WaterLog — Privacy Policy
Document version: 2026-06-14 Effective date: September 14, 2026 Last updated: September 14, 2026
WaterLog ("WaterLog", "we", "us") provides a B2B field-service platform for commercial water-treatment companies. This Privacy Policy explains what personal and business data we collect, how we use it, who we share it with, and the choices available to you.
This policy applies to the WaterLog web application, the WaterLog mobile (field technician) application, and related backend services operated by Epistemion LLC, a limited liability company organized in the State of Illinois, United States.
1. Who controls your data
WaterLog is a multi-tenant SaaS product. Each customer Organization that subscribes to WaterLog is the controller of the data it enters; WaterLog operates as a processor acting on that Organization's instructions, except where this policy states we act as a controller (e.g. for account administration, billing, and security).
If you are an employee, technician, or facility-side customer contact of an Organization that uses WaterLog, please also consult your Organization's own privacy notice.
2. Data we collect
We collect only what the platform needs to deliver field-service operations:
| Category | Examples | Source |
|---|---|---|
| Account & identity | Name, email, role (Admin/Manager/Tech/Customer), organization, avatar image | You / your Organization admin via invitation |
| Authentication | Credentials managed by Firebase Authentication (we never store plaintext passwords) | You |
| Operational records | Customers, sites, water systems, parameters, test sessions, readings, dosing actions, visits, trips, routes, exceptions, compliance records, inventory, purchase orders, invoices | Your Organization's staff |
| Field media | Service photos (optionally annotated), signatures | Technician device camera / signature capture |
| Location | Geocoordinates of sites; routing/optimization inputs; device location only when used for routing features | Your Organization / device (with OS permission) |
| Device & push | Mobile device push tokens (FCM/APNs) for broadcasts and dispatch notifications | Device |
| IoT telemetry | Sensor readings from connected water-system equipment | Your Organization's connected devices/connectors |
| Usage & diagnostics | App/version, error and crash diagnostics, audit logs of who changed what and when | Automatically |
| Billing | Subscription tier, seat counts, and references to the payment processor (Stripe); we do not store card numbers — card details are entered on and held by Stripe | Payment processor |
3. How we use data
- Provide and operate the field-service platform and its features.
- Authenticate users and enforce role- and tenant-based access control.
- Generate visit reports, invoices, compliance binders, and weekly hours reports.
- Send transactional email (e.g. visit reports, invoices) and push notifications (dispatch, broadcasts).
- Optimize technician routes (using the Google Routes API).
- Generate AI-assisted recommendations on report drafts (using Anthropic Claude); see §6.
- Maintain audit logs and security monitoring.
- Process subscription billing (via Stripe).
- Diagnose errors and improve reliability.
We do not sell personal data and we do not use customer operational data to train third-party AI models.
4. Legal bases (where applicable, e.g. GDPR/UK GDPR)
Where data-protection law requires a legal basis we rely on: performance of a contract (providing the service), legitimate interests (security, product reliability), legal obligation (tax/records), and consent (where required, e.g. certain notifications or location features).
5. Sharing & sub-processors
We share data with service providers ("sub-processors") strictly to operate the platform:
| Sub-processor | Purpose |
|---|---|
| Google Firebase / Google Cloud | Hosting, database (Firestore), authentication, storage, functions, BigQuery analytics |
| SendGrid | Transactional email |
| Firebase Cloud Messaging / Apple APNs | Push notifications |
| Google Maps Platform / Routes API | Maps and route optimization |
| Anthropic | AI report recommendations (see §6) |
| Stripe | Subscription billing and payment processing |
| Procurement integrations (NetSuite, Coupa, Procurify — when an Organization enables them) | Purchase-order/vendor sync |
A current sub-processor list and our Data Processing Addendum are available on request from support@epistemion.com.
We may also disclose data to comply with law, enforce our agreements, or protect rights and safety.
6. AI features
WaterLog can generate draft recommendations on visit reports using a third-party large language model (Anthropic Claude). The report content you choose to send for a recommendation is processed to produce text suggestions. We do not use your data to train models, and the AI provider processes the request under its enterprise terms. AI output is a draft for human review, not professional advice.
7. International transfers
Data is processed in the United States. Where a transfer out of your own region requires a safeguard, we rely on the Standard Contractual Clauses or an applicable adequacy decision.
8. Retention
We retain operational records for as long as your Organization's account is active and as needed for legal, tax, compliance, and audit purposes. IoT telemetry retention follows the configured analytics window. Audit logs are retained for two years. On account termination, data is deleted or returned per the customer agreement, subject to legal holds.
9. Security
We use role-based access control enforced by server-side Security Rules, tenant isolation, encryption in transit, append-only audit logs, and least-privilege backend access. No system is perfectly secure; we maintain an incident-response process (see the operational runbook).
10. Your rights & choices
Depending on your jurisdiction, you may have rights to access, correct, delete, port, or restrict processing of your personal data, and to object or withdraw consent. Because each Organization controls its own data, direct such requests to your Organization; WaterLog will assist Organizations in fulfilling them. Contact support@epistemion.com.
You can control device permissions (camera, location, notifications) in your OS settings.
11. Children
WaterLog is a workplace tool not intended for anyone under 16. We do not knowingly collect data from children.
12. Changes
We may update this policy. Material changes will be surfaced in-app and require renewed acceptance at next login (the consent version increments). Continued use after the effective date constitutes acceptance.
13. Contact
Epistemion LLC State of Illinois, United States Privacy: support@epistemion.com