Privacy Policy

Effective September 25, 2026

1. Who we are and what this covers

Splash Office LLC ("Splash Office", "we", "us") makes business software that pool service companies use to run their operations: scheduling, routing, quotes, contracts, invoices, payments, and customer communication. This policy covers the Splash Office application, this website, and the pages we host for signing documents and paying invoices. It explains what personal information moves through the platform, why, who can see it, and what your rights are.

2. Two roles: our customers, and their customers

This distinction shapes everything below, and it is the same one every serious business software company draws.

• For pool company staff, and for visitors to this site, we decide how the information is handled, and this policy is the full story.
• For customers of a pool company, the company is the owner and controller of its records, and we process them only on the company's behalf and instructions, as its service provider. If a pool company keeps a record about you, that company decides what is collected and how it is used. Direct requests about your record to that company first; we help them answer, and we do not use their records for our own purposes.

3. Information we collect

Information given to us

• Account details. Name, email address, phone number, and role for people who sign in.
• Customer records. What a pool company enters to serve its customers: name, service address, contact details, pool and equipment details, and service history.
• Work records. Jobs, routes, visit notes, photos taken on a job, and crew clock in and clock out times.
• Documents and signatures. Quotes, contracts, and invoices. When you sign an agreement electronically on our signing page, we record the name you type, the date and time, and your network address, and we keep the executed agreement along with a fingerprint that proves it has not changed. That record is what makes the signature dependable, for you as much as for the company.
• Website forms. Name and contact details you submit when asking about the product.

Information collected automatically

• Sign in times, the actions taken in the software (who changed what, and when), device and browser type, and network addresses. This audit trail is a feature, not surveillance: it is how a company knows who moved a job, and how we find and fix problems.
• Shift location in the Crew app. When a crew member starts a shift in the Crew app, the app may collect the phone's precise location during that active shift, including while the phone is locked or the crew member uses navigation, with one reading when the person clocks in or out. The location updates the company's route map and can record arrival and departure at a scheduled job. The company can turn shift location off for everyone, and it is not used outside an active shift. A crew member can deny location and still use the app and record work manually. Those readings and any arrival or departure record are work records kept under the retention policy below.
• Location on the web Crew page. When a crew member allows location in their browser while using the web Crew page, the page may share the device location to update the same office route map. They can decline the browser permission and keep using the page without live location.

Information from other services

• When a pool company connects an outside account it already holds (a payment processor or its own email), those services send us the results of the work they do: a payment's status or a message. We receive what the connection requires and nothing more. When you connect Google email, a shared Splash Office address securely passes the temporary authorization result back to your company's deployment, where the mailbox connection is stored.

4. How we use information

To provide and operate the service, to secure it, to fix problems, to respond when you contact us, and to meet legal obligations. We do not sell personal information, we do not share it with advertising networks or data brokers, and we do not use pool companies' records to build profiles for anyone.

Connected Google email

With your permission, Splash Office imports the ten newest Inbox messages and ten newest sent messages when you connect, then new mail, including mail delivered directly to other folders. Spam, Trash, drafts and chats are excluded from this import. This includes message content and supported attachments so your staff can read customer requests and send replies through the connected mailbox. When staff delete a conversation in Splash Office, its linked messages move to Gmail Trash. Undo or Restore brings them back. Splash Office does not permanently delete mail from Gmail. Anthropic processes email from your customers for these features according to your company’s automation settings.

Our use and transfer of information received through Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We do not use this information for advertising or to train general-purpose AI models. Access by our personnel is limited to your explicit permission for specific information, security investigations, legal requirements, or other exceptions Google permits.

You can disconnect your mailbox from Connections. This stops access through that connection and removes its synced conversations once no other connected account in your company uses the same mailbox. Files still used in another company record remain with that record. You can also remove Splash Office’s access in your Google Account’s connected-app settings. For deletion of other records or retained backups, contact us below.

5. When we share information

• With the pool company you deal with. Their records are theirs; their staff see them by role.
• With service providers that run the platform, each receiving only what its job requires: hosting (Render), payment processing (Stripe or Square, when a company connects its account; your card and bank numbers go to the processor and never touch our servers), electronic signatures through Splash Office, text messaging (delivered through the carrier used by Splash Office), email (sent through the pool company's own mail provider), our AI provider (Anthropic) which processes conversations with Splash and incoming customer email to prepare replies and process requests under the company’s automation settings and does not use them to train its models, voice (ElevenLabs, when enabled), and maps (Google, when enabled, to resolve addresses and build routes).
• When the law requires it, such as a valid subpoena or court order, or to protect the safety and rights of people using the service.
• In a business change. If Splash Office is ever acquired or merged, records transfer with the service, under this policy's promises, and we would post notice here. Google user data would transfer only with the explicit prior consent Google requires.
• With your consent, for anything else.

Text message consent

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

6. Cookies

One cookie, which keeps you signed in. There are no advertising or tracking cookies on this site or in the application, so a browser Do Not Track signal changes nothing here: there is no tracking to turn off.

7. Security

Connections are encrypted in transit. Connected account credentials and keys are stored encrypted. Access inside a company is limited by role. Signing and payment links use long unguessable codes. No system on the internet can honestly promise perfect security, so we also keep the audit trail above, which is how anything unusual gets noticed and answered.

8. Retention

Records are kept while the pool company's account is active, and for a reasonable period afterward so a returning company does not lose its history. Signed agreements and their signing records are legal documents, so they are kept as long as the company keeps them. When a company instructs us to delete records it owns, we do, subject to legal retention of executed agreements and payment records.

9. Your rights and choices

You can ask what information exists about you, ask for a copy, ask for a correction, or ask for deletion. State privacy laws, including California's, give many people these rights by statute; we honor them for everyone, in every state, because they are reasonable. Two specifics those laws ask us to state plainly: we do not sell personal information, and we do not share it for cross context behavioral advertising. For records a pool company keeps about you, start with that company, since the record is theirs; we help them respond within the time their state's law allows. We never discriminate against anyone for exercising these rights.

10. Children

The service is business software and is not directed to children under 13. We do not knowingly collect information from them, and if we learn we have, we delete it.

11. Where the service runs

Splash Office operates in the United States and its data is stored on servers in the United States.

12. Changes to this policy

If this policy changes, the new version is posted here with a new effective date, and a material change is announced inside the application before it takes effect.

13. Contact

Questions about this policy or your information: reach us through the contact form on this site, and we will respond by email.