Terms of Service

Welcome to the pool service management platform operated by Pool Pilot Pro LLC ("Company," "we," "us," or "our"). By accessing or using our platform and related services (collectively, the "Services"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Services.

1. Acceptance of Terms

By creating an account, accessing, or using the Services, you represent that you are at least 18 years of age and have the legal capacity to enter into these Terms. If you are using the Services on behalf of a business or organization, you represent that you have the authority to bind that entity to these Terms.

2. Description of Services

Pool Pilot Pro LLC provides a pool service management platform that includes, but is not limited to:

• Customer and service address management
• Service scheduling, routing, and tracking
• Water chemistry recording and analysis
• Estimate generation and management
• Service agreement and waiver management
• Technician management and assignment
• Customer communication tools
• Reporting and analytics

3. User Accounts

3.1 Account Creation

You must create an account to use certain features of the Services. You agree to provide accurate, current, and complete information during registration and to keep your account information updated.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorized access or use of your account.

3.3 Account Types

The Services may offer different account types (e.g., admin, technician) with varying levels of access and permissions. You agree to use your account only in accordance with the access level assigned to you.

4. Acceptable Use

You agree to use the Services only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Use the Services for any illegal or unauthorized purpose
• Interfere with or disrupt the Services or servers or networks connected to the Services
• Attempt to gain unauthorized access to any portion of the Services or any systems or networks connected to the Services
• Upload or transmit viruses, malware, or any other malicious code
• Use the Services to store or transmit infringing, libelous, or otherwise unlawful material
• Impersonate any person or entity, or falsely state or misrepresent your affiliation
• Collect or harvest personal information of other users without their consent
• Use the Services to send unsolicited commercial communications

4.1 Prohibited Use and Anti-Reverse Engineering

You shall not, and shall not permit or authorize any third party to:

• Copy, modify, replicate, adapt, or create derivative works from the platform interface, visual dashboard, user experience, proprietary workflows, or sequential operational processes, except as expressly permitted by applicable law or with our prior written authorization
• Reverse engineer, decompile, disassemble, decrypt, or otherwise attempt to derive or extract the system architecture, source code, data-processing methods, API payloads, webhook routing structures, algorithms, or other non-public technical components of the Services
• Use automated scraping, data mining, bots, spiders, crawlers, or extraction tools to harvest property addresses, geographic data, coordinates, customer information, service records, or any other platform data, except through functionality expressly provided or authorized by us
• Circumvent, disable, interfere with, or tamper with any access control, digital asset security, usage limitation, rate limit, event-tracking feature, or other technical protection embedded in the Services
• Use information obtained through the Services to reproduce or materially imitate the Services or to develop, train, operate, or improve a competing product or service

4.2 Competitor Access Restrictions

To the fullest extent permitted by applicable law, direct competitors of Pool Pilot Pro LLC, and their agents, employees, contractors, or representatives, may not access or use the Services without our prior written consent. You may not access, log into, observe, test, or analyze the Services—including their operational flows, feature sets, layouts, workflows, or processing sequences—for competitive intelligence or for the purpose of building, designing, training, operating, or contributing to a competing software-as-a-service product, pool service management platform, routing tool, marketing tool, or lead-generation platform.

4.3 Remedies for Breach

A violation of Sections 4.1 or 4.2 constitutes a material breach of these Terms and may result in immediate suspension or permanent termination of access without a refund, except where otherwise required by applicable law. You acknowledge that unauthorized use or disclosure of our proprietary technology, workflows, or confidential information may cause irreparable harm for which monetary damages may be inadequate. Accordingly, we may seek injunctive relief, specific performance, and any other legal or equitable remedies available, in addition to statutory damages, actual damages, costs, and other relief permitted by law.

5. Data Ownership and Content

5.1 Your Data

You retain all ownership rights to the data you enter into the Services, including customer information, service records, estimates, and other business data ("Your Data"). You grant us a limited license to use, process, and store Your Data solely for the purpose of providing the Services to you.

5.2 Customer Data

You are responsible for obtaining all necessary consents and permissions from your customers before entering their personal information into the Services. You agree to comply with all applicable privacy laws and regulations regarding the collection, use, and storage of customer data.

5.3 Service Photos and Documentation

Photos and documentation uploaded through the Services remain your property. We may use anonymized and aggregated data for analytics and service improvement purposes.

5.4 Data Retention and Archiving

The Services implement automated data retention and archiving policies to maintain system performance and manage storage. The following retention schedule applies:

• Active service records (water readings, chemicals, cleaning tasks, notes): Retained for 12 months from the service date, after which they are automatically archived.
• Archived service records: Retained for an additional 12 months in the archive (24 months total from service date), after which they are permanently deleted.
• Before & after service photos and additional photos: Retained for 90 days from the service date, after which photo references are automatically removed. If you need photos for longer, download them before the 90-day window expires.
• Inactive customer records: Service stops for customers marked inactive for more than 90 days are archived automatically, regardless of age.
• Estimates, agreements, and waivers: Retained indefinitely unless manually deleted.
• Customer and technician profiles: Retained for the duration of the business relationship.

You acknowledge and agree to these automated retention policies. It is your responsibility to export or download any data you wish to retain beyond the stated periods.

6. Forms, Agreements, Waivers, and Document Templates

6.1 Template-Based Document Tools

The Services include tools for creating, customizing, sending, and managing various business documents including but not limited to: Service Agreements, Drain & Chemical Wash Waivers, Credit Card Authorization Forms, Price Increase Letters, 1099 Independent Contractor Agreements, Pool Inspection Reports, and any other form templates that may be added to the platform (collectively, "Document Templates").

6.2 Templates Are Starting Points Only

All Document Templates provided by the platform are generic starting points intended to assist pool service businesses with common business documentation needs. They are NOT legal documents drafted by attorneys, and they are NOT tailored to any specific jurisdiction, business, or situation. The templates are editable and customizable — it is your sole responsibility to review, modify, and adapt them to meet your specific business needs and legal requirements before use.

6.3 No Legal Advice

Pool Pilot Pro LLC is a software platform provider, not a law firm, and does not provide legal advice. We make no representations or warranties regarding the enforceability, legal validity, legal sufficiency, completeness, accuracy, or fitness for any particular purpose of any Document Template or document created through the Services. The inclusion of any template on the platform does not constitute legal advice or a legal recommendation.

6.4 Your Sole Responsibility

You are solely and entirely responsible for:

• The content, accuracy, completeness, and legal sufficiency of any documents created, customized, or sent through the Services
• Ensuring all documents comply with applicable local, state, and federal laws regarding contracts, employment classification, electronic signatures, consumer protection, tax reporting, and any other relevant regulations
• Obtaining independent legal review of your documents before use — we strongly recommend having an attorney licensed in your jurisdiction review any document before you send it to a customer, subcontractor, or any other party
• Any and all disputes, claims, damages, or liabilities that arise from or relate to any document created, sent, or used through the Services
• Proper classification of workers as employees vs. independent contractors under applicable federal and state law — the availability of a "1099 Subcontractor Agreement" template does not constitute guidance on whether any individual should be classified as an independent contractor

6.5 No Liability for Document-Related Disputes

Pool Pilot Pro LLC shall have absolutely no liability for any claims, damages, losses, costs, fines, penalties, or expenses (including attorneys' fees) arising from or related to:

• Any dispute between you and your customers, subcontractors, employees, or any third party that involves a document created or sent through the Services
• The enforceability or unenforceability of any document or any provision within a document
• Any misclassification of workers (employee vs. independent contractor) or related tax, labor, or employment law violations
• Any regulatory action, audit, or investigation related to documents created through the Services
• Any customer or third-party claim that a document's terms are unfair, invalid, unconscionable, or otherwise unenforceable
• Your failure to customize, review, or obtain legal counsel regarding any document before use

BY USING THE DOCUMENT TEMPLATE FEATURES OF THE SERVICES, YOU ACKNOWLEDGE AND AGREE THAT POOL PILOT PRO LLC PROVIDES ONLY THE SOFTWARE TOOLS TO CREATE AND SEND DOCUMENTS AND BEARS NO RESPONSIBILITY WHATSOEVER FOR THE CONTENT, USE, OR LEGAL CONSEQUENCES OF ANY DOCUMENT CREATED THROUGH THE PLATFORM.

7. Billing Between You and Your Customers

The Services do not process payments between you and your customers. You are solely responsible for the accuracy of your estimates, compliance with applicable tax laws and regulations, and any billing or payment disputes with your customers. We are not a party to any financial transactions between you and your customers.

8. Internet Connectivity Requirements

The Services require an active internet connection to function. The platform does not currently support offline use. All data entry, photo uploads, route management, and service reporting require connectivity to our servers.

8.1 Service in Low-Connectivity Areas

If you or your technicians service pools in areas with limited or no cellular/internet coverage ("dead zones"), data cannot be submitted in real-time. You may complete service forms and upload photos after returning to an area with connectivity. We are not responsible for data loss resulting from interrupted connections during form submission.

8.2 Offline Capabilities

Offline functionality is not currently available. We recommend saving work frequently using the "Save Draft" feature, particularly in areas with unreliable connectivity. Future updates may include offline support with automatic synchronization.

9. Intellectual Property

The Services, including all software, designs, text, graphics, logos, and other content (excluding Your Data), are the property of Pool Pilot Pro LLC or our licensors and are protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or reverse-engineer any portion of the Services without our prior written consent.

10. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL POOL PILOT PRO LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

• YOUR USE OR INABILITY TO USE THE SERVICES
• ANY UNAUTHORIZED ACCESS TO OR USE OF OUR SERVERS AND/OR ANY PERSONAL INFORMATION STORED THEREIN
• ANY INTERRUPTION OR CESSATION OF TRANSMISSION TO OR FROM THE SERVICES
• ANY ERRORS, INACCURACIES, OR OMISSIONS IN ANY CONTENT OR DATA
• ANY DISPUTES BETWEEN YOU AND YOUR CUSTOMERS

OUR TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE AMOUNT PAID BY YOU TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

12. Indemnification

You agree to indemnify, defend, and hold harmless Pool Pilot Pro LLC and its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use of the Services
• Your violation of these Terms
• Your violation of any rights of any third party
• Any content you upload, submit, or transmit through the Services
• Your pool service operations and interactions with your customers
• Any documents, agreements, waivers, contracts, or forms created, customized, sent, or used through the Services, including any disputes or legal proceedings arising therefrom
• Any worker misclassification claims related to subcontractor agreements or any other employment-related documents created through the Services

13. Termination

We may suspend or terminate your access to the Services at any time, with or without cause, with or without notice. Upon termination, your right to use the Services will immediately cease. You may request a copy of Your Data within 30 days of termination. All provisions of these Terms which by their nature should survive termination shall survive, including ownership, warranty disclaimers, indemnity, and limitations of liability.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the updated Terms on our platform and updating the "Last updated" date. Your continued use of the Services after the effective date of any changes constitutes your acceptance of the modified Terms.

15. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Arizona, without regard to its conflict of law provisions. Any disputes arising out of or related to these Terms or the Services shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, conducted in Maricopa County, Arizona. Each party shall bear its own costs and attorneys' fees.

16. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining provisions shall remain in full force and effect.

17. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Pool Pilot Pro LLC regarding the use of the Services and supersede all prior agreements and understandings.

18. Contact Us

If you have any questions about these Terms, please contact us here.