Privacy Policy
Effective date: [Insert date] · Halcyon Pool Co., Baton Rouge, LA
Halcyon Pool Co. ("Halcyon," "we," "us," or "our") provides residential pool cleaning, chemical maintenance, equipment repair, and related services to customers in Baton Rouge, Louisiana and the surrounding parishes. This policy explains what information we collect, how we use it, and the choices you have. It applies to our website at halcyonpoolco.com, our customer portal, and the service relationship we have with you.
Information we collect
We collect the information needed to schedule visits, service your pool safely, and bill you accurately, including:
- Contact details. Name, mailing address, phone number, and email address.
- Service address and property access information. The address where service is performed, gate codes, lockbox codes, alarm instructions, dog or pet notes, and any other access notes our technicians need to reach your pool equipment or pool area safely. This information is stored only to support scheduling and dispatch and is shared internally on a need-to-know basis with the technician assigned to your account.
- Appointment and service history. Visit dates, chemical readings, work performed, photos of equipment or repairs (when taken for documentation purposes), and technician notes.
- Invoice and payment records. Billing address, service plan, invoice amounts, and payment status. Payments are processed through our third-party payment provider. Halcyon does not store your full card number, CVV, or bank account number on our own systems. Our payment processor handles that data directly under its own security standards and privacy practices.
- Communications. Messages you send us by phone, email, text, or through the customer portal, including service requests and feedback.
- Website usage information. Basic technical data collected automatically when you visit halcyonpoolco.com, described further below under Cookies and Analytics.
How we use your information
We use the information above to:
- Schedule and route technicians, and grant them the access needed to complete a visit
- Maintain accurate service and chemical treatment records for your pool
- Send appointment confirmations, arrival notices, and service summaries
- Generate and send invoices, and process payments through our payment provider
- Respond to questions, service requests, and complaints
- Improve our services and route planning
- Meet recordkeeping and legal obligations
We do not sell your personal information, and we do not share your gate codes or access notes outside our company except with the technician performing your service.
Third parties we work with
To run the business, we share limited information with a small number of service providers, including a payment processor (to securely process invoice payments), scheduling and dispatch software, email and text messaging tools, and accounting software. These providers are only given the information they need to perform their function for us, and they are not permitted to use your information for their own marketing purposes. We may also disclose information if required by law, subpoena, or court order, or to protect the safety of our technicians or customers.
Cookies and website analytics
Our website uses cookies and similar tools to understand how visitors use the site (for example, which pages are viewed and how visitors arrive at the site) and to remember basic preferences. This helps us keep the site working well and improve it over time. You can disable cookies in your browser settings, though some site features, like the online booking form, may not work as well without them.
Data retention
We keep service history, invoice records, and related account information for as long as you are an active customer, and for a reasonable period afterward to meet accounting, tax, warranty, and legal recordkeeping needs. Property access notes (gate codes, pet notes, and so on) are removed or updated when you close your account or when you tell us they are no longer accurate, whichever comes first.
Your rights and choices
You can ask us at any time to see what information we have on file, correct inaccurate information (like an old gate code or the wrong pet name), delete your account information once you are no longer an active customer and we have no outstanding legal or accounting need to retain it, or opt out of marketing emails or texts. Service and billing communications related to an active account are not marketing and may continue while you are a customer. To make any of these requests, contact us using the information below.
Your customer portal account
If you use our online customer portal, you control the access notes, contact information, and payment preferences tied to your account through your own login. You can update most of this information yourself at any time without contacting our office.
Security
We take reasonable steps to protect the information we hold, including limiting access to property notes and account information to employees who need it to do their jobs, and relying on our payment processor's security standards for anything payment-related. No system is perfectly secure, and we cannot guarantee absolute protection of information transmitted online.
Changes to this policy
We may update this policy from time to time as our services or tools change. The effective date at the top of the page reflects the most recent version. Material changes will be posted here and, where appropriate, communicated to active customers directly.
Contact us
Questions about this policy or your information can be directed to:
Halcyon Pool Co., Baton Rouge, Louisiana
Phone: (225) 555-0142
Email: [email protected]