This Privacy Policy explains how ProPools processes the personal data of the users of the ProPools application (staff and clients), in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and Portuguese Law no. 58/2019 of 8 August.
1. Data Controller
For any question about your personal data, please contact us at the email address above.
2. What Data We Process
We only process the data needed for the application to work:
- Account data: name, email, phone, role (administrator, technician or client), language and password (stored encrypted).
- Pool and service data: address and location of the pools, maintenance records (water parameters, tasks carried out, products used, notes and photos), scheduled tasks and water filling sessions.
- Technicians' work data: records made, QR code scans, stock movements and, when location verification is enabled, the GPS location at the time of the record.
- Technical data: IP address, browser data and an activity log of the application, for security and troubleshooting.
- Notifications: if you allow notifications on your device, a device identifier used to send them.
3. Purposes and Legal Bases
- Providing the contracted maintenance services and informing clients about them — performance of a contract (GDPR article 6(1)(b)).
- Organising the team's work (schedule, records, stock) and verifying attendance at the pools — performance of the employment contract and the company's legitimate interest (GDPR article 6(1)(b) and (f)).
- Sending notifications to your device — your consent, given through the browser or phone permission, which you can withdraw at any time in the device settings (GDPR article 6(1)(a)).
- Keeping the application and the data secure — legitimate interest (GDPR article 6(1)(f)).
- Complying with legal obligations, such as tax obligations — legal obligation (GDPR article 6(1)(c)).
We do not use your data for advertising, we do not sell it, and we do not make automated decisions with legal effects about you.
4. Who Receives the Data
The data is processed by ProPools and, only as far as necessary, by the following service providers (processors):
- The hosting company where the application and the database are installed.
- The application supplier, only when needed for technical support and with the authorisation of ProPools.
- The email service used to send the application's messages.
- OneSignal, to send notifications to devices (if enabled).
- OpenAI or Anthropic, for the AI-assisted analysis of pool parameters and photos (only if this feature is enabled).
Data may also be disclosed to authorities where required by law. We do not sell or share the data with third parties for any other purpose.
5. Transfers Outside the European Economic Area
Some of these providers (OneSignal, OpenAI, Anthropic) may process data outside the European Economic Area, particularly in the United States. In such cases, transfers take place with the safeguards provided for in the GDPR, such as the adequacy decision for the EU-US Data Privacy Framework or the standard contractual clauses approved by the European Commission.
6. How Long We Keep the Data
- Account data: while the account is active; afterwards it is deleted or anonymised, unless the law requires it to be kept.
- Maintenance records and photos: during the contractual relationship and for as long as needed for the service history and legal obligations.
- Technical and activity logs: for the period needed to keep the application secure.
7. Your Rights
Under the GDPR, you have the right to access your data, ask for it to be corrected or erased, ask for processing to be restricted, object to processing based on legitimate interest, receive the data you provided in a structured format (portability) and withdraw your consent at any time.
To exercise these rights, contact us at admin@propools.pt. We reply within one month and may ask you to confirm your identity.
You also have the right to lodge a complaint with the Portuguese Data Protection Authority (CNPD – www.cnpd.pt).
8. Cookies and Local Storage
The application only uses cookies and local storage that are strictly necessary for it to work: the session cookie (to keep you signed in), protection against forged requests (CSRF) and preferences such as language and theme. No analytics or advertising cookies are used, so no consent is required.
9. Security
We take appropriate technical and organisational measures to protect the data, including an encrypted connection (HTTPS), encrypted passwords, role-based access and backups.
10. Changes
This Privacy Policy may be updated. The version in force is the one published on this page, with the date of the last update.