1) Overview & Scope

This Privacy Policy explains how PoolHost.com (“PoolHost,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information when you use our website and services (the “Service”). By using the Service, you consent to the practices described in this Policy. This Policy applies to information collected online through the Service and does not cover offline collection.

2) Information We Collect

Information you provide to us

• Account details such as name, email address, password, and optional profile information (e.g., mailing address, phone number).
• Payment-related details necessary to process purchases (handled by our payment processor; see Payment Processing below).
• Pool participation data (e.g., pools you create or join, picks you enter, messages you send via the Service).
• Support inquiries and other communications you send to us.

Information collected automatically

• Usage and diagnostic information about how you interact with the Service (pages viewed, features used, timestamps).
• Device and technical data (browser type/version, operating system, IP address).
• Cookies and similar technologies that help us keep you signed in, remember preferences, and understand Service usage (see Cookies & Similar Technologies).

Information from third parties

• Payment processors may provide us with limited information related to your transactions (e.g., payment status) so we can fulfill purchases and provide support.

3) How We Use Information

• Provide, operate, and improve the Service (including scores, standings, and pool features).
• Create and manage your account; authenticate logins; maintain security and integrity.
• Process transactions and provide customer support.
• Send communications related to your account, the Service, and your pools (see Communications & Choices).
• Understand Service usage to improve functionality, reliability, and user experience.
• Comply with legal obligations and enforce our Terms of Use.

4) Communications & Choices

We send different types of emails and notifications:

• Transactional & required communications (cannot be disabled): password resets, account verification, security alerts, critical Service or policy notices, and replies to your support inquiries.
• Service notifications you can control: newsletters/product updates and pick-entry reminders/alerts.

You can manage optional communications in your profile by clicking the profile icon (upper right) → Edit Profile → Communication tab (turn off newsletters and pick-entry alerts). We also include unsubscribe links in certain messages when applicable.

Pool Admin ↔ Pool Member: When you join a pool, you implicitly agree to receive communications from that pool’s Pool Admin (e.g., instructions, reminders, updates). If you prefer not to receive communications from a specific Pool Admin, go to My Pools in the menu and Resign from that pool.

5) Cookies & Similar Technologies

Cookies are small files placed on your device by your browser. We use:

• Essential cookies to sign you in, keep your session, and provide core functionality.
• Preference and performance cookies to remember settings and help us analyze how the Service is used so we can improve it.

You can control cookies through your browser settings; if you disable cookies, parts of the Service may not function properly.

6) How We Share Information

• Service providers: We share information with trusted vendors who help us operate the Service (e.g., hosting, email delivery, customer support, payment processing). They may only use information to perform services on our behalf and must protect it.
• Within your pools: Information you submit in a pool (e.g., entries, messages, display name) may be visible to the Pool Admin and other Pool Members per the Service’s design.
• Legal and safety: We may disclose information to comply with law, enforce our policies, or protect the rights, property, or safety of PoolHost, our users, or others.
• Business transfers: If we explore or complete a merger, sale, or transfer of assets, information may be transferred as part of that transaction.
• Aggregated or de-identified data: We may share information that does not identify you for analytics and Service improvement.

We do not sell your personal information. We also do not share personal information for cross-context behavioral advertising.

7) Payment Processing

We use reputable payment gateway providers. Sensitive payment information is transmitted over TLS/SSL directly to the payment processor and is stored by them with appropriate protections. We do not store full credit card numbers on our servers.

8) Data Retention

We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Pool history (e.g., results, standings) may be retained for integrity and audit purposes. If you request deletion, we will take reasonable steps to delete or de-identify your personal information, subject to any legal or operational requirements.

9) Security

We implement administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is 100% secure; we cannot guarantee absolute security. Please use a strong, unique password and keep your account credentials confidential.

10) Children’s Privacy

The Service is intended for users aged 13 and older. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us and we will take appropriate steps to delete it.

11) Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, such as the right to access, correct, delete, or obtain a copy of your data, and to opt out of certain processing. California residents have rights under the California Consumer Privacy Act (CCPA/CPRA), including rights to know, delete, correct, and to opt out of “sale” or “sharing” of personal information. As noted above, we do not sell personal information or share it for cross-context behavioral advertising.

To exercise rights, manage communication preferences, or make a privacy request, contact us at admin@poolhost.com. We may need to verify your identity before fulfilling a request.

12) International Users

The Service is controlled and operated from the United States. If you access the Service from outside the U.S., you understand that your information may be processed and stored in the U.S. and other countries where our service providers operate.

13) Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies.

14) Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated “Last updated” date. Your continued use of the Service after changes take effect indicates acceptance of the updated Policy.

15) Contact Us

16) Relationship to Terms of Use

Please also review our Terms of Use, which govern your use of the Service and include additional terms about communications, pool participation, limitations of liability, and other important provisions.