Privacy Policy
This Privacy Policy explains the categories of information PoolDocAI may process, why they are processed, and how to contact us about your information. The features available to you depend on the particular website page or service you use. Read this Policy together with our Terms of Service and any applicable company-specific agreement.
1. Information we may process
- Account and company information: user and company identifiers, role and seat permissions, invitations, authentication status, and account configuration.
- Troubleshooting content: messages, equipment category and model details, conversation context, diagnostic steps, citations, user feedback, and service summaries.
- Documents and source material: uploaded files or imported public webpages, extracted text, chunks, embeddings, indexing status, document rights declarations, and company-selected sharing preferences.
- Service requests: contact details or service location entered by a requester, issue summaries, routing status, and notification-delivery metadata.
- Usage, security, and technical information: requests, quota and cost-metering events, timestamps, errors, limited session digests, page analytics, and information needed to reduce abuse and troubleshoot failures.
2. How information is used
Information may be used to authenticate accounts, enforce tenant and seat permissions, answer troubleshooting questions, retrieve relevant manuals, research public manufacturer sources, process documents, generate service summaries, route a request to the selected company, operate usage and cost controls, improve reliability, investigate abuse, and maintain human-reviewed learning candidates when enabled.
3. Company data isolation and learning
Company manuals and records are intended to remain tenant-private and are not automatically shared with other companies. A company’s manuals, SOPs, safety policies, and private operating procedures must remain private. General learning is a separate opt-in that requires an explicit rights attestation and platform-owner review before a candidate may be approved for shared retrieval. An item entering a review queue is not automatically published and does not itself fine-tune a model. When optional shared learning is enabled, submissions are subject to a separate authorization and review process; submission alone does not authorize publication or model training.
4. Service providers and public research
Depending on the feature you use, PoolDocAI may process information through hosting and database providers, form or email delivery services, AI service providers, and public research sources. The information shared with each provider depends on the feature requested and can include messages, uploaded content, technical identifiers, or limited search queries. Features that are not enabled do not process your information through those features. We do not treat public accessibility of a third-party resource as permission to reuse its protected content.
5. Public demo and consent
The public demo requests affirmative acceptance of the current Terms and Privacy notice before sending demo troubleshooting turns and may save redacted diagnostic notes with a one-way session digest. It is not designed to store raw browser session tokens in the learning-event record. Do not enter customer names, addresses, phone numbers, access codes, payment details, or other unnecessary personal information. A visitor-reported resolution may create a pending human-review candidate; it is not automatically approved or used to train a model.
6. Security and access
PoolDocAI uses authentication, tenant-specific authorization, row-level access controls, server-side secrets, and private document storage as part of its intended security design. No internet-connected system can be promised perfectly secure. Users should use strong credentials, restrict access to authorized team members, avoid sharing access tokens, and report suspected unauthorized access promptly.
7. Retention, deletion, and individual choices
Information may be retained for service operations, security and misuse investigations, record-keeping, and applicable legal obligations. Retention varies by feature and record type and may include backup copies. To request access, correction, or deletion of personal information, contact hello@pooldocai.com. Requests are handled subject to applicable law and any valid retention obligations. Company administrators should only submit information they are authorized to provide.
8. Cookies and analytics
The website may use essential browser storage for consent choices and public-demo limits. With any required consent, optional analytics may be used to measure page usage and improve the experience. Use the site's Privacy choices control, where available, to review or change optional tracking preferences. You can also restrict cookies or storage using your browser settings, although certain functions may then be unavailable.
9. Children and sensitive information
PoolDocAI is a technical support product for adults, homeowners, service professionals, and businesses, not a service designed for children. Do not enter sensitive personal information or information about another person unless you have a lawful basis and appropriate authorization. Children should not submit personal information through the service.
10. Contact and changes
For privacy questions, requests about your information, or ordinary inquiries, email hello@pooldocai.com. Please do not email passwords, payment-card details, or other highly sensitive information. We may update this Policy as the service changes and will update the date at the top of the page. Where required, we will provide additional notice.