Last updated: May 18, 2026
PoolSpartan Privacy Policy
Who this policy is for
PoolSpartan is back-office software for pool service businesses — routes, customers, chemistry, invoicing, and payments.
This policy describes how PoolSpartan collects, uses, and protects information. It covers two groups of people:
- Operators — pool service business owners and admins who sign in to PoolSpartan to run their business.
- Customers of those businesses — the homeowners and property managers whose contact, location, and service-history data flows through PoolSpartan so the business can serve them.
If you are a customer of a pool service business that uses PoolSpartan, that business is the controller of your data. We process it on their behalf. Contact your service provider first for access, correction, or deletion requests; we will support their response.
What we collect
From operators (you, signing in)
- Account information. Name, email, and authentication tokens, managed by our authentication provider (Clerk).
- Business information. Business name, address, service area, branding, employee list, payout details.
- Operational data. Customers, locations, equipment, service history, chemistry readings, photos, visits, invoices, and payments.
- Payment account information. When you connect a payout account through Stripe, we receive the Stripe-issued account ID and KYC status. We do not see or store your bank credentials.
- Diagnostic data. Crash reports, error traces, and performance metrics (via Sentry). These may include browser/OS version, app version, and stack traces. We disable personally identifying fields in diagnostic events by default.
About the customers you service
- Customer name, phone, email, address, service location details, equipment, service history, photos, and any notes you record. This data is provided by you (the operator) and is governed by your customer-facing privacy practices.
What we don't collect
- Background location.
- Microphone audio.
- Browser or third-party-site browsing history.
- Health or biometric data.
- Advertising identifiers. We do not run ads and do not share data with ad networks.
- Card numbers or bank credentials. Payments are tokenized through Stripe.
How we use it
- To run the software — generate routes, store chemistry and equipment data, issue invoices, collect payments, sync with the FieldSpartan mobile app for your crew.
- To keep it working — diagnose crashes and errors so we can fix them.
- To secure it — verify your identity, enforce per-business data isolation, detect abuse.
- To process payments — when your customers pay you through PoolSpartan, we route the payment via Stripe Connect to your connected account.
We do not sell personal information. We do not use it for advertising. We do not track you across other apps or websites. We do not use personally identifiable information to train AI models.
How it's stored and protected
- In transit — all communication uses HTTPS.
- At rest — managed by Zona Vibes under standard transport encryption, tenant isolation, and access controls. Each business's data is isolated and never visible to other tenants.
- Payments — card and bank account credentials never touch our servers. Stripe tokenizes and stores them under PCI-DSS compliant controls.
- Crash reports and performance metrics — sent to Sentry. Configured to omit IP address and personally identifying user data by default.
Who we share it with
We use the following service providers (“subprocessors”) to operate PoolSpartan:
| Provider | Purpose | Data handled |
|---|---|---|
| Clerk | Authentication | Email, password hash, session tokens |
| Stripe | Payments & payouts (Connect) | Connected-account ID, KYC status, payment metadata; card / bank credentials tokenized by Stripe |
| Google Maps Platform | Maps, geocoding, route optimization | Coordinates, addresses, search queries |
| Resend | Transactional email (invoices, receipts, notifications) | Recipient email, message content |
| Twilio | Transactional SMS (optional) | Recipient phone, message content |
| Sentry | Crash & error reporting | Browser/OS, app version, stack traces |
| FieldSpartan | Mobile field app sibling — your crew's route, visits, and chemistry capture sync between FieldSpartan and PoolSpartan | Operational visit and route data |
We do not share data with anyone else except (a) at the operator's instruction, (b) to comply with valid legal process, or (c) to protect rights, property, or safety.
Your rights
Depending on where you live, you may have the right to:
- Access the information we hold about you.
- Correct inaccurate information.
- Delete your information.
- Object to or restrict certain processing.
- Receive a portable copy of your information.
To exercise these rights:
- If you're an operator — write to us at privacy@poolspartan.com.
- If you're a customer — contact the pool service business that services your account. We will support their response.
We do not knowingly collect data from anyone under 16.
Data retention
- While your account is active — we retain your data for as long as you use PoolSpartan.
- After account closure — operational data is kept for a wind-down window so we can answer customer-care, billing, or tax-time questions, then deleted on the schedule in our retention policy.
- Payment records — financial records are retained as required by tax and accounting regulations, regardless of account status.
International data transfers
Zona Vibes and our subprocessors are based in the United States. By using PoolSpartan you understand that your data may be processed in the U.S. and other countries where our providers operate.
Changes to this policy
We will update this policy when we change how PoolSpartan handles data. Material changes will be announced via email and in the app.
Contact
- Email: privacy@poolspartan.com
- Mailing address: Zona Vibes, LLC, 5227 N 7th St STE 93570, Phoenix, AZ 85014
See also: Terms of Service · Support