Matter Pools App Privacy Policy
Effective date: 10/6/26
About this policy
Matter Pools LLC, an Ohio business in the United States ("Matter Pools," "we," "us," or "our"), operates Matter Pools, our customer app, and Matter Pools Service, our app for authorized employees and administrators. This policy explains how we collect, use, disclose, and retain personal information through these apps and their connected services, including beta versions distributed through Apple TestFlight.
The apps support Matter Pools customers and business operations and are intended for adults age 18 and older in the United States. This policy covers both apps; the information processed depends on your role and the features you use. Privacy questions and requests are handled by James Elliott at service@matterpools.com.
Information we collect
We collect information you provide, information entered by authorized Matter Pools staff or drawn from existing business records, and information generated when you use the apps.
Account information. Names, email addresses, sign-in credentials, password hashes, account verification and recovery information, session records, and access permissions.
Customer and property information. Contact details, phone numbers, billing and service addresses, and pool, spa, property, and equipment details. Existing service records may be linked to an authorized customer account.
Service records and communications. Requests, messages, notes, scheduled and completed visits, water readings, products used, work outcomes, timestamps, photos, captions, documents, quote approvals, and billing status or reference information.
Employee and administrative information. Employee contact details, addresses, emergency contacts, employment status and dates, qualifications, documents, shifts, time records, and payroll preparation information, including pay rates and withholding descriptions. Access depends on staff roles and permissions.
Operational and security information. Account activity, changes to records, request and error information, and network information such as IP addresses. Audit records may identify who made a change, when it occurred, and the information changed.
Location information. Employee device location during active shifts, as described below, and property addresses and coordinates used for service planning, maps, and navigation.
How we use information
We use personal information to create and secure accounts; manage customer relationships, properties, service requests, and billing records; schedule, perform, and document pool service; communicate with customers and staff; manage employees, shifts, and payroll preparation; and operate, troubleshoot, and protect the apps. We use permissions and audit records to control access and investigate problems.
We may use contact information to communicate about Matter Pools services. You can ask us to stop promotional communications by emailing service@matterpools.com. We may still send account, service, security, or other operational communications.
Employee location and navigation
During an active shift, Matter Pools Service can collect an employee device's precise latitude and longitude, location accuracy, and the time of the reading when location permission is granted. We use these readings for shift oversight, manager views, and related alerts. The app requests location when its screen regains focus and periodically while it is running. This feature does not provide continuous background iPhone tracking. The customer account role does not use employee shift tracking.
Property addresses and coordinates are used to show service locations, plan routes, and open navigation. Mapping services receive the information needed for those functions. You can change location permission in your device or browser settings; disabling it affects features that require device location.
Photos documents and offline storage
When you take or upload a photo or document, we process the content and associated captions, filenames, notes, uploader details, and links to the relevant visit, property, or account. Customers see service information and media selected for their authorized access. Internal service information and employee documents have separate access controls.
Matter Pools Service can store assigned work and unfinished readings, notes, photos, and submission queues on your device for use with limited connectivity. Its scoped offline records are encrypted. Signing out locks access but can leave unsent drafts on the device. Removing the app or clearing browser data may remove unsent work and does not delete records already submitted to our servers.
When information is disclosed
Authorized Matter Pools employees and administrators can access information needed for their roles. Customers can access only the accounts, properties, and published service information their accounts are authorized to view.
We use the following providers to operate app features. Information is processed by these providers as needed for the services described:
Railway. Hosts the application and database infrastructure that processes app records.
Resend. Processes recipient email addresses and message content for account verification, recovery, and invitation emails sent through its service.
Geoapify. Processes route coordinates and map requests for routing and map features.
U.S. Census geocoding service. Receives addresses used for address geocoding.
OpenStreetMap. Map tile requests can disclose your IP address and the map area requested.
Google Maps. Receives destination or waypoint information when you open navigation.
Google Drive. The apps store document links and related indexing information. Opening a linked document involves Google Drive and the document's access settings.
Apple TestFlight. Processes beta testing information as described below.
We do not sell personal information or share it with outside companies for targeted advertising. Our app information is used for Matter Pools purposes. Operational processing by the providers above is separate from advertising, and we do not use other analytics or advertising services in the apps.
We may disclose information when required by law or a valid legal process. Information you provide directly to a third-party service is also subject to that service's privacy policy.
TestFlight beta testing
If you use a beta version through Apple TestFlight, Apple automatically collects crash logs and usage information and shares them with us. Feedback you submit may include comments, screenshots, and device details. Whether we receive your name and email address depends on how you were invited. We use beta information to investigate defects and improve the apps.
Apple handles TestFlight information under its own TestFlight privacy notice. Our retention practices for information available to us are described below and are separate from Apple's retention practices.
Apple TestFlight privacy notice
How long we retain information
Employee location readings are deleted from the active application database after 30 days. This limit applies to location-ping records; it does not apply to shift records, related alerts, audit history, provider logs, or backups.
Other app and business records have no scheduled deletion period and may be retained indefinitely. These include account and customer records, service and billing history, reports, photos and documents, employee and payroll preparation records, audit and request logs, backups, and beta feedback or diagnostics retained by Matter Pools. Archiving a customer or document preserves the record and does not delete it.
Account deletion and other deletion requests are described below. Retained business records and backup copies may remain after an account is deleted. The 30-day location limit does not establish a deletion deadline for these other records.
Your choices and account deletion
You can update available profile information in the apps and manage optional camera, photo, and location permissions in your device or browser settings. Disabling a permission may prevent the related feature from working.
You can initiate account deletion inside the app. Deleting an account does not automatically erase all service, billing, employment, or other business records associated with that account. Shared business records and backups may be retained under the practices described above.
For help with account deletion, or to request access to, correction of, or deletion of personal information, email service@matterpools.com. We may need to verify your identity and authority to make a request before acting on it. Available privacy rights and any applicable response deadlines depend on the law that applies to you. If we cannot fulfill a request in full, we will explain any limitations and the information retained.
How we protect information
The apps use account authentication, password hashing, role-based access permissions, audit records, and encryption of scoped offline field records to help protect personal information. No method of transmission or storage can guarantee complete security. Protect your sign-in credentials and devices, and contact us if you suspect unauthorized access.
Children
The apps are intended for adults age 18 and older. We do not knowingly collect personal information from children under 18 through the apps. If you believe a child has provided personal information, contact service@matterpools.com so we can review the information and address it.
Changes to this policy
We may update this policy as app features or privacy practices change. The updated policy will show its effective date. Where applicable law requires additional notice or consent, we will provide it.
Contact us
Matter Pools LLC
Ohio, United States
Privacy and app support: service@matterpools.com
Privacy contact: James Elliott