Privacy Policy
Draft pending attorney review. Do not rely on this version.
This policy explains what Orbit Pool Software ("Orbit", "we", "us") collects when you use this website, the Orbit owner dashboard and the Orbit mobile app (together, the "Service"), how we use it, and the choices you have. Orbit is operated in the United States and the Service is offered to businesses in the United States.
1. Two kinds of information
Account information is what we collect about the people who sign up for and use Orbit: the owner, technicians and office users of a pool service company.
Customer Data is what a pool service company enters into Orbit about its own business: its clients' names, addresses, phone numbers and email addresses, pool and equipment details, service history, chemical readings, photos, quotes, invoices and payments. The pool service company decides what to enter and is responsible for it. Orbit processes Customer Data only on that company's instructions, as described in our Terms of Service.
2. What we collect
- Account details: name, email address, password (stored hashed), company name and address, role, and an optional profile photo.
- Usage records: service visits, chemical readings, time clock entries and other records created in the app, each stored with the date and time the device reported.
- Location: a technician's route is built from the addresses of the client pools being serviced. If you choose a start location for a route, that address is stored. When a technician clocks in, the device's location at that moment is recorded with the clock-in. The app also reads the device's location while it is open to center the route map and show local weather. The app does not track a device's location in the background.
- Photos: photos taken or uploaded in the app for pools, equipment and repairs.
- Billing details: if your company subscribes, our payment processor Stripe collects your payment method and billing address. Orbit stores a reference to your Stripe customer record and your subscription status, never your card number.
- Technical data: standard server logs (IP address, browser or device type, time of request) kept for security and troubleshooting.
- Product usage: which screens of the dashboard and app are used and how far a new account gets in setup, recorded with the user id, company id and role so we can see where people get stuck. These events never include addresses, amounts, readings or the contents of records.
This website sets no cookies and uses no analytics or advertising trackers. The dashboard and app use only the session storage needed to keep you signed in.
3. How we use it
- To provide the Service: build routes, store records, generate documents, process subscriptions and payments.
- To send transactional email such as account confirmation codes, password resets, billing receipts and important notices about your account.
- To keep the Service secure, prevent abuse and investigate problems.
- To comply with law.
We do not sell personal information, do not share it for advertising, and do not use Customer Data to train artificial intelligence models.
4. Who processes it for us
We use a small number of service providers that process data on our behalf under contracts that restrict their use of it:
- Supabase (database, file storage and authentication), hosted on Amazon Web Services in the United States.
- Stripe for subscription billing and, if your company enables it, for the card payments your clients make to you. Stripe's handling of that information is described in Stripe's own privacy policy.
- Resend to deliver transactional email.
- Google Maps Platform to geocode addresses and display route maps.
- Sentry (Functional Software, Inc.) for error monitoring. Reports carry the user and company identifiers so we can find the affected account; names, email addresses and the contents of records are stripped out.
- Netlify to host the dashboard and this website.
- PostHog, Inc. for the product usage events described above, hosted in the United States.
- Apple and Google distribute the mobile app through their app stores.
We may also disclose information when required by law or legal process, or to protect the rights and safety of Orbit, our customers or others. If Orbit is acquired or merges with another company, account information and Customer Data may transfer to the successor under this policy.
5. Security
Data is encrypted in transit and at rest. Each company's data is isolated from every other company's by access rules enforced in the database, so a login for one company cannot read another company's records. Access to production systems is limited to the people who operate the Service. No method of storage is perfectly secure; if we learn of a breach affecting your information we will notify the account owner as required by law.
6. Retention and deletion
We keep account information and Customer Data for as long as the company's account exists. When a subscription lapses, data is retained so the company can resume; an account that stays unpaid for six months is scheduled for deletion, with notice to the account owner 30 days and 7 days beforehand and a further 30-day period in which the owner can cancel. Business records and photos are otherwise kept for as long as the account exists; audit records of changes are kept for two years. An account owner can request deletion of the company and all of its data, and a technician or office user can delete their own account from within the app; we complete deletion within 30 days, except for records we must keep for tax, accounting or legal reasons, which are kept only as long as required.
7. Your choices and rights
You can view and update your account details in the dashboard or app. You can request a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by contacting us at the address below. We will verify the request and respond within the time the law requires.
If you are a California resident, the California Consumer Privacy Act gives you the rights to know what personal information we collect and how we use it, to delete it, to correct it, and not to be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined in that law.
If you are a client of a pool service company that uses Orbit and you have questions about your information, contact that company. We will help them respond.
8. Children
The Service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children.
9. Changes
We may update this policy. If a change is material we will notify account owners by email before it takes effect. The "Last updated" date above shows the current version.
10. Contact
Orbit Pool Software
Email: support@orbitpoolsoftware.com