you agreed to.

Deleting a single test or treatment. When you delete one entry, Pool HQ marks it deleted and stops using it, but the underlying record remains in your device’s storage and will appear in a backup file you export. This is deliberate, so an accidental deletion can be recovered. To remove everything, use Erase Pool & Start Over.

02When you import a test-report photo

If you use Import Report, the photo is sent from your device to Pool HQ and forwarded to an automated reading service, which extracts the values into numbers.

• The reading service is operated by OpenAI.
• Pool HQ does not store the photo, and does not store OpenAI's raw response. Neither is logged or kept by us at any point.
• Before the photo leaves your device, Pool HQ re-encodes it. Location, camera and timestamp information held in the original file is not included.
• Pool HQ asks OpenAI not to store the request or its response, and OpenAI states that data sent to its API is not used to train its models.
• OpenAI may still keep request and response data for a limited period for service and safety purposes, such as monitoring for misuse. We do not have a zero-retention arrangement with OpenAI, so we will not tell you the photo is kept nowhere.
• The extracted numbers come back to your device and are stored there with your other tests.

A test report may show your name, address, or a store account number. Pool HQ does not extract those, but the photograph is transmitted as you took it. If your report shows details you would rather not send, crop or cover them first, or type the numbers in by hand instead.

03When weather is turned on

If you enter a ZIP code, Pool HQ sends it to a weather service to look up your local forecast, so it can flag rain, heat, UV and wind that affect pool care.

• The weather service is WeatherAPI (api.weatherapi.com).
• We send your ZIP code. We do not send your pool data, your name, or your precise location, and Pool HQ never requests device location permission.
• We do not store your ZIP. Our weather function records only whether the request succeeded, an HTTP status, how the rain figure was derived, and how long the request took.
• Your ZIP and the matched place name are cached on your device, and Erase removes them.

A ZIP code identifies an area rather than an address, so we treat it as approximate location. Weather is entirely optional: leave the ZIP blank, or clear it in Settings, and no weather request is made.

04Install identifier

The app version of Pool HQ creates a random identifier on your device and includes it with the requests above. The browser version does not create one.

• What it is for: rate limiting and abuse prevention, so a single device cannot flood our service.
• What it is not for: it is not an advertising identifier. It is not used to track you across apps or websites, it is not combined with information from anyone else, and it is not given to the reading or weather service as an identifier of you.
• We do not store it. It is used only to form a short-lived, in-memory counter while your request is handled, and it is not written to our storage. It is not saved with your feedback, your weather request, or your photo request.
• Erase Pool & Start Over removes it from your device.

05When you send us feedback

If you use Tell Pool HQ, we receive exactly this:

• the category you chose and the message you wrote;
• your app version and the screen you were on;
• basic pool setup: volume, sanitizer type, filter type, surface type;
• whether you are on a phone or a computer;
• your email address only if you chose “Yes” to being contacted. If you choose No, no email address is sent.

Your install identifier is sent with the request for rate limiting, but is not saved with the feedback (section 4).

We do not receive your test results, your history, or your photos with feedback.

Feedback is stored by us and emailed to us so we can read and act on it. We keep it while we are still working on what it raised, and we review stored feedback periodically and delete what we no longer need.

To ask us to delete a message you sent, write to support@poolheadquarters.app with “Privacy request” in the subject line. Tell us roughly when you sent it, and either the email address you gave us or a phrase from what you wrote, so we can find the right message. We will delete both our stored copy and the notification email, and confirm when it is done. If we cannot identify your message from what you can tell us, we will say so rather than delete someone else’s.

Please do not include sensitive personal information in a feedback message.

06Service providers

• Netlify — hosting, our server functions, and feedback storage. Receives standard web request data, including your IP address, when your device contacts Pool HQ.
• OpenAI — reads a test-report photo into numbers. Receives the photo, only when you import one.
• WeatherAPI — local forecast lookup. Receives your ZIP code, only when weather is on.
• Resend — delivers feedback to us by email. Receives the feedback message and its context.

Each acts as a service provider on our instructions. We do not sell your information and we do not share it for advertising or for anyone else’s own purposes.

07IP addresses

When your device contacts Pool HQ, our host receives your IP address, as every web server does. It is used for delivering the response, for rate limiting, and for abuse prevention. We do not use it to determine your location and we do not store it with your pool data. Our host keeps its own server logs under its retention practices.

08Security

Everything sent between your device and Pool HQ travels over an encrypted connection (HTTPS). Because your pool data stays on your device, the security of that data depends largely on the security of your device: use a passcode, keep your operating system and browser updated, and be careful where you store exported backup files.

No system is perfectly secure, and we cannot guarantee absolute security.

09Children

Pool HQ is intended for adults who maintain their own pool. It is not directed to children, we do not knowingly collect information from children, and it does not currently require an account or hold a profile for you. If you believe a child has sent us information through feedback, write to support@poolheadquarters.app with “Privacy request” in the subject line and we will delete it.

10Your choices and your rights

• Weather: leave the ZIP blank, or clear it in Settings.
• Photo import: type your test numbers in by hand instead.
• Feedback: send none, or send it without consenting to contact.
• Everything on your device: Settings → Erase Pool & Start Over.
• A copy of your data: Settings → export a backup. It is a file on your device; we never see it.

Because Pool HQ does not currently require an account and holds no pool data on our servers, there is usually nothing for us to retrieve or delete on your behalf. The exception is a feedback message you have sent us. Whatever your location, you may write to support@poolheadquarters.app, with “Privacy request” in the subject line, to ask what feedback we hold from you, ask us to correct it, or ask us to delete it, and we will respond. We will not treat you differently for asking.

11Where your information is handled

Pool HQ and its service providers operate in the United States. If you use Pool HQ from elsewhere, the limited information described above is handled in the United States.

12Changes

If we change this policy we will update the effective date and, where a change is significant, tell you in the app.

13Contact

support@poolheadquarters.app · VomZZZ Pool Solutions, LLC · 14286 Beach Blvd, STE 19-307, Jacksonville, FL 32250

For a privacy request, write “Privacy request” in the subject line.