Privacy Policy

Last Updated: August 13, 2026

Potomac Operations Group LLC is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use the POG ERP web platform and the POG ERP mobile app for iOS and Android.

Compliance status: POG ERP is not currently SOC 2 certified. We maintain internal security and privacy readiness controls and publish a summary on our Trust & Security page.

1. Information We Collect

Account Information: Name, email, phone, business name, login credentials
Business Data: Financial records, customer records, employee records, inventory, transactions
Usage Data: Log data, IP addresses, browser type, pages visited
Communications: Support tickets, emails, SMS messages processed through AI Lead Recovery
Mobile App Data: Push notification tokens, photos you choose to attach to jobs, and anonymous crash diagnostics — see the Mobile App section below.

2. How We Use Information

To provide and maintain the Service
To process transactions
To send administrative notifications
To send receipts, estimates, appointment reminders via email and SMS (with your consent)
To respond to support requests
To improve the Service
To comply with legal obligations

3. Data Sharing

We do not sell your personal information. We may share data with service providers only as needed to provide the Service, including hosting, DNS/CDN/security, payment processing, SMS/voice delivery, error monitoring, source control/deployment, AI-assisted lead follow-up, voicemail transcription, financing workflows, and address geocoding. Our current sub-processor list is published on the Trust & Security page. We may also disclose information when required by valid legal process.

4. SMS/Text Messages

Phone numbers provided with SMS consent may receive automated messages including appointment reminders, lead follow-ups, and service updates. You can opt out at any time by replying STOP. See our SMS Policy for full details.

5. SMS Data Sharing Policy

We do not sell, rent, loan, trade, lease, or otherwise transfer for profit any phone numbers or personal information collected through our SMS messaging services to any third party. Your phone number and messaging data are used solely to deliver the services you consented to. No exceptions.

6. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2/1.3), hashed passwords (bcrypt), role-based access controls, rate limiting, CSP headers, and audit logging.

7. Data Retention

Customer Data is generally retained for the duration of the subscription plus a limited post-termination period for account recovery and orderly offboarding. Some records may be retained longer where needed for tax, fraud prevention, audit logs, legal obligations, backup retention, TCPA/CAN-SPAM compliance, or dispute resolution. SMS conversation data is retained for compliance and operational purposes and can be deleted upon verified request where no legal or operational retention requirement applies.

8. Your Rights

You may request access to, correction of, or deletion of your data by contacting us at management@potomacops.com. You may export your data through available platform workflows. Where processing is based on consent, you may withdraw consent at any time. Backup copies may retain deleted data until backup retention expires and are used only for disaster recovery or legally required purposes.

9. Mobile App (iOS and Android)

The POG ERP mobile app is a thin wrapper around the same web platform. The mobile app collects and processes the following additional data on the device:

Push Notification Tokens: When you allow notifications, the app receives a device token from Apple Push Notification service (APNs) or Firebase Cloud Messaging (FCM). We store this token on our servers solely to deliver app notifications (new lead alerts, appointment reminders, payment receipts). Tokens are linked to your user account, used only for notification delivery, and are not shared with third parties or used for tracking or advertising. You can disable notifications at any time in your device settings.
Camera and Photo Library: The app accesses the camera only when you explicitly tap a capture or attach control to add photos of job sites, equipment, or receipts to estimates, invoices, and job records. Photos you capture or select are uploaded to our servers and tied to the corresponding job or transaction. We do not access the camera, photo library, or photo metadata in the background, and we do not share your photos with third parties.
Biometric Authentication (Face ID / Touch ID): If you enable biometric unlock, the app uses your device's Face ID or Touch ID to authorize app sign-in and sensitive actions like refunds or record deletions. Biometric data is processed entirely by iOS or Android on your device through the Secure Enclave or equivalent secure hardware — your face or fingerprint is never transmitted to our servers and we never see, receive, or store biometric data. You can disable biometric unlock at any time in the app's settings.
Crash and Error Reporting: The app reports crashes and unhandled errors to Sentry, our error-monitoring provider, so we can diagnose and fix bugs. These reports are anonymous diagnostics — stack traces, device model, OS version, and app build — with no personal information, business records, or photo content attached.
Device Identifiers: The app uses Apple's and Google's standard device identifiers (APNs / FCM registration IDs) solely to deliver push notifications addressed to your account. We do not use the IDFA, Advertising ID, or any cross-app or cross-site tracking identifiers, and the app does not track you across other companies' apps or websites.

The mobile app does not collect location data, contacts, calendar, microphone audio, health data, or any data category not listed above. A full machine-readable privacy manifest is bundled inside the iOS app at PrivacyInfo.xcprivacy.

10. Cookies and Analytics

We use essential cookies and similar browser storage to operate the website, process forms, preserve security preferences, and support authenticated sessions on the POG ERP app. Essential cookies are required for the service and are not used for advertising.

We use optional analytics cookies from Google Analytics 4 only after you allow analytics in the cookie banner or preferences dialog. Analytics helps us understand which pages are useful and how visitors find PotomacOps. If you reject analytics, Google Analytics is not loaded for your visit.

You can change your choice at any time using Cookie preferences. Where processing is based on consent, you may withdraw consent at any time. Questions can be sent to management@potomacops.com.

11. Contact

Email: management@potomacops.com