Privacy Policy
Last updated: 6 September 2026
Rainbow Sprinkler Systems LLC (“we,” “us,” “our”), 243 Richmond Rd, Cleveland, Ohio 44143, is the controller of the personal information described here. This policy explains what we collect through our website and customer portal, why we hold it, how long we keep it, and how to get it deleted.
1. What we collect
When you request service or book a job: your name, phone number, email address, service address or town/ZIP, the service you want, preferred dates, and anything you write in the message box.
When you create an account: your name, email, phone, and a password. Passwords are hashed by our authentication provider — we never see or store your actual password.
Your property profile (optional, and you control it): service address, number of zones, controller type, whether a dog is on the property, access notes, and — if you choose to give it — a gate or entry code.
Job records: what was requested, scheduled and completed, dates and times, the service address, your notes, and internal crew notes about the work. Crew notes and job photographs are for our records and are not shown to other customers.
Contact history: a log of calls, texts, emails and notes about our conversations with you, so whoever picks up the phone knows what happened last time.
If you apply for a job with us: your name, phone, email, the role you applied for, what you wrote, and your résumé if you upload one or link to it.
Automatically: standard technical information your browser sends — IP address, browser and device type, and pages visited — used for security and to keep the site working. We do not run advertising trackers, and we never sell or share this information. If visitor analytics are switched on, they run only after you agree to them — see section 9.
2. Why we use it
- To schedule, perform and follow up on irrigation work.
- To contact you about appointments, confirmations, reminders and delays.
- To warn you when a freeze is forecast and your system may not be winterized.
- To keep an accurate history of work performed at your property, so we know what is already there when we come back.
- To quote, invoice and keep accounting and tax records.
- To answer enquiries and consider job applications.
- To send occasional seasonal reminders and offers — you can opt out at any time.
- To keep the site secure and investigate misuse.
3. Legal bases
Where the UK or EU GDPR applies to you, we rely on:
- Contract — to book, perform and invoice the work you asked for.
- Legitimate interests — to run and secure our business, keep job records, and contact existing customers about seasonal service. We balance this against your rights, and you may object at any time.
- Legal obligation — to keep tax, accounting and employment records.
- Consent — for marketing email to non-customers, and for publishing a photograph of your property. You may withdraw consent at any time.
4. Who we share it with
We share personal information only with providers that help us operate, and only as far as they need it. We do not sell it, rent it, or trade it.
| Provider | What they handle |
|---|---|
| Supabase | Database, accounts and file storage — where your records live |
| Netlify | Website hosting and delivery |
| Resend | Sending our emails — confirmations, reminders, review requests |
| Google Fonts, jsDelivr | Fonts and code libraries; they receive your IP address when the page loads |
| Open-Meteo | Weather forecast for our service area. No personal data is sent — only a fixed location for Cleveland |
| SiteWorks | Our website maintenance provider |
We may also disclose information to our insurer or professional advisers where necessary, to comply with law or valid legal process, to enforce our Terms, or to protect the rights and safety of any person. If our business is sold or merged, records may transfer to the buyer, who would remain bound by this policy.
5. How long we keep it
We keep personal information only as long as we need it. In practice:
| What | How long | Why |
|---|---|---|
| Service requests that never became a job | 24 months | Follow-up and seasonal reminders |
| Account and profile | While your account is open, then 30 days | The 30 days lets you change your mind |
| Property profile (zones, controller, access notes) | While your account is open | So we know your system next visit |
| Gate or entry codes | Deleted with your property profile, and on request at any time | Security-sensitive, kept no longer than needed |
| Job records and invoices | 7 years after the job | Tax, accounting, warranty and liability records |
| Job photographs and crew notes | 7 years, with the job | Evidence of work performed |
| Contact log | 3 years from last contact | Service continuity and dispute handling |
| Job applications (unsuccessful) | 12 months, then deleted | Future openings; deleted sooner on request |
| Marketing preferences / unsubscribes | Indefinitely | So we do not email you again by mistake |
| Security and audit logs | 24 months | Investigating misuse |
6. Your rights
We offer these rights to everyone, not only people covered by the GDPR or a state privacy law:
- Access — get a copy of the personal information we hold about you.
- Correction — fix anything inaccurate or incomplete.
- Deletion — have your personal information erased, subject to the records we must keep (section 5).
- Portability — receive your data in a structured, machine-readable format.
- Objection — object to processing based on legitimate interests, including marketing.
- Restriction — ask us to pause processing while a dispute is resolved.
- Withdraw consent — at any time, without affecting what we did before.
- No discrimination — we will not refuse service or change your price because you exercised a right.
We do not use automated decision-making or profiling that produces legal or similarly significant effects.
Our response times. We acknowledge requests within 7 days and complete them within 30 days. If a request is genuinely complex we may extend by a further 30 days and will tell you why. There is no charge unless a request is manifestly unfounded or excessive.
We may need to verify your identity before acting — usually by confirming you control the email address on the account.
If you are in the EU or UK you may complain to your local supervisory authority. If you are in the EEA or UK, you may also contact us to ask about a representative.
7. How to delete your data
Just ask us — this is the normal way
- Email [email protected].
- Put “Delete my data” in the subject line.
- Tell us whether you want everything possible deleted, or only specific items — your gate code, for example, or just marketing emails.
Most people never create an account with us — they simply phone or send a service request — so this is the route that applies to almost everyone. You may also call (440) 449-8219, but please follow up in writing so we have a record of the request.
If you have an online account
- Sign in at rainbowsprinklersystemsllc.com/account.html (there is a link in the footer of every page).
- Scroll to the bottom and choose Delete my account.
- Type
DELETEand confirm your password.
Deletion happens straight away — there is no waiting period and nobody has to approve it. We email you a confirmation of exactly what was removed.
To remove only some details, open Property profile, clear those fields and save. That does not close your account.
What gets deleted: your account and login, name, email, phone, property profile, access and gate codes, recurring service preferences, contact log entries, and any job photographs that identify you or your property.
What we keep, and why: the record of work performed — date, service, address, amount invoiced — for 7 years, as required for tax, accounting, insurance and warranty purposes. These are unlinked from your account so they no longer identify you as a user. We also keep a record of your deletion request itself, and your email address on our suppression list if you asked not to be contacted, so we do not email you again by mistake.
Backups. Deleted data may persist in encrypted backups for up to 90 days before those backups rotate out. It is not restored into active use during that time except to recover from a disaster.
Job applicants. Email us with “Delete my application” and we will remove your application and résumé within 30 days.
8. Marketing and unsubscribing
We may send seasonal reminders — spring start-up, winterization before a freeze — and occasional offers. Every marketing email has an unsubscribe link, and clicking it stops all marketing email to that address.
You will still receive transactional messages about work you have booked: confirmations, reminders about a scheduled visit, and delay notices. These are part of the service, not marketing. To stop those too, close your account.
9. Cookies and browser storage
We do not use advertising cookies, and we never sell or share what we collect. We use the minimum browser storage needed to make the site work:
Visitor analytics. We may count visits so we can see which pages are useful. If that is switched on you will be asked first, in a banner at the bottom of the page, and nothing is loaded and no analytics cookie is set unless you press Allow. Declining costs you nothing — every part of the site works the same either way. Your answer is kept in your own browser, not in a cookie, and you can change it at any time using the Cookie choices link in the footer. Analytics, when enabled, are configured without advertising features and with your IP address anonymised.
| What | Purpose | Lasts |
|---|---|---|
| Sign-in token | Keeps you signed in to your account | Until you sign out |
promoDismissed | Remembers you closed the promotional banner | Until you close the tab |
rss_build | Tells the site when to refresh a cached version | Until cleared |
| Offline cache | Stores page files so the site loads quickly. Never used for account or customer data. | Until cleared |
You can clear these through your browser settings at any time. Clearing them signs you out.
10. Security
We take reasonable measures to protect your information: encrypted connections (HTTPS), hashed passwords we never see, database access rules restricting records to the account that owns them, résumés held in private storage reachable only through short-lived links, and access limited to staff who need it. Sensitive administrative actions are logged.
No system is perfectly secure. If a breach affects your personal information, we will notify you and any required regulator without undue delay, and within 72 hours where the GDPR applies.
11. Children
Our services are for adults. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us information, email us and we will delete it.
12. Where your data is held
We are based in Ohio and our providers store data on servers in the United States. If you are in the EEA or UK, this means your information is transferred to the US. Where required, our providers rely on Standard Contractual Clauses or another approved safeguard. You may ask us for details.
13. Changes
We may update this policy. The “Last updated” date above will change. If a change materially affects your rights we will make reasonable efforts to notify account holders by email or a notice on the site before it takes effect.
14. Contact us
For any privacy question, or to exercise a right:
Rainbow Sprinkler Systems LLC
Attn: Privacy
243 Richmond Rd
Cleveland, OH 44143
(440) 449-8219
[email protected]