PoolBook Privacy Policy

Last updated: June 3, 2026

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What we collect

• Owners: name, phone number, email (optional), pool address, pricing, and subscription payment method (stored as a tokenized reference at our payment processor — see below).
• Renters: phone number (caller ID from the call), recorded first/last name (audio file), the auto-generated text transcript of that recording, the booking selections made, and any name or notes the Owner manually adds to the contact record.

Voice recordings and transcripts

When a Renter calls a PoolBook booking number for the first time, the IVR records the Renter speaking their first and last name. We store the audio file on our servers and run it through a third-party transcription service (currently OpenAI's Whisper API) to convert it into searchable text. The recording is shown to the Owner so they can identify the Renter. Recordings and transcripts are retained for the lifetime of the booking record.

How payment data is handled

PoolBook does not process Renter payments — payments happen directly between Owner and Renter. We do process Owner subscription payments through Stripe. Owner card numbers are entered on Stripe's PCI-compliant hosted checkout page and are never seen by, or stored on, PoolBook's servers. PoolBook stores only a Stripe customer ID and subscription ID; card display details (brand, last four, expiration) live on Stripe and are visible in the Stripe-hosted billing portal.

SMS and voice calls

By providing your phone number to the platform — whether as an Owner signing up, or as a Renter calling a booking line — you consent to receive transactional SMS messages and automated voice calls from PoolBook including login verification codes, booking confirmations, day-of reminders, voice-call reminders before your slot, and cancellation notices. Message and data rates may apply. Reply STOP to opt out of non-essential SMS. Voice reminders can be disabled by the Owner on a per-pool basis.

How we use your data

• To deliver the booking service and connect Renters with Owners.
• To send transactional notifications (SMS, voice calls).
• To prevent fraud and enforce our Terms.
• To bill Owner subscriptions.
• To comply with legal obligations.

Service providers we share data with

• Telnyx — telephony (the booking phone numbers, IVR, voice reminders, voice OTP login).
• Stripe — Owner subscription billing, card storage, receipts, and the customer-facing billing portal. Renter card data is never collected by PoolBook.
• OpenAI — automatic transcription of the Renter's recorded name. Audio is sent to the Whisper API and a text transcript is returned. The audio is not used to train OpenAI models per their API terms.
• Hebcal — Jewish calendar overlay (Yom Tov / Shabbos times). We send only the pool's ZIP code; no personal data.

We do not sell user data and we do not share data for third-party advertising.

Retention

Booking history (date, time, code, renter name, status, payment record) is retained for seven (7) years for tax and dispute-resolution purposes. Voice recordings and transcripts are retained alongside the booking record. Account data is retained while your account is active and for ninety (90) days after closure, after which it is deleted or anonymized except where law requires longer retention.

Your rights

You may request access to, correction of, or deletion of your personal data at any time by emailing the address below. Some records (financial transactions, tax-relevant records) are retained for the period required by applicable law and cannot be deleted on request.

Children

PoolBook is not directed to children under 13 and we do not knowingly collect data from them.

Changes

If we materially change this policy, we will notify Owners by email or in-app notification at least thirty (30) days before the change takes effect.

Questions: [email protected]