Privacy Policy

Aquasani OS is used by Aquasani staff to run customers, service, field work, billing, and marketing. The business contact for privacy questions is:

• Email: service@aquasani.com
• Phone: 417-881-4000
• Web: aquasani.com
• Location: Springfield, MO

Aquasani OS supports day-to-day operations, including:

• Accounts, contacts, locations, and equipment (CRM)
• Service orders, scheduling, routes, and field technician workflows
• Customer signatures on completed work (secure link, no staff login required)
• Intake and public website forms (for example contact and water-cooler interest)
• Billing, payments, reports, and related documents
• Inbound mail / scanned work-order processing (OCR) when enabled
• Marketing: connect a Facebook Page (and optionally Instagram when enabled) to publish posts on behalf of the business
• Staff notifications, team messaging, and activity logs

Staff accounts

• Sign-in via Google for allowlisted @aquasani.net Workspace accounts (hosted auth through our database provider)
• Name, email, role, permissions, and preference settings (for example accessibility)
• Device push-notification subscriptions when staff enable alerts

Business and customer records

• Company and household details, contacts, phone numbers, emails, and service addresses
• Service history, work orders, notes, photos or attachments staff upload, and signatures
• Equipment (coolers and related assets), routes, and schedule data
• Billing, payment, and report information entered or generated in the app
• Form and intake submissions from public pages or embeds on aquasani.net
• Scanned documents and extracted fields when mail OCR / Document AI features are used

Technical and diagnostic data

• Standard server logs (for example request timing and soft errors) to keep the app reliable
• Offline / PWA cache on staff devices for field use — not used to sell advertising

• Operate Aquasani service, scheduling, field visits, and office workflows
• Communicate with customers about inquiries, appointments, and service (including form consent text)
• Generate documents, reports, and billing artifacts staff need to run the business
• Publish approved marketing content to connected social Pages
• Secure the app (access control, inactive-account handling, abuse prevention on public forms)
• Improve reliability using error and operational signals

When a permitted staff member uses Connect Facebook (Meta Login / Facebook Login) in Aquasani OS, we request access needed to list Facebook Pages the person manages and to publish posts to the selected Page on behalf of Aquasani. Tokens are stored encrypted on our servers for the workspace — not shown in the browser as reusable credentials.

• Use: connect Pages and publish marketing content staff create in Aquasani OS. We do not sell Meta/Facebook data.
• Instagram: Instagram publishing may be enabled later for linked Business accounts; until then, Facebook Page connect and publish are the primary path.
• Disconnect: staff with permission can disconnect Meta from Field Settings or Marketing integrations; that removes our stored connection for publishing.
• Meta's own policies also apply to data Meta processes. See Meta's Privacy Policy.

We share information only as needed to run the product, for example:

• Infrastructure providers that host the app and database (for example Vercel hosting and our Postgres / auth provider)
• Google (staff sign-in; optional Calendar / Gmail integrations when connected by admins)
• Meta / Facebook when staff connect a Page and publish
• Maps or AI helpers when those features are turned on for the workspace
• When required by law or to protect Aquasani, staff, or customers

We do not sell personal information or Meta Login data.

Business records (accounts, service history, billing, signatures, and marketing connection metadata) are kept as long as needed for Aquasani operations and record-keeping, unless staff delete them or a workspace admin requests removal. Auth sessions end when staff sign out or accounts are deactivated. Technical logs are kept for a limited operational period.

• Staff: update profile preferences in Settings; ask an administrator to adjust access or deactivate an account.
• Customers / form submitters: contact Aquasani using the details above to review or correct information we hold for service, or to opt out of marketing texts where those channels apply (see the consent language on each public form).
• Meta: manage Facebook apps and Page permissions in your Facebook / Meta account settings, and disconnect inside Aquasani OS when available.

Access is limited to signed-in, allowlisted staff with role-based permissions. Public customer pages (forms, signature links) are designed to expose only what that link or form needs. Tokens for social publishing are encrypted at rest. No security measure is perfect; report concerns to service@aquasani.com.

Aquasani OS is a business operations tool. It is not directed at children under 13, and we do not knowingly collect information from children through this app.

We may update this policy when the product changes. The "Last updated" date at the top will change when we do. Continued use of Aquasani OS after an update means the revised description applies.

Questions about this policy or Aquasani OS data practices: service@aquasani.com or 417-881-4000. Staff can also ask an Aquasani administrator.