PLATFORM PRIVACY NOTICE

1.1 What we collect

When you submit an application we collect:

• Identity and contact: first and last name, email address, phone number, WhatsApp number (if you provide one), city and state location, and LinkedIn profile URL (if you provide one)
• Eligibility: your work authorization status and whether you hold a valid driver license
• Qualifications: years of relevant experience, CPO certification status, and your answers to the screening questions attached to the role
• Availability and compensation: your earliest start date, the schedule you are available for, and your expected pay rate
• Your resume, if you upload one (PDF, Word, or image formats)

If you advance in the process, we additionally collect interview notes, assessment responses, and correspondence between you and our recruiting team.

We do not ask for your Social Security number, date of birth, government ID numbers, bank details, salary history, or demographic information as part of the online application.

1.2 How we use it

We use application data solely to evaluate your candidacy, communicate with you about the role, schedule interviews and assessments, and, if you are hired, to begin onboarding.

1.3 Automated review of applications

We use an AI model to help review applications, and you should know how.

When you submit an application with a resume attached, an automated system reads the resume and produces a written summary, a fit rating, and a score against the requirements published for that role. Assessment responses are summarized the same way later in the process.

Three things about this matter:

1. It is advisory only. The output is a note for our recruiting team that helps them prioritize which applications to read first. It does not reject or filter anyone, no application is screened out automatically, and no hiring decision, including the decision to move you forward or not, is made by an automated system. A person reviews every application.
2. We do not train AI models on your data. Our AI provider processes your resume only to return that one summary and rating, and we do not permit its use for model training.
3. You can ask about it. If you want to know what the automated summary said about your application, or you want your application reviewed without it, contact us at the address in Section 6 and we will accommodate the request.

1.4 Who sees your application

Your application is visible to Pool Pros owners, hiring managers, and recruiting staff. New applications and assessment submissions are also posted to a private, access-controlled Pool Pros channel in Slack so the hiring team sees them promptly. That channel is internal to Pool Pros and is not public.

Email we send you about your application is delivered through our email provider (see Section 5).

We do not sell your information, share it with other employers or recruiters, or use it for advertising.

1.5 How long we keep it

We retain applications and resumes so that we can consider you for future openings and to meet our recordkeeping obligations as an employer. You may ask us to delete your application at any time using Section 6, and we will do so unless we are legally required to retain it.

2.1 What we access

We request a single scope, com.intuit.quickbooks.accounting, and use it read-only. We retrieve two reports, Aged Receivables and Aged Payables, once daily, and store from them:

• The QuickBooks company identifier, the report as-of date, and the retrieval time
• Total, current, and overdue balances, and the amount in each aging bucket (current, 1 to 30, 31 to 60, 61 to 90, and 91 or more days)
• For each customer or vendor carrying a balance: their display name and those balance amounts
• How many customers or vendors appear on each report

We also store the OAuth tokens that authorize these requests.

2.2 What we do not access

We do not retrieve, store, or process individual invoices, bills, estimates, payments, or any transaction-level detail; bank account or card numbers; customer or vendor addresses, emails, or phone numbers; payroll data or employee compensation; tax identifiers or Social Security numbers; or the chart of accounts, general ledger, or journal entries.

We hold no Intuit Payments credentials and make no calls to the Intuit Payments API. We never write to the QuickBooks company.

2.3 How it is used and protected

This data is used only for internal financial review by staff with Finance permissions, and is displayed on our internal finance pages. It is not sent to any AI or machine learning service and is not used to train any model. It is not shared outside Pool Pros.

QuickBooks OAuth access and refresh tokens are encrypted at rest with AES-256-GCM using a key held only on our backend, are decrypted only inside server-side code at the moment a request is made, and are never exposed to a browser or written to a log. Intuit rotates the refresh token on each renewal; we persist the replacement immediately and discard the prior value.

2.4 Disconnecting

An authorized user may disconnect QuickBooks at any time from the platform integrations settings. Disconnecting revokes our grant with Intuit and permanently deletes the stored tokens, after which we can make no further requests. Previously retrieved aging snapshots are retained as historical records of our own finances; they can be deleted on request under Section 6.