PRIVACY NOTICE

How this app handles information

Hot Water Pros LLC provides this app for homeowners and independent plumbing companies. You can browse public resources and request service as a guest. Account features let you save private equipment records and access records a plumber shares with you. A water-heater record is not manufacturer warranty registration.

Accounts and saved contact details

For account features, we use Supabase for email and password authentication and cloud database processing. Account information includes your user ID, verified email, homeowner or plumber role, name, phone number, and saved property address. A plumber account also has company and membership records. We use this information to identify your account, keep records separate, restore your records after sign-in, and reuse your contact details in equipment and service forms.

Where offered, Sign in with Apple lets you use your Apple account to sign in. Apple provides an account identifier and the email address and name it makes available for this sign-in. You may choose Apple's private email relay address. Supabase uses the sign-in token to establish the app account; Hot Water Pros does not receive your Apple password. Review the suggested contact name before saving your profile. Your Apple email, including a private relay address, can be used for account and authorized service communications; delivery depends on relay forwarding and sender configuration. Using Apple does not subscribe you to marketing or authorize contractor reminders.

Where offered, Sign in with Google opens a system authentication session. Google shares your account identifier, verified email and basic profile with Supabase to establish your Hot Water Pros account. Hot Water Pros does not receive your Google password or request access to Gmail, contacts, calendars or Drive. The app does not retain Google access tokens. Your verified email can be used for account and authorized service communication. Google sign-in does not enroll you in marketing or authorize contractor reminders; those choices are separate. Google sign-in is also separate from the automatic address check described below.

Your password and verification or recovery code are submitted to the authentication service. They are not customer records shown to a plumber. On iPhone, the app uses the system Keychain to retain the refresh credential needed to restore your sign-in. Signing out clears the app's saved sign-in credential and private account view. In a web session, account credentials are kept in page memory rather than persistent browser storage.

You can edit your saved contact and property details in Account → Account details. Choosing a different service address for a particular request does not change your saved account address. Guest browsing does not create an account.

Automatic address check

Service addresses entered in the app are automatically checked with Google's Address Validation service to confirm they are complete and deliverable. This includes addresses typed into service and Carefree plan requests (also when you are not signed in), water-heater registrations and a plumbing company's customer records. The check runs once the street, city, state and ZIP are filled in. Only the street address, apartment or unit, city, state, ZIP code and U.S. country code are sent to Google. Your name, email, phone number, photos and notes are not sent to Google. Google processes the address under its applicable policies.

If Google suggests a correction, the app shows it next to what you entered. Your entries change only if you choose Use this address; you can always choose Keep my address. If a suggestion leaves out or changes an apartment or unit you entered, the app keeps your unit and tells you. If the check is unavailable, you can continue with the address as entered.

Only the address you keep or choose is included in a later account save or service request. The app does not store the raw Google response, coordinates or place identifiers. For signed-in checks, request-limit counters and check records include your account identifier, which is removed on account deletion; detailed check records are pruned after about 90 days. For checks made without an account, request limits use one-way, keyed codes derived from your network (IP) address and from a random identifier the app stores on your device for this purpose. These codes are not linked to your name or address, cover a single day, and are deleted automatically when the next check is made after that day. Anonymous total counts also enforce request limits. A confirmed or suggested address is not a guarantee that an address can receive mail or service.

Equipment, service history and photos

Equipment records may include a nickname, manufacturer, model, serial number, heater and fuel type, capacity, manufacture and installation dates, maintenance or service history, property/contact information, consent choices, and a selected rating-plate photo. When an account save succeeds, the record and any included photo are stored in the cloud account database. Unsaved form entries and selected photos are used in the current app session; an error is not confirmation that a cloud save completed.

Registering or updating a homeowner heater requires your permission to store the equipment profile and any included photo, plus a separate affirmative service-email choice for the displayed verified account email. That choice permits registration and requested-service contact from Hot Water Pros, and a registration notice to the Hot Water Pros office containing your name, verified email, phone, service address and equipment details. Office registration notices do not include your rating-plate photo or a plumbing company's private notes. Saving does not itself send you a confirmation or reminder, book service, enroll you in promotional offers or register a manufacturer warranty. The app distinguishes a record saved to your account from a registration sent to the office.

Rating-plate text recognition in the iPhone app uses Apple Vision on the device. The image is not sent to a separate cloud OCR or AI service for recognition. If you choose to include the photo when saving your equipment, the photo is sent with that authorized cloud record. Review and correct the detected details before saving.

The app requests camera or photo access when you choose those actions. You can enter equipment details manually. Camera, photo and notification permissions can be managed in iPhone Settings.

Service email processing and your permission

Resend processes recipient and message details to deliver office registration notices, separately authorized contractor maintenance emails, recipient-requested invitation emails, invitation emails a contractor asks us to send and estimate-answer notices to contractors. Resend says a small sample of emails may undergo AI processing on RunPod infrastructure operated by Resend for abuse prevention, without using customer content to train or fine-tune models. This is separate from Apple Vision photo recognition on your iPhone. Read Resend's processing disclosure. The app does not assume that authentication verification or recovery emails use this same provider.

For registration service emails, the app records the notice version, your authenticated account, verified email, heater, decision and server time. Old equipment-storage permission does not automatically accept this notice. Each registration or edit asks you to review it again. Choose Stop registration service emails on the saved heater to withdraw this permission; the heater remains available and pending registration delivery is blocked. You can review and allow it again when editing the heater. Previously submitted email cannot be recalled. This control governs the app's registration-email permission, not records or correspondence already held by the office; contact Hot Water Pros about those.

Contractor maintenance email still requires your separate choice for the particular company and plan, including the current email-processing notice. Its in-app and email choices remain independent. You can stop a plan's email in the app or use its unsubscribe link. Changing registration permission does not subscribe you to a contractor's reminders or override an unsubscribe. Promotional offers remain optional in account preferences. You can browse public information without granting registration email permission.

Assisted warranty records

A manufacturer lookup button opens that manufacturer's external page only when you choose it. Copy Serial copies the displayed serial number on your device; the app does not automatically submit it to a manufacturer. Information you enter on an external page is handled under that service's policies.

You or your plumbing company can record coverage details returned by a source, including separate tank, parts, labor or heat-exchanger dates, the source or reference, when it was checked, and a plain-text evidence note. The app identifies these as manually recorded information, not coverage directly verified by the app. Unknown dates remain blank. Manufacture and installation dates do not establish warranty coverage. Do not put credentials, identity documents or other sensitive information in the evidence note.

A warranty record on your own heater is private to your account. A company heater's warranty record, including its source and evidence note, is available to authorized company members and, read-only, to the homeowner with current access to that exact heater. Recorder role and display name provide context; a recorded result is not a warranty guarantee. Warranty records and their retry receipts are removed with the related equipment, account or company record, subject to the independent company-record distinction below. A recorder's display name can remain in a retained company warranty record after their personal account is deleted.

Plumber customers and shared access

Independent plumbing companies can store customer contact/property details, multiple water heaters, service history and company-private notes. Companies must have permission to enter another person's information and prepare a sharing invitation. A public plumber account is not a Hot Water Pros employee account; only accounts Hot Water Pros adds to its own company team, described below, are.

An invitation identifies the recipient email and the equipment chosen by the plumber. Acceptance requires signing in with the intended verified email. A homeowner can view the selected shared equipment and homeowner-visible service descriptions; private customer, equipment and service notes remain in the company's workspace. Shared equipment records are read-only to the homeowner. Separate plan preferences and service requests are described below. The company can revoke access, and additional equipment is not automatically included in an earlier invitation.

Preparing a customer or company-team invitation creates a link without sending email. The company can copy the link for sharing separately. For a customer invitation, the company can instead ask Hot Water Pros to email the link to the customer email on file. Before we send it, the company member must confirm that the homeowner gave permission to receive this email; we record who confirmed it, when, and the invitation and recipient email. That email names the company, explains the invitation, includes the expiring link and our postal address, and does not contain private notes. We do not send it to an address with a recorded bounce, complaint or request to stop, and we limit how often invitation emails go to one address or come from one company. To stop invitation emails, reply to one or contact us below. The intended recipient signs in with the verified email, reviews the invitation and can accept directly without email permission. To request an emailed copy themselves, the recipient must first save explicit permission for this particular invitation and the displayed processing notice, then choose Email me this invitation when email delivery is available. A sender's confirmation or an earlier invitation does not grant this recipient permission. The email contains the recipient email, company name, invitation purpose and access summary, and expiring link; it does not contain company-private customer or equipment notes.

We store invitation status, recipient email, permission, notice/version, account and company identifiers, scope, timing and retry information. Invitation links expire 48 hours after creation; requesting an emailed copy does not extend expiry. The app retains a hash for link validation and exposes a newly created copy link only to its creator's current session. Recipients can stop or decline optional invitation email before sending; an email already submitted cannot be recalled. Granting invitation email does not authorize registration notices, maintenance reminders or promotions. Expiry stops use of the link; it does not erase the company's invitation history.

Hot Water Pros team, Tech Training and time off

Hot Water Pros uses this app's company workspace for its own team. People join that team only through a company-team invitation from Hot Water Pros. Team members can view, add and edit Hot Water Pros' customer, water heater, service, estimate and plan records, including company-private notes, to do their work. Only the Hot Water Pros company owner can delete those records. The team shares one customer list: when a team member adds a customer, we record who added it and when, and the team sees “Added by” on that customer, including after that person leaves the team. Removing someone from the team ends their access.

Team members can take Tech Training in the app. For each person we store when they first opened each lesson, when they finished each lesson video, and every quiz and test attempt: the questions as graded, the answers chosen, the score, whether it passed and the time. The server uses the lesson-open and attempt times to confirm a video was played through and to apply a short wait before another try after a failed quiz or test. The Hot Water Pros company owner and admins can see each team member's training progress and scores. Training videos stream from private cloud storage through short-lived links; the app does not keep a copy on the device. Training is not shown to homeowners, to other plumbing companies or to their customers.

Training progress stays with the team member's account, including if they leave the team, so it is available if they return. It is removed when that person deletes their account.

Team members earn a training bonus the first time they pass a section test. We store the bonus amount, the section, when it was earned and, once the company owner or an admin marks it paid, when and by whom. Nobody can mark their own bonus paid. The team member sees their own bonuses; the owner and admins see everyone's.

Team members can request time off in the app. For each request we store the type (vacation, personal day, appointment or other), the dates or times, the note they write, when it was sent, and the answer: approved or declined, who answered, when, and any note with the answer. A team member sees their own requests; the company owner and admins see the team's requests so they can answer them. Requests are kept with the company's records and are removed when the person's account is deleted.

When a request is sent, answered or cancelled, or a bonus is earned, the people who need to know get a notice by email through our delivery provider and, in the iPhone app, by push notification if they turned notifications on. These notices contain the team member's name, the request type and dates (or the section and bonus amount) and any note. To send push notifications we store this iPhone's notification token with the signed-in account; pushes stop when the person signs out, and they can turn notifications off at any time in the iPhone Settings app. Push notifications are delivered through Apple's push notification service.

Contractor estimates, plans and communication choices

A company can maintain its service offerings, prepare estimates, and share a reviewed estimate or service plan with an authorized homeowner. Shared content identifies the company. Company-private notes are not included. A homeowner can request service or an estimate and receive the company's response in the app. These requests and responses do not accept an estimate, confirm an appointment or process a payment. Separately, a homeowner can accept or decline a shared estimate revision. That answer, an optional note, the time and a copy of the answered estimate are stored with the company's records and shown to the company in the app, and the company owner receives an email notice through our delivery provider with the homeowner's name, the estimate title, revision, subtotal, answer and note. Accepting records your intent only: it does not charge you, book an appointment or create a contract, and an answered estimate cannot be deleted by the company.

Each service plan has separate choices for in-app and email maintenance reminders. The homeowner can allow or withdraw either channel for that plan. Permission for one channel does not authorize the other, text messages, push notifications or Hot Water Pros marketing. A company cannot override a homeowner's withdrawal. A changed plan requires a new proposal and new permission. A plan's status does not guarantee delivery; the app shows when automation is unavailable.

When email reminders are enabled, our delivery provider receives the homeowner's verified email address and a fixed maintenance message identifying the contractor and plan, due date, app link and unsubscribe link. The contractor's verified reply-to address allows a recipient to contact that company through their email app. Reminder email excludes property addresses, photos, private notes and freeform plan or request messages. Provider acceptance is not proof that a message reached an inbox.

You can stop a plan's email reminders in the app or through its unsubscribe link, without signing in. This does not withdraw separate in-app permission. An email address change requires fresh email permission. Revoking equipment access or pausing a plan prevents later attempts; a message already submitted to the delivery provider cannot be recalled. Permanent bounces and complaints suppress further maintenance email to that address. These controls do not automatically unsubscribe you from unrelated account-security mail or other companies' services.

Hot Water Pros equipment-registration notices and marketing choices are separate from a company's customer workspace. Contractor reminder consent is not Hot Water Pros marketing consent.

ScaleShot purchases and plumber rewards

A plumbing company can share a ScaleShot link with its customers. A purchase made through that link, or with a company's reward code, takes place on the Hot Water Pros online store hosted by Wix. Wix processes the order, payment, shipping and contact details you enter at checkout under the store's policies. The checkout shows the recommending company's name and referral code.

To credit the recommending company, our server reads the store order and keeps only the order reference and number, the purchase and update dates, the number of ScaleShot bags, the order and payment status, and which company link or reward code the order used. The app does not store the buyer's name, email, phone number or address for this, and the company sees only dates, bag counts and reward status, not who made a purchase. For reward codes, we keep the code, its amount, issue and expiry dates, status, and the company member who requested it.

The ScaleShot page asks our server for the company name and checkout links that belong to the code in the link. To limit misuse, those requests are counted per network with a one-way, keyed code derived from the IP address. That code covers a single day and is deleted automatically when the next request is made after that day. ScaleShot sale and reward records are removed when the related plumbing company is deleted.

Card payments through Stripe

When a company takes card payments in the app, Stripe processes them. You enter your card on Stripe's secure page, outside the app, and Stripe handles your card details, billing details and receipt email under the Stripe Privacy Policy. Hot Water Pros never receives your full card number or the company's bank details. To create the payment page we send Stripe the company name, the estimate title and revision or the service plan name and description, the amount and billing interval, and internal record identifiers.

When a company owner or admin sets up payments, we send Stripe the company name and that person's verified email to start Stripe's onboarding; Stripe collects the business, identity and bank details itself. We store the company's Stripe account identifier and onboarding status (whether payments and payouts are on and how many items Stripe still needs).

For each payment we store Stripe identifiers for the payment page, payment, charge, invoice and subscription; who paid and for which estimate or service plan; the amount, the Hot Water Pros fee, status, failure reason codes, refunded amounts and dispute status; and the identifiers and types of the Stripe notifications we processed. The company sees these records in its workspace; a homeowner sees their own payments and status, not the company's fees. Payment records stay with the company's records until the company is deleted. When a homeowner deletes their account, the link between their account and these payment records is removed, and paid service plans must be canceled first. Stripe and the company keep their own payment records under their own policies.

Account deletion and record retention

To delete your account, open Account → Account details → Delete my account. The deletion option is also available during profile setup after email verification, so you do not have to complete a profile solely to delete the account. Type DELETE and complete the account-password or Apple verification shown. This removes your active authentication account, saved contact profile, homeowner-owned equipment records and included photos, and your access to shared records. The app clears its saved sign-in when deletion is confirmed. Signing out or removing the app does not itself delete cloud records.

An Apple-linked account may require fresh Apple verification before deletion. When the automatic Apple deletion path is available, the app must confirm revocation of its Apple sign-in authorization before completing deletion. You can instead explicitly choose account-password verification and remove Apple access yourself afterward. This alternative requires your Hot Water Pros account password, not your Apple password; email recovery is available if you need to set one. The app explains the Apple authorization you must remove and does not claim automatic revocation succeeded.

For a Google-linked account, use your Hot Water Pros account password for deletion. If you have not set one, use verified email recovery to choose a password first, then return to deletion. Account deletion does not delete your Google account or automatically remove its Hot Water Pros connection. You can remove that connection in your Google account settings afterward. Linking another sign-in provider does not bypass verification required for an Apple-linked account.

If you own a company with another eligible active member, the app first lets you transfer ownership to that member. The transferred company and its records remain when you then delete your personal account. If your company has no other eligible active member, confirming deletion also closes that company and removes its customer, equipment, service, invitation and shared-access records. Other people's login accounts are not deleted. Read the confirmation carefully before continuing.

Records independently maintained by another plumbing company are separate from your personal account; deleting your account or a sharing grant does not erase that company's customer or service records. Contact that company about its records and applicable retention requirements.

Account and equipment records remain until removed through the account or company record controls. Invitation metadata remains with the related company/customer record after a link expires. The service retains identifiers and fingerprints of save requests to prevent duplicate records when a request is retried; these receipts do not contain copies of photos, contact details or notes. Earlier office inquiries, business-interest submissions and records held by an external service are separate from account equipment. Contact Hot Water Pros about correction or deletion of its separately held office records. Provider backup, security-log and external-service retention is separate from removal of the active app record.

Office registration notices have separate delivery records, including a copy of the permitted registration details and message needed to send or safely retry that notice. These are distinct from the save-request receipts described above. Deleting a heater removes its current registration permission and notification records. Minimal consent and retry receipts remain until account deletion, including the account and heater identifiers, verified email, decision, exact notice/version, record and permission versions, request fingerprints and server time. They contain no copied equipment details or photos and prevent a repeated save from recreating a deleted heater or restoring withdrawn permission. Deleting your account removes these active app records. Copies already sent to the office mailbox and records retained by an email provider are separate; contact Hot Water Pros about its office records.

Deleting an invitation removes its active email permission and delivery record. Minimal invitation creation and permission-request receipts remain until the related acting account is deleted, so an old request cannot recreate a deleted invitation or restore withdrawn permission. Permission receipts include the verified recipient email, decision, exact notice/version, invitation and account identifiers, scope and request fingerprints, permission version and server time. They do not retain a raw invitation link or copies of equipment details or private notes. Previously delivered invitation emails and provider records are separate.

When a company asks us to email an invitation, we keep a record of the request: the company and the member who confirmed the homeowner's permission, the confirmation wording and time, the invitation and customer identifiers, the recipient email and its hash, and delivery status. These records remain after the invitation or customer record is deleted, to show that permission was confirmed and to enforce sending limits, and are removed when the company is deleted. A request to stop invitation emails is kept as a hash of the email address.

Maintenance plans, preferences, requests, in-app notices, email delivery records and unsubscribe tokens are removed when their related account, company or equipment is deleted. Revoking access stops visibility and future delivery but does not delete the company's retained records. Granting access again does not restore old plans or permissions. Unsubscribe links expire after one year; expiry alone does not delete delivery records or tokens. There is no automatic age-based purge of these records.

Some limited records remain after account deletion: a hash of an email address used to prevent repeat delivery after a bounce or complaint; minimal signed delivery-event identifiers, kind, hash and time; and company audit entries such as the action, notice version and affected record identifiers. Deleted homeowner identity references are removed from those company audit entries. These records support suppression, security and accountability and have no automatic age-based purge. Email providers and already delivered recipient mailboxes retain their own copies under their respective policies.

Service inquiries, booking and physical memberships

The in-app office request sends the entered or saved contact details, service address, request type, preferred date/time, selected replacement, notes, service-area result and referral consent to Hot Water Pros through Netlify Forms. Drafts are kept in the current session and cleared on an account change. An office inquiry is not a confirmed appointment.

The separate Book online action opens the company's Housecall Pro booking page. Information entered there is processed by Housecall Pro under its own terms. Carefree enrollment opens the Hot Water Pros website hosted by Wix; the website and its payment/membership services process enrollment and payment details. The app does not collect payment-card information or sell digital account features. You do not need to complete both an office inquiry and a separate booking for the same request.

Outside the direct service area, the app asks for permission before a request may be shared with an independent contractor. Referrals are not guaranteed. Contractors are independent businesses with their own privacy practices. Hot Water Pros may receive a referral or administrative fee.

Notifications and messages

Homeowners can turn on notifications in the iPhone app. We register your iPhone for them only after you choose Turn on notifications, and we record that choice, the notice you were shown and when, and any later choice to turn them off. Allowing notifications for something else, such as a local reminder, does not turn these on. While they are on and you are signed in, we store that iPhone's notification token with your account so we can send push notifications through Apple's push notification service about: a quote a plumbing company shared with you (including a newer version), a reply to your service request, and messages from Hot Water Pros about its service for you (for example, that your technician is on the way). Maintenance reminders are not sent as push notifications. Before each notification is sent we check that you still have access to the records it is about.

When you sign out, the app removes that iPhone's token. If the iPhone is offline at that moment, notifications can keep arriving on it until you turn them off, in iPhone Settings or in the app wherever you are signed in (turning them off in the app stops them on all your iPhones). We delete a token once its sign-in has ended, and tokens Apple reports as no longer valid. You can turn notifications off in the app or in the iPhone Settings app at any time.

Offers and news from Hot Water Pros are sent as notifications only if you turn on Offers and news in the app. We store your choice, the notice you were shown and its version, and when you changed it. If that notice changes, offers stop until you agree to the new one. You can turn offers off in the app at any time. Service notifications are separate and do not require it, and turning on offers does not authorize email or text marketing.

The Hot Water Pros owner and admins can send messages from the app to its team, one team member, a customer who uses the app (for service updates only, which the sender confirms each time), or all customers who turned on offers. Each message is stored with who sent it, the recipients, the time, the title and text, whether it was confirmed as a service update, and when each recipient read it. The app shows each recipient their most recent messages from the last 90 days, while they are still on the team or still have access to those records. Team members also receive these messages by email. For each notification we store its type, title, text, the app screen it opens, and email and push delivery status. Sent messages stay in the company's sent history. A recipient's copy, read status and notification records are removed when that person deletes their account.

Optional local reminders

Choosing Add reminder can request notification permission and schedule a maintenance notification on this iPhone. This feature uses local notifications, not a remote marketing-push service. Hot Water Pros does not receive permission status or delivery history through this feature, and allowing it does not turn on the notifications described above. You can manage notification permissions in iPhone Settings.

Other company forms and external resources

Optional franchise and contractor-program interest forms collect the contact, company, location, professional background, licensing, service-area and related information you enter. Netlify Forms processes these inquiries for Hot Water Pros. They do not create a franchise, certification, territory right or permission to use company trademarks.

Manufacturer and other resource links open external services, which handle information you enter under their own policies. Phone, email and message actions hand off to the corresponding app. The separate staff portal is available only through its own authorized employee sign-in.

Advertising and tracking

No advertising SDK or cross-app advertising tracking is configured in this app. The app does not send its internal interface event labels to a third-party analytics provider. Hosting, authentication and delivery providers process information needed to operate their services; those operational records are separate from on-device rating-plate recognition.

Our hosting and authentication providers retain operational records, such as account identifiers, request/security events, IP addresses and browser or device software details, to operate, secure and troubleshoot the service.

Your choices and contact

You can browse without an account, use manual equipment and address entry, choose whether to add a photo or reminder, edit saved contact details, and use in-app account deletion. The automatic address check can suggest a correction, but you can always keep your own address. Optional marketing and recurring-text choices are separate from equipment registration and contractor plan preferences. Use the relevant preference or opt-out instructions to stop that channel. Do not enter payment-card, banking, Social Security or other highly sensitive information in notes or interest forms.

For questions about Hot Water Pros records or this notice, contact Hot Water Pros LLC at 317-922-9043, info@hotwaterprosllc.com, or hotwaterprosllc.com.

Updated October 31, 2026.