Privacy Policy

1. Information we collect

• Account and sign-in. Your name, work email address and, if you add one, a phone number. You sign in with a 6-digit code or a link we email you, or with a password. A password is stored only as a hash by our sign-in provider, never in a form anyone can read.
• Your organization. The account’s name, contact name, email, phone and address, and its properties (names and addresses) and pools.
• Account content. What you and your team record: equipment (make, model, serial number, install date, condition), inspections and their ratings, water readings, service records, the capital plan, budgets and spending, alerts, reports, proposals and support tickets. When you ask us to, we also load service history from a system you used before.
• Documents and photos. Files you upload or email in: invoices, quotes, manuals, drawings, service reports, permits, contracts, and photos of equipment rooms and nameplates. Files are stored exactly as you upload them, so a photo keeps whatever its camera wrote into it, which can include where it was taken. The app itself reads only the date a photo was taken, in your browser, to date it.
• People you invite. The email address and role of each person invited to an account.
• Activity log. A record of each change to an account’s records: who made it, when, and what the record looked like before and after. It is how an account can see who changed what.
• Billing. When an account pays by card through the website, Stripe collects the card details; we never see or store them. We send Stripe the account’s name and the email address of the person who signs up, and we get back the subscription’s status, its trial end date and the number of pools billed.
• Sign-in records. For each successful sign-in: the email address, how you signed in, the network (IP) address, its approximate place, your browser type, and whether that address is new for you.
• Ask Hydro use. For each question asked: the time, the account and person, which part of the app, how long the answer took and whether it worked. Never the question or the answer.
• Website visits. Each page of the public website you view is recorded once per browser session: the page, the page that linked to it, any campaign tags in the link (utm_source, utm_medium, utm_campaign, utm_content), your browser type, your network address, its approximate city, region and country, and the name and number of the network that owns the address, with a flag when it belongs to a hosting or cloud provider. No cookie or visitor ID is used, and the record is never joined to an account.
• Contact form. Your name, company or property, email, phone, and what you tell us about your pools. The form is emailed to our team; it is not stored in our database.
• Sign-up form. For a self-serve trial: your name, work email, company or association, property name and address, and number of pools. This becomes your account.

2. How we use it

• To run HydroPM for your account: inventory, inspections, forecasts and the capital plan, alerts, reports and the document library.
• To send the email the service needs: sign-in codes and links, invitations, the alert emails an account switches on under Settings, replies to support tickets, and billing notices.
• To help a new account get started and to answer support requests.
• To keep accounts safe. Our staff get an email when someone signs in to a customer account, with the address, place and browser, so a sign-in that should not have happened gets noticed.
• To understand the website: which pages people read, which links and searches bring them, and which organizations’ networks visit. A network name identifies an organization’s internet connection, not a person. We may contact an organization that seems interested in HydroPM.

We do not sell personal data and we do not use it for advertising. Neither we nor our AI provider train AI models on your data.

3. AI features

HydroPM uses Anthropic’s Claude through our own account with Anthropic. Some features run on their own as part of how the app works; others run only when you ask.

• Reading documents and photos (automatic). Each file is sent to Anthropic right after it is saved, so its type, date, summary, key facts, equipment details, invoice and quote lines, water readings and service visits can be read. Photos are scaled down in your browser before they are sent. What comes back is a suggestion: nothing in your records changes until someone with access to the account reviews it and presses Apply or Post.
• Photo import (automatic). Nameplate and equipment-room photos added through import are read to suggest equipment records. A person reviews each suggestion before a record is created.
• Insights (automatic). Every week, when an inspection is completed, and when someone presses Refresh, a summary of the account’s equipment, readings, alerts and spending is sent to write the Insights page.
• Ask Hydro (when you ask). Your question and the conversation so far, plus a briefing on the account: account and property names, the equipment list with makes, models and serial numbers, open alerts, recent inspections and service, support tickets and, for roles that see dollars, the capital forecast and proposals. When it searches documents, the matching documents’ text is sent too. We do not save the conversation. If you ask it to open a support ticket, the ticket is saved like any other.
• Reports and document questions (when you ask). Your request and the account records or documents needed to answer it.

Anthropic processes this content to return an answer and, under our commercial terms with Anthropic, does not use it to train its models. AI never changes a status, a record or a dollar figure on its own, and the forecast is calculated from your equipment and service history, not guessed. Reading uploads cannot be switched off for an account today; if your organization needs that, contact us before you upload.

4. Email in

When Email in is switched on for an account, the account gets its own address. Mail from the account’s members, or from senders an Owner has allowed, is saved in Documents: the message as a PDF and each attachment as its own document, read as described in Section 3. For mail from anyone else we keep only the sender, subject and time so an Owner can decide whether to allow that sender; the message itself is not kept. Resend receives this mail for us.

5. Who at Hydromation can see your data

Our staff can see every account so they can set it up, support it and keep the service running. They open an account’s documents and photos only when a support request or a task you asked for needs it. Staff use AI tools from Anthropic in that work. The staff console sits behind a second sign-in check.

6. Storage and security

Your data, including files, is stored with Supabase (database, sign-in and file storage) in the United States, in Northern Virginia, and the app runs on Netlify in the same region. Each account can reach only its own data, and the database itself enforces that (row-level security), not just the app. Files are private and are opened through links that expire. One exception: a logo uploaded for report branding is stored where anyone with its link can see it. All traffic is encrypted in transit.

Please do not upload documents that show card numbers, bank account numbers or personal ID numbers. Black those out first.

7. Retention and deletion

• Account content and files are kept as long as the account exists, including after a subscription ends, so nothing is lost if you come back.
• Owners can delete documents and file versions at any time, and the files are removed from storage.
• To close an account, email us. We delete the account’s content, files, activity log, sign-in records and logins within 30 days of the request, usually much sooner. Copies can remain in our database provider’s backups until those expire. Billing records are kept as long as tax and accounting rules require.
• Website visit records are deleted after about 90 days.
• Sign-in records and Ask Hydro use records are kept while the account exists.
• Contact form messages are kept in our email as ordinary business correspondence.

8. Cookies, browser storage and analytics

• Cookies we set. The sign-in cookies that keep you signed in, and one cookie (hm_org) that remembers which account you last opened, for up to a year. Both are needed for the app to work.
• Browser storage. The website keeps a flag for each page in your tab’s session storage so a visit is recorded only once; it is gone when you close the tab. The app remembers a few display choices in your browser, such as which dashboard panels you folded and whether you dismissed the guide. None of this is sent to us.
• Google Analytics. Every page of the website and the app loads Google Analytics, which sets its own cookies (named _ga) to count visits and returning visitors, and reports to Google the page address, the referring page, your browser and device type and your approximate location. We do not send it names, email addresses or account content. Page addresses in the app can include record numbers, which are random IDs. You can block these cookies or use Google’s opt-out browser add-on; HydroPM works the same without them.
• Cloudflare Web Analytics. Counts page views and page speed without cookies.
• Cloudflare Turnstile. Checks the Contact and sign-up forms for bots. To do that, Cloudflare looks at your browser and network address.

9. Companies that handle data for us

We share data only with these service providers, and only as needed to run HydroPM:

• Supabase. Database, sign-in and file storage, in US East.
• Netlify. Hosting and server functions, in US East. Every request passes through Netlify, which keeps short-lived request logs.
• Cloudflare. Security and delivery in front of hydropm.com, cookieless web analytics, the bot check on our forms, and the sign-in check on the staff console.
• Anthropic. The AI features in Section 3, and the AI tools our staff use when supporting an account.
• Resend. Sending our email (sign-in codes, invitations, alerts, ticket replies, and Contact form messages to our team) and, when Email in is on, receiving mail for your account.
• Stripe. Card payments for self-serve accounts.
• Google. Google Analytics, as described in Section 8.
• IPinfo. The name and number of the network that owns a website visitor’s address. IPinfo receives the address and nothing else. IP address data is powered by IPinfo.
• Microsoft. Our staff email (Microsoft 365), where Contact form messages, support notices and staff alerts arrive.

We may disclose data when the law requires it, or to protect the rights and safety of Hydromation, our customers or the public. If we add a provider that receives personal data, we will update this list before it starts.

10. Your choices and rights

You can:

• see the personal data we hold about you and correct anything wrong (your name, phone and your organization’s details can be edited under Settings);
• export your account’s records (reports as PDF, CSV and JSON, and Download all in Documents);
• ask us to delete your personal data or the whole account;
• turn alert emails on or off under Settings, Notifications.

Email dmclaughlin@hydromationpm.com. We answer within 30 days. An account belongs to the organization that holds it, so if you were invited to someone else’s account, some requests about its content need that account’s Owner; we will help them answer.

11. Children

HydroPM is for business use by adults. We do not knowingly collect data from anyone under 18, and if we learn that we have, we delete it.

12. Changes to this policy

When the software starts collecting something new or uses data in a new way, we update this page first. For a material change we will email each account’s Owners at least 14 days before it takes effect. The dates at the top show the current version.

13. Contact

Privacy questions or requests: