Privacy policy

Last updated: November 2, 2026

TriLumen Systems (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share information when you use Waterline (our CRM for pool businesses), Marco (our free app for pool owners) and our website at www.waterlinesoftware.com (collectively, the “Services”). TriLumen Systems is a sole proprietorship in northeastern Pennsylvania, owned by Thomas Rose.

One thing to know up front: if you turn on offers in Marco, we share some of your personal information with pool companies near you so they can market to you. Offers are off unless you turn them on, and you can turn them off at any time. See Offers From Pool Companies below.

Information We Collect

We collect information you provide directly to us, including:

Account information such as your name and email address when you create an account, including when you sign in with Apple or Google, and your phone number if you choose to give it
Pool information: whether it's a pool or spa, indoor or outdoor, its size, surface, sanitizer, zip code, and address if you add it (Marco)
Water tests you record, and the guidance Marco works out from them (Marco)
Projects you describe to Find a pro, and the contact details you send with them (Marco)
Your offer choices: each time you turn offers on or off, the wording you saw, where you made the choice, and the date, plus your answers to offers (Marco)
Business information you and your team add to Waterline (see Waterline Business Accounts below)
Payment information: Stripe processes Waterline subscriptions and the card payments pool companies take from their clients. We do not store your card or payment details
Communications with Ask Marco and Waterline AI, our AI assistants, which are processed to generate responses
Messages you send us

We also collect information automatically when you use our Services:

Usage data such as features used and time spent in the app
Device information such as device type, operating system, and app version
Log data including IP address, access times, and pages viewed

How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our Services
Work out what to add to your water, and generate AI responses through Ask Marco and Waterline AI
Send your project to a pool company when you ask Find a pro to
If you turn offers on, show your limited pool details to pool companies near you, deliver their offers, and send your contact details to a company when you tap “I'm interested”
Send you technical notices and support messages, and, if offers are on, offer and tip emails
Keep a record of the choices you make about offers and sharing
Monitor and analyze usage patterns to improve our Services
Detect and prevent fraudulent or unauthorized activity

AI Processing

Our Services use Claude, an AI model developed by Anthropic, to power Ask Marco and Waterline AI. Your conversations with these assistants, including what you tell Marco about a project for Find a pro, are sent to Anthropic's API for processing. Anthropic's privacy policy governs their use of this data. We do not use your conversation data to train AI models.

We don't sell lists of people, and we don't give your information to data brokers or advertising networks. We share your information only in the following circumstances:

With service providers who help us run our Services: Supabase (database and sign-in), Cloudflare (hosting), Stripe (Waterline subscriptions and client card payments), Resend (email delivery), Anthropic (AI processing), and Apple and Google (if you sign in with them)
With pool companies near you for their marketing, only if you turn offers on, and with one company when you tap “I'm interested” (see Offers From Pool Companies)
With one Waterline pool company when you ask Find a pro and tick the box agreeing to share, and with the next one if that company passes (see Find a Pro)
With a pool company you choose to share your pool and water tests with, until you stop
With the pool company that shared a job with you, which sees what you do on that job in Marco
If required by law or to protect the rights, property, or safety of TriLumen Systems, our users, or others
In connection with a merger, acquisition, or sale of assets, with appropriate notice to users

Some state privacy laws treat offers as a “sale” or “sharing” of personal information. See Your Rights for how to opt out.

Offers From Pool Companies

This is the one place we share your personal information with other businesses for their own marketing, and we do it only with your consent.

Offers are off unless you turn them on. At sign-up, Marco shows an unticked box that says “Send me offers and tips from Waterline and pool companies near me.” If you tick it, or turn offers on later in Account:

What pool companies see: Waterline pool companies whose service area covers your pool's zip code can see your first name, your zip code and your pool details (size, surface, sanitizer, and whether it's indoor or outdoor). They never see your email, phone number or address at this stage
What they can do: send you offers through Waterline. You get at most 2 offers in any 30 days from all companies together, and no more than 1 of those from any one company. You see offers in Marco and by email
When your contact details are shared: only when you tap “I'm interested” on an offer. Then that one company gets your name, email and phone number (if you give one), as a lead, so it can contact you about the offer. Tapping “No thanks” sends nothing

You can turn offers off at any time in Account, or with the link in every offer email. Turning offers off stops new offers and stops pool companies from seeing you. It doesn't reach details you already sent to a company by tapping “I'm interested”. Once a company has them, its own privacy policy governs how it uses them, and you can ask it directly to stop contacting you or delete them.

We keep a record of each yes and no you give, with the wording you saw, where you made the choice and the date, so there is always a record of what you agreed to. Saying no, or turning offers off, does not affect your use of the rest of Marco.

Find a Pro

When you ask Marco to find a pro, Marco asks about your project and shows you exactly what it will send. Only if you tick the box agreeing to share, we send the information needed for that request to one Waterline pool company near you that does that kind of work:

Your project details (the kind of work, Marco's write-up, the details you answered, and the pool's zip code and address if you added one)
Your contact information (name, email address, and phone number if you give one)

If that company passes, we send the same information to the next Waterline pool company near you. If no Waterline pool company near you is taking new work yet, we keep your project and send it when one is. We never send a project without your consent for that specific request, and declining does not affect your use of the rest of Marco. Once shared, the pool company's own privacy policy governs how it uses your information.

If a pool company shares a job with you, you can choose to let that company see your pool and your water tests, so its tech knows your water before arriving. You pick the company, and you can stop sharing at any time in Marco. When you stop, the company no longer sees your pool and tests through Waterline.

When you send a project through Find a pro, or tap “I'm interested” on an offer, and give your consent, you agree that the pool company that receives it may contact you about that project or offer at the email address and phone number you provide. This contact may include calls and text messages, including messages sent with automated technology. Message and data rates may apply. Consent is not a condition of any purchase, and you can opt out at any time by replying STOP to texts or by contacting the pool company directly. For help, email us at hello@waterlinesoftware.com.

Waterline Business Accounts and Connected Services

If you use Waterline for your business, we store the jobs, leads, estimates, invoices, payments, client names and contact details, logs and files you and your team add. Your company's data is kept separate from other companies, and team roles limit what each person can see.

If you connect QuickBooks Online, Waterline sends invoices, payments and client names and contact details from Waterline to QuickBooks. Waterline does not read data from your QuickBooks account. We store the connection token needed to keep the connection working and never show it in the app. Disconnecting revokes the connection. You can also download invoice files laid out for QuickBooks or Xero and import them yourself. You can ask us to delete your data at any time at hello@waterlinesoftware.com.

Your clients can approve estimates and change orders from a link without an account, and can follow a job in Marco if you invite them. We send reminder emails about approvals and payments on your behalf. Pool companies who use Waterline to text or email their own customers send those messages as their own business, and are responsible for having their customers' consent. Enterprise customers may create API keys and signed webhooks, and are responsible for the systems they connect.

Leads that reach you from Marco, through Find a pro or an owner tapping “I'm interested”, become part of your company's data once you receive them.

If you're a client of a pool company that uses Waterline, that company decides how it uses the information it keeps about you in Waterline, and we handle it on the company's behalf. Contact the company first with privacy requests about that information; we'll help where we can.

Advertising

Waterline and Marco don't show ads from advertising networks. The only promotions in Marco are offers and tips from Waterline and Waterline pool companies, and only if you turn offers on.

Data Retention

We retain your information for as long as your account is active or as needed to provide our Services. The record of your offer choices is kept for as long as your account exists, even after you turn offers off. You may delete your account and associated data at any time in the app (see Deleting Your Account below) or by contacting us at hello@waterlinesoftware.com. For Waterline business accounts, our Subscription Agreement explains how your company's data is kept for export and then deleted when your account ends.

Deleting Your Account

You can delete your Marco account at any time: open Account, tap Delete account and data, and confirm with Delete everything. This works whether you signed in with email, Apple or Google.

Deletion is immediate and permanent. We delete your account and its associated data from our servers, including your pool, water tests, conversations, projects, offers, your offer choices, and the usage records tied to your account. Deleted data cannot be recovered. Copies in routine backups are overwritten in the normal backup cycle. Deleting your account does not delete information a pool company already received from you: jobs a pool company shared with you stay with that company, and so do projects or contact details you sent it through Find a pro or by tapping “I'm interested”. Contact the company to ask it to delete those.

If you signed in with Apple, you can also stop using Apple sign-in with our app in your device's Settings under your Apple Account, Sign in with Apple. You can also request deletion by emailing support@waterlinesoftware.com.

Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure.

Children's Privacy

Our Services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will delete that information promptly.

Your Rights

Depending on where you live, you may have the right to:

Know what personal information we have about you, and get a copy of it
Correct it
Delete it
Opt out of the “sale” or “sharing” of your personal information, and of its use for targeted advertising
Withdraw consent you gave, such as to offers
Appeal if we turn down your request

Opting out of offers (sale and sharing)

The only way we make your personal information available to other businesses for their marketing is offers in Marco. Some state laws, including California's, may count this as a “sale” or “sharing” of personal information. Offers are off unless you turn them on. To opt out, turn offers off in Account, use the link in any offer email, or email hello@waterlinesoftware.com and we'll turn them off for you.

Global Privacy Control

If your browser or device sends a Global Privacy Control (GPC) signal, we treat it as a request to opt out of the sale and sharing of your personal information, where the law of your state requires it, and we turn offers off for the Marco account signed in on that browser or device.

California direct-marketing disclosures

If you live in California, you can ask us once a year for a list of the businesses we shared your personal information with for their direct marketing in the prior calendar year, and the kinds of information shared. Email hello@waterlinesoftware.com.

How to make a request

Email hello@waterlinesoftware.com or call (866) 464-1540. We'll confirm the request comes from you, usually by checking with the email address on your account. You can have an authorized agent make a request for you, and we may ask for proof that you gave them permission. We'll respond within the time the law of your state requires. If we turn down your request, you can appeal by replying to our answer or emailing us with “Appeal” in the subject line, and we'll answer within the time the law requires. If you're not satisfied with the result of an appeal, you can contact your state attorney general.

We won't treat you differently for using these rights. Marco works the same with offers off.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice in the app or sending you an email. If a change would let us share your information in a new way, we'll ask for your consent first where the law requires it. Your continued use of our Services after changes take effect constitutes your acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, contact TriLumen Systems at hello@waterlinesoftware.com or (866) 464-1540, or visit waterlinesoftware.com.