Legal
Privacy policy
This policy explains what personal information Virtual Manager Services, Inc. collects when you visit poolmanagementsystem.com or sign up for Pool Management System, why we collect it, who we share it with and the choices you have.
- Effective date: September 2, 2026 (version 1.0).
- Applies to the public website and the signup flow. Data your company enters into the platform after login is governed by your subscription agreement and its data-processing terms.
- 1.
Who we are
Pool Management System is operated by Virtual Manager Services, Inc., a Florida corporation, 6097 Balboa Circle, Apt 402, Boca Raton, FL 33433, United States ("we", "us"). For anything in this policy, write to contact@poolmanagementsystem.com.
Pool Management System is business software for pool service companies. This policy covers visitors of our website and the people who create an account. It does not cover the customers of our subscribers: when a pool company stores its own customers' data in the platform, that company decides how the data is used and we process it on its behalf under the subscription agreement.
- 2.
Information we collect
Information you give us. On the signup form: first and last name, work email, phone (optional), password, company name, city, state, postal code and country, plus the plan and any coupon you chose. On the contact form: your name, email, company and message. The public demo opens an anonymous, read-only session and asks for nothing. If you tick the marketing box, we record that choice.
Payment details. Your card is entered in a secure field provided by Stripe, our payment processor. The card number goes directly to Stripe and never reaches our servers; we keep only a reference to the payment method, the last four digits, the card brand and the billing status Stripe reports to us.
Information collected automatically. When you browse the site our servers log your IP address, browser and device type, pages requested, referring URL and timestamps, which we need to run and protect the site. A first-party session identifier is set as a cookie; with your consent it is kept between visits so analytics can recognise a returning visitor.
Information from analytics and advertising tools, only after you opt in. See the section on cookies and tracking below.
- 3.
How we use information
To create and administer your account, verify your email, set up your subscription and bill it through Stripe.
To answer your requests and send the service messages an account needs (confirmation, security, billing, changes to these terms).
To send marketing emails about Pool Management System when you ticked the marketing box. Every email includes an unsubscribe link and you can opt out at any time.
To operate, secure and improve the website and the product, including detecting abuse and understanding which pages and features are used, in aggregate wherever possible.
To comply with law, enforce our terms and protect our rights, our customers and the public.
- 4.
Cookies, analytics and advertising
Strictly necessary cookies (session, security, language and your cookie choice itself) always run. Everything else is off until you accept it in the cookie banner, and you can change your decision at any time from the Cookies page.
Analytics (with your consent): Google Analytics 4 measures visits and page views, and Microsoft Clarity records how the page is used — clicks, scrolling and an anonymised replay of the session with everything you type masked. We use them to understand what works on the site.
Marketing (with your consent): the Meta Pixel and the LinkedIn Insight Tag let us measure our advertising campaigns and show relevant ads to people who visited the site. When enabled, these tools send Meta and LinkedIn information about your visit under their own privacy policies.
We do not sell personal information. The marketing tools above may be treated as "sharing" for advertising purposes under some U.S. state laws; they never load unless you opt in, and declining or withdrawing consent stops them. Full details are on the Cookies page.
- 5.
Who we share information with
Service providers that process data for us under contract: Microsoft Azure (hosting and storage, United States), Stripe (payments and subscription billing), SendGrid (transactional and marketing email), Google (Analytics, with consent), Microsoft (Clarity, with consent), Meta and LinkedIn (advertising measurement, with consent).
Authorities, courts or other parties when the law requires it, to enforce our terms, or to protect the rights, safety or property of us, our customers or others.
A buyer or successor if our business is sold or merged; we would tell you before your information becomes subject to a different privacy policy.
We do not share your information with anyone else for their own marketing.
- 6.
How long we keep information
Account and billing records: for as long as your account is active and afterwards for the period needed to meet tax, accounting and legal obligations, and to resolve disputes.
Contact requests: until the request is closed and for a reasonable period afterwards to follow up, unless you ask us to delete them sooner.
Server logs: for a limited period for security and troubleshooting. Analytics data is kept according to the retention settings of the tool and is aggregated where possible.
Your cookie decision: stored in your browser for up to 12 months; after that the banner asks again.
- 7.
Security
Connections to the site and the platform are encrypted in transit (TLS). Data is stored on Microsoft Azure with access limited to the people and systems that need it, and card data is handled by Stripe rather than by us.
No online service can promise perfect security. If we learn of a breach that affects your personal information we will notify you and the relevant authorities as applicable law requires.
- 8.
Your choices and rights
You can update your account details in the platform, unsubscribe from marketing with the link in any email, and change cookie consent from the Cookies page at any time.
You can ask us to access, correct or delete the personal information we hold about you, or to tell you what we hold. Write to contact@poolmanagementsystem.com; we will verify that the request comes from you and respond within the time required by the law that applies to you. Some information must be kept to complete a transaction, comply with the law or maintain security.
Depending on where you live, state or national privacy laws may give you additional rights, including the right not to be discriminated against for exercising them and the right to appeal a decision. We honour these rights where they apply.
Our customers' customers: if a pool company that uses Pool Management System holds your data, please contact that company; we will help them respond.
- 9.
Children
The website and the service are intended for businesses and their adult staff. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.
- 10.
International visitors
We are based in the United States and process information there. The service is offered to companies in the United States. If you visit from another country, your information is transferred to and processed in the United States, where privacy laws may differ from those of your country.
- 11.
Changes to this policy
When we change this policy we update the effective date at the top. For material changes we will notify account holders by email or through the platform before the change takes effect. Adding a new analytics or advertising tool always requires your fresh consent through the cookie banner.
Privacy questions or requests?
Write to contact@poolmanagementsystem.com or use the contact form. Please say what you are asking for (access, correction, deletion, opt-out) so we can act on it quickly.