Water Operator Hotline Privacy Policy

1. Who We Are

Water Operator Hotline ("WOH," "we," "us") provides subscription technical assistance to licensed water system operators in the United States. This policy covers wateroh.com, wateroperatorhotline.com, and the WOH subscription service.

2. What We Collect

When you create an account and use WOH, we collect:

• Your name, email, phone number, preferred contact method, and time zone
• A hashed version of your password
• Your Public Water System ID (PWS ID) and member ID
• Your answers to our onboarding questions about your water system, equipment, and current maintenance practices
• Equipment records you add (type, make, model, location, status)
• Maintenance tasks and completion history
• Service call records, notes, and transcripts of technical assistance video calls
• Scheduled meetings and meeting metadata
• Payment status and subscription details (your actual card number is handled by Stripe, not by us)
• Standard server logs from our hosting provider, which may include IP address, browser type, and timestamps

We also pull public water system data from the EPA Envirofacts SDWIS API to populate your system record. That data is public and not specific to you as a person.

3. How We Use It

We use this information to:

• Create your account and log you in
• Deliver the service you are paying for
• Generate maintenance schedules and task reminders
• Schedule, host, and transcribe technical assistance calls
• Send transactional email (verification, receipts, reminders, meeting invites)
• Process your subscription payment
• Respond to support requests
• Debug errors and monitor the platform

We do not sell your information. We do not use it for advertising. We do not use it to train third-party AI models.

4. Who We Share It With

We use third-party services to operate WOH, including Stripe for payments, Resend for transactional email, Neon for database hosting, Vercel for website hosting, and Google Workspace for Meet scheduling and video calls. We also use an AI transcription service to generate transcripts of technical assistance calls. Their data practices are governed by their own policies.

We will also disclose information when required by law, subpoena, or valid government request, or to protect the rights and safety of WOH, our users, or the public.

5. How Long We Keep It

We keep your information for as long as your account is active, and for a reasonable time after to meet legal, tax, and business needs. Public water system cache data is retained indefinitely because it is public record.

6. Your Rights in Beta

During the beta, privacy rights are handled manually. You can email support@wateroperatorhotline.com from the address on your account to:

• Ask what information we hold about you
• Correct information that is wrong
• Request a copy of your data
• Request deletion of your account and associated data

We will respond within 30 days. Automated self-serve versions of these tools are not yet available in beta and will arrive in v1.0.

7. Security

We use standard industry practices including TLS encryption in transit and encrypted storage through our hosting providers. Passwords are hashed, not stored in plain text. Payment cards are handled by Stripe and never touch our servers. No system is perfectly secure. If we learn of a breach affecting your information, we will notify you as required by applicable law.

8. Children's Privacy

WOH is for licensed water system operators acting in a professional capacity. You must be at least 18 to use it. We do not knowingly collect information from anyone under 18.

9. California Residents

If you live in California, you can email support@wateroperatorhotline.com with any privacy request and we will respond manually within 30 days. WOH does not sell or share personal information for advertising.

10. Changes to This Policy

This is a beta policy and will be replaced by v1.0 before general availability. When we publish v1.0, we will post it on the site with a new effective date and notify active subscribers by email.

11. Contact Us

Water Operator Hotline
Mailing address: to be added for v1.0
Phone: to be added for v1.0
Email: support@wateroperatorhotline.com