Privacy Policy

Emmanuel Pools LLC (“Company,” “we,” “our,” or “us”) is committed to protecting the privacy and security of your personal information. This Privacy Policy describes what data we collect, how we use it, who we share it with, and your rights regarding your information.

This policy applies to all information collected through our website (emmanuelpools.com), our customer portal, our mobile communications, and in the course of delivering our services.

1. Information We Collect

1.1 Customer Information

Full name, email address, phone number, and mailing address
Property address where pool services are performed
Project details: pool specifications, design preferences, equipment selections
Photos and videos of your property and pool (site surveys, progress documentation, before/after)
Communication history: emails, text messages, portal messages, and phone call logs
Proposal and contract details, including digital signatures

1.2 Financial Information

Payment information for invoice processing (credit card numbers, bank account details for ACH)
Deposit and payment history
Escrow account records maintained under NY Lien Law 71-a

Credit card numbers are processed through our payment processor and are not stored on our servers. Bank account information for ACH payments is encrypted and stored securely.

1.3 Employee & Contractor Information

For employees and subcontractors, we collect:

Social Security Numbers (SSN) for payroll tax reporting and 1099 generation
Direct deposit bank account and routing numbers
W-4 and I-9 documentation
Workers' compensation and liability insurance certificates
License numbers and certifications

Employee SSNs and financial data are encrypted at rest and in transit. Access is restricted to authorized personnel on a need-to-know basis.

1.4 Portal & Website Data

Portal login credentials (PIN, 2FA verification status)
IP addresses and browser information
Pages visited, features used, and interaction patterns
Device type, operating system, and screen resolution

1.5 AI-Generated Content

When we use AI features (pool renderings, equipment descriptions, proposal generation), the following data may be processed by AI service providers:

Pool dimensions, specifications, and design parameters
Equipment names, models, and technical specifications
Property address and site conditions (for rendering context)

2. How We Use Your Information

To provide quotes, proposals, and respond to service inquiries
To execute and manage pool construction, renovation, and service projects
To communicate about your project status, schedule, and milestones
To process payments, generate invoices, and manage escrow accounts
To generate permit applications and construction drawings
To create AI-powered pool renderings, equipment recommendations, and pricing estimates
To send service reminders, seasonal maintenance notifications, and warranty alerts
To process payroll, tax filings, and regulatory compliance for employees
To improve our services, website, and customer experience
To comply with legal obligations, including tax reporting and contractor licensing requirements

3. How We Store Your Data

3.1 Database Storage

Your data is stored in a Neon PostgreSQL database hosted on secure cloud infrastructure. All data is encrypted at rest using AES-256 encryption and in transit using TLS 1.2 or higher.

3.2 File Storage

Project documents, photos, drawings, and contracts are stored on secure cloud storage with access controls. Backup copies are maintained for disaster recovery.

3.3 Security Measures

All web traffic is encrypted via HTTPS/TLS
Database access is restricted to application servers with IP whitelisting
Employee and contractor SSNs are encrypted with application-level encryption
Portal access requires PIN authentication with optional two-factor authentication (2FA)
Administrative access requires 2FA
Regular security reviews and dependency updates

4. Who We Share Your Information With

We do not sell your personal information. We may share information with the following categories of service providers, solely for the purposes described:

4.1 Business Operations Partners

Zoho One (Books, Sign, CRM, Mail): Accounting, invoicing, digital signatures, customer relationship management, and business email
Mercury Financial: Business banking and escrow sub-account management for project trust funds
Twilio: SMS notifications for project updates, appointment reminders, and 2FA verification codes

4.2 AI Service Providers

Anthropic (Claude): AI-powered proposal generation, equipment descriptions, pricing calculations, drawing assistance, and receipt OCR
OpenAI: AI-powered 3D pool renderings and design visualizations

Data shared with AI providers is limited to what is necessary for the specific feature. We do not share customer names, contact information, or financial data with AI providers unless required for the specific function (e.g., generating a proposal addressed to a customer).

4.3 Mapping & Location Services

Google Maps: Property address geocoding, route planning for service calls, and embedded maps on our website

4.4 Other Sharing

Equipment manufacturers: For warranty registration and claims processing
Municipality building departments: Permit applications and inspection scheduling
Insurance companies: Claims processing when applicable
Legal authorities: When required by law, subpoena, or court order
Tax authorities: IRS and NYS tax filings (1099s, sales tax returns)

5. Employee & Contractor Data Handling

We handle employee and contractor data with heightened security:

SSN storage: Application-level security measures protect sensitive data such as Social Security Numbers. Access is logged and restricted to authorized payroll administrators.
Payroll records: Maintained in compliance with IRS record retention requirements (minimum 4 years). Includes pay rates, hours worked, withholdings, and deduction records.
Direct deposit information: Bank account and routing numbers are encrypted and transmitted securely to payroll processing systems.
Workers' compensation records: Maintained as required by New York Workers' Compensation Law.

6. Customer Portal Data

When you use the Emmanuel Pools customer portal, we collect and store:

Your portal authentication credentials (hashed PIN, 2FA preferences)
Your activity within the portal (proposals viewed, documents downloaded, payments made)
Messages and communications sent through the portal
Digital signatures and their associated certificates (timestamp, IP address)

Portal sessions expire after a period of inactivity. You can request deactivation of your portal account at any time.

7. Cookies & Tracking

We use cookies and similar technologies as described in our Cookie Policy. This includes essential session cookies, analytics cookies, and third-party cookies from services we integrate.

8. Data Retention

Active customer data: Retained for the duration of our business relationship and for 7 years after the last service or project completion (to cover warranty periods and tax retention requirements)
Financial records: Retained for a minimum of 7 years per IRS requirements
Employee/contractor records: Retained for 4 years after termination per IRS requirements, or longer if required by state law
Website analytics data: Retained for 26 months
Portal activity logs: Retained for 3 years
Project photos and documents: Retained for the life of the warranty period plus 2 years

9. Your Rights

You have the following rights regarding your personal information:

Right to access: Request a copy of all personal information we hold about you
Right to correction: Request correction of inaccurate or incomplete information
Right to deletion: Request deletion of your personal information, subject to legal retention requirements (we cannot delete records we are legally required to maintain, such as tax records and contract documents)
Right to portability: Request your data in a commonly used, machine-readable format
Right to opt out: Opt out of marketing communications at any time

To exercise any of these rights, contact us at info@emmanuelpools.com or call (631) 623-7992. We will respond within 30 days.

10. New York & CCPA Compliance

While Emmanuel Pools primarily operates in New York, we comply with applicable privacy regulations:

New York SHIELD Act: We implement reasonable data security safeguards as required by the Stop Hacks and Improve Electronic Data Security Act. In the event of a data breach affecting your private information, we will notify you and the NY Attorney General as required by law.
CCPA (California residents): If you are a California resident, you have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect, the right to delete, and the right to opt out of the sale of personal information. We do not sell personal information.

11. Children's Privacy

Our website and services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect upon posting to our website. We will notify active customers of material changes via email or portal notification.

13. Contact Us

For privacy-related questions, data requests, or concerns:

Email: info@emmanuelpools.com
Phone: (631) 623-7992
Address: Emmanuel Pools LLC, New York, NY

Last Updated: March 2026

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