Privacy Policy

1. Who We Are

Pool Armor Pros LLC (“Pool Armor Pros,” “we,” “us,” or “our”) is a Florida limited liability company operating as a pool service and exterior cleaning provider in Southwest Florida. This Privacy Policy describes how we collect, use, share, and protect information about you when you visit poolarmorpros.com (the “Site”), contact us for service, become a customer, or otherwise interact with our business.

By using our Site, submitting a quote request, becoming a customer, or communicating with us, you agree to this Privacy Policy. If you do not agree, please do not use our Site or services.

2. Information We Collect

Information You Provide Directly

When you contact us for a quote, become a customer, submit a referral, or communicate with us, you may provide:

• Contact information: Name, phone number, email address, property address, billing address, mailing address (for snowbird customers, both your Florida address and your seasonal northern address)
• Service information: Pool type, size, equipment details, chemistry history, access instructions, gate codes, service preferences, special requests
• Property information: Property photos you provide, square footage estimates, paver type, roof type, HOA name (if applicable), access details
• Payment information: Processed through third-party processors (QuoteIQ/Stripe and PoolBrain) — we do not directly store full credit card numbers or bank account details
• Communication preferences: Whether you’ve opted into SMS marketing, email newsletters, or promotional communications
• Referral information: If you refer a friend, you provide their contact information and confirm you have their permission to share it
• Service feedback: Reviews, ratings, survey responses, and direct feedback (which may be displayed publicly via Trustindex)

Information Collected Automatically

When you visit our Site, we and our service providers automatically collect:

• Device and browser information: IP address, browser type, operating system, device type, screen resolution
• Usage data: Pages visited, time spent on pages, links clicked, referring website, search terms that led you to our Site
• Location data: Approximate geographic location based on IP address (used to display relevant service area information)
• Security data: Bot detection signals and IP reputation data (collected by Cloudflare to protect against abuse)
• Cookies and similar technologies: See our Cookies & Tracking section

Information From Third Parties

We may receive information about you from:

• Google, Facebook, and other platforms when you interact with our listings or contact us through those platforms
• HOA and property management companies when you are a resident of a community we service under contract
• Referrals from existing customers or business partners
• Public records for business verification purposes — including Lee County, Charlotte County, Collier County, and Sarasota County property appraiser records used to verify ownership, square footage, and lot details for accurate quoting

3. How We Use Your Information

We use the information we collect to:

• Provide pool service, exterior cleaning, paver sealing, roof sealing, and related services you request
• Respond to quote requests, service inquiries, and customer support questions
• Schedule and perform service visits at your property
• Send service-related communications (appointment confirmations, service reports, invoices, chemistry readings, photos of completed work uploaded to your customer portal)
• Process payments through third-party payment processors
• Send marketing communications (SMS, email) only if you have opted in
• Display verified customer reviews on our Site (via Trustindex) with proper attribution
• Maintain and improve our Site and services
• Analyze service performance, customer satisfaction, and business trends
• Comply with legal obligations, including tax, licensing, and insurance requirements
• Protect our rights, property, and safety, and those of our customers and the public
• Prevent fraud, security incidents, and misuse of our services

Legal Basis for Processing

We process your information based on one or more of the following legal bases:

• Contract: To perform services you have requested or to take steps at your request before entering into a contract
• Consent: For marketing communications, SMS texts, and other activities requiring your opt-in
• Legitimate interests: To operate our business, improve our services, and protect against fraud
• Legal compliance: To meet tax, regulatory, and legal obligations

4. SMS Text Messaging

Types of SMS Messages We Send

• Service-related messages (no separate consent required): Appointment confirmations, arrival notifications, service completion alerts, invoice reminders, chemistry readings, urgent service issues. These are sent in connection with your active service relationship.
• Marketing messages (opt-in consent required): Promotional offers, seasonal specials, service reminders for non-active customers, referral program updates. These are only sent if you have checked the SMS Marketing Consent box on our contact or referrals form, or otherwise provided express written consent.

Consent

By checking the “SMS Marketing Consent” box on our contact form, referrals form, or otherwise providing your explicit written consent, you agree to receive promotional and marketing text messages from Pool Armor Pros LLC at the phone number you provided. Consent is not a condition of purchase or service.

Frequency, Rates, and Content

• Message frequency varies based on our campaigns — typically 1-4 marketing messages per month
• Message and data rates may apply, depending on your mobile carrier plan
• Messages are sent from Pool Armor Pros LLC
• Messages may reference your service history, pool/property details, or seasonal promotions
• Messages are not sent before 8am or after 9pm local time, in compliance with Florida telephone consumer protection law

How to Opt Out

You may opt out of SMS marketing messages at any time by:

• Replying STOP to any marketing text message
• Emailing [email protected] with “STOP SMS” in the subject line
• Calling us at (941) 257-3033

Opt-out requests are processed within 24 hours. You may continue to receive service-related texts (non-marketing) as part of an active service relationship unless you terminate that relationship.

Help

For help, reply HELP to any text message, or contact us at (941) 257-3033 or [email protected].

SMS Service Provider

We use Simple Texting (simpletexting.com/privacy-policy) as our SMS service provider. Your phone number and message history is shared with Simple Texting solely for the purpose of delivering messages. Simple Texting does not sell your phone number.

5. Email Communications

We may send you emails regarding:

• Quote responses, invoices, and receipts
• Service appointment confirmations and reports
• Customer support responses
• Marketing emails (only if you have opted in or are an active customer)

You can unsubscribe from marketing emails at any time by clicking the “unsubscribe” link in any marketing email, or by emailing us. Our email practices comply with the CAN-SPAM Act. Service-related and transactional emails will continue to be sent as necessary to fulfill our contractual obligations to you.

6. Customer Portal & Service Records

Active customers receive access to a secure online customer portal where service history, chemistry readings, before-and-after photos, technician notes, invoices, and payment records are stored.

Portal Provider

Our customer portal is operated by PoolBrain (poolbrain.com/privacy), a third-party pool service management platform. When you log into the portal at poolarmorpros.poolbrain.com, your data is hosted by PoolBrain under their security infrastructure and privacy policy.

What’s in the Portal

• Weekly service visit timeline (date, time, technician)
• Before and after photos uploaded after every visit
• Pool chemistry readings (FC, TC, pH, TA, CYA, CH, salt, phosphates)
• Chemicals and dosages added per visit
• Technician notes and equipment observations
• All open and past invoices
• Payment history

Portal Security

• SSL/TLS encrypted connections
• Password-protected accounts (you set your own password)
• Tokenized payment processing through PCI-compliant infrastructure (Pool Armor Pros never sees your full credit card or bank account numbers)
• Portal access logs maintained for security auditing

Account Sharing

Each portal account is tied to one email address. If you’d like a spouse, family member, or property manager to receive copies of service notifications, contact us and we can add additional CC contacts to your account. We do not provide separate logins per household.

7. Cookies & Tracking Technologies

Our Site uses cookies and similar tracking technologies. We use Complianz to manage cookie consent and scan our Site for trackers. Depending on your consent preferences, we and our service providers may use:

• Essential cookies: Required for the Site to function (e.g., form submission, session management). Cannot be disabled.
• Analytics cookies: Help us understand how visitors use our Site (e.g., Google Analytics). Enabled only with your consent.
• Marketing cookies: Used to measure ad performance and retarget visitors (if applicable). Enabled only with your consent.
• Functional cookies: Remember your preferences and improve your experience on our Site.

You can manage your cookie preferences anytime by clicking the cookie icon in the lower-left of any page (powered by Complianz), your browser settings, or the button below:

Do Not Track

Our Site respects “Do Not Track” browser signals where technically feasible and where required by applicable state privacy laws (e.g., Global Privacy Control signals in California).

8. How We Share Information

We do not sell your personal information. We share information only as described below:

With Service Providers

We share information with trusted third-party service providers who help us operate our business. See Third-Party Service Providers below for the complete list.

With HOA and Property Management Companies

If you are a resident of an HOA or property management community we service under contract, we may share basic service information (service completion, payment status) with the HOA or property manager as required by our contract with them.

For Legal and Safety Reasons

We may share information when we believe in good faith that disclosure is necessary to:

• Comply with a law, subpoena, court order, or legal process
• Protect our rights, property, or safety, or those of our customers or the public
• Investigate potential fraud or security incidents
• Enforce our Terms of Service or Service Agreement

Business Transfers

If Pool Armor Pros is involved in a merger, acquisition, or sale of all or part of our business, your information may be transferred as part of the transaction. We will notify you via email or a prominent notice on our Site before your information becomes subject to a different privacy policy.

With Your Consent

We may share information in other ways with your explicit consent.

9. Third-Party Service Providers

We use the following third-party service providers to operate our business. Each has their own privacy practices — we recommend reviewing their policies.

We may add, remove, or change service providers from time to time. This section will be updated to reflect current providers.

10. Data Retention

We retain your personal information only as long as necessary to:

• Provide the services you’ve requested
• Comply with legal obligations (tax records: 7 years; contract records: per Florida statute of limitations)
• Resolve disputes and enforce agreements
• Maintain business records consistent with industry practice

Typical Retention Periods:

• Quote inquiries (not converted): 2 years
• Active customer records: Duration of service + 7 years
• Customer portal data (PoolBrain): Duration of service + 7 years, governed by PoolBrain’s retention policies
• Service records (photos, chemistry readings): 7 years
• Payment/invoice records: 7 years (tax and business purposes)
• Marketing contact data: Until opt-out + reasonable buffer
• Website analytics data: Per Google Analytics default (26 months)
• SMS opt-in records: Duration of opt-in + 4 years (FTSA statute of limitations)
• SMS message logs (Simple Texting): Per Simple Texting retention policy, typically 12-24 months
• Cloudflare security logs: Per Cloudflare retention defaults, typically 30 days for raw logs

When the retention period expires, we either delete the data or anonymize it so it can no longer be associated with you.

11. Security

We implement reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction, including:

• Encrypted connections (HTTPS/SSL) for data transmission on our Site
• Cloudflare-managed security layer including DDoS protection and bot mitigation
• Password-protected access to customer management systems (QuoteIQ, PoolBrain)
• Payment card data processed by PCI-DSS compliant processors (Stripe, PoolBrain)
• Regular software updates and security patches
• Limited employee access on a need-to-know basis

12. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights regarding your personal information:

• Right to access: Request a copy of the personal information we have about you
• Right to correct: Request correction of inaccurate or incomplete information
• Right to delete: Request deletion of your personal information (subject to legal retention requirements)
• Right to opt out: Opt out of marketing communications, targeted advertising, or the sale/sharing of your personal information (we do not sell)
• Right to data portability: Receive a copy of your information in a portable format
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights

How to Exercise Your Rights

To exercise any of these rights, contact us at:

• 📧 Email: [email protected] (subject line: “Privacy Request”)
• 📞 Phone: (941) 257-3033
• 📬 Mail: Pool Armor Pros LLC, 1441 SW 4th St, Unit 654, Cape Coral, FL 33991

We will verify your identity before responding to requests (typically by confirming details from your service account). We will respond to verified requests within 45 days, or notify you if we need additional time (up to an additional 45 days).

Authorized Agents

You may authorize an agent to exercise your privacy rights on your behalf. The agent must provide written authorization signed by you, and we may require you to verify your identity directly.

13. California Residents

Some of our customers are California residents who spend part of the year in Southwest Florida. While Pool Armor Pros is a small Florida business that may not meet the thresholds that make the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), legally applicable to us, we voluntarily extend the following California-style transparency and rights to California residents.

Categories of Personal Information We Collect (Past 12 Months)

• Identifiers (name, contact info, IP address)
• Customer records (service history, payment info — handled by processors)
• Commercial information (services purchased, quote history)
• Internet/network activity (Site usage with consent)
• Geolocation (approximate from IP)
• Audio/visual (property photos you provide)

Sources of Collection

• Directly from you (forms, phone, email)
• Automatically from your device during Site visits
• From service providers (QuoteIQ, PoolBrain)
• From HOAs and property management companies
• From public records (county property appraiser databases)

Business Purposes for Collection

See “How We Use Your Information” above.

Parties With Whom We Share Information

See “Third-Party Service Providers” above.

Sale or Sharing of Personal Information

We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising. Therefore, “Do Not Sell or Share My Personal Information” opt-out requests are not applicable, but we will honor them as confirmations that we should not begin such practices with respect to your data.

California Rights

To the extent the CCPA/CPRA applies, California residents have the rights listed in Section 12 above, plus:

• Right to know the specific pieces of personal information collected
• Right to appeal a denial of a privacy request
• Right to limit use of sensitive personal information (we do not collect sensitive personal information as defined by CCPA)

To submit a “Shine the Light” request (California Civil Code §1798.83), contact us with “Shine the Light” in the subject line.

14. Florida Residents

Florida residents have the following specific considerations:

Florida Digital Bill of Rights (FDBR)

The FDBR, effective July 1, 2024, applies to large companies meeting specific revenue/processing thresholds. Pool Armor Pros does not meet those thresholds and is not subject to FDBR’s consumer rights provisions. However, we voluntarily extend the privacy protections described in this policy to all Florida residents.

Florida Information Protection Act (FIPA)

If a data breach affects your personal information, we will notify you as required by the Florida Information Protection Act (Florida Statute §501.171), which generally requires notice without unreasonable delay and no later than 30 days.

Florida Telephone Solicitation Act (FTSA)

Our SMS marketing practices comply with Florida Statute §501.059. Marketing texts are sent only with express written consent. Texts are not sent before 8am or after 9pm local time. You can opt out anytime by replying STOP. See Section 4 (SMS Text Messaging) for details.

Florida Property Records

For accurate quoting and service planning, we may reference public Lee County, Charlotte County, Collier County, and Sarasota County property appraiser records. These are public records and not subject to consumer privacy restrictions, but we use them only for legitimate business purposes related to your service request.

15. Children’s Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children under 13 in compliance with the Children’s Online Privacy Protection Act (COPPA).

If you believe we have inadvertently collected information from a child under 13, contact us immediately at [email protected] and we will delete the information.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the “Last Updated” date at the top of this policy
• Post a prominent notice on our Site
• For significant changes, send an email to customers on file

Your continued use of our Site or services after changes become effective constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

17. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:

We will respond to verified requests within 45 days.