DWH Operating System Privacy Policy

Last updated: October 30, 2026

Discount Water Heaters LLC (“DWH,” “we,” “us”) operates DWH Operating System and the DWH Booking & Field Portal. This policy covers those applications, including customer booking and quote interactions, authorized team access, equipment inspections, communications and connected accounting features.

Information we collect

Customer and contact names, phone numbers, email addresses, contact preferences, service and billing addresses, referral information and permission records.
Equipment details, service history, inspection findings, photographs, uploaded documents, quotes, approvals, appointments, tasks and follow-up notes.
Call and text details received through an authorized RingCentral connection, including recordings, transcripts and notes when those features are enabled.
Authorized user identity, role, session and audit information. Team passwords are stored as salted password hashes.
QuickBooks company, service-item, customer, invoice and balance information when the corresponding integration features are authorized and available. Live-company checks read company information and service items. After the primary administrator releases the live invoice workflow, approved work can be copied individually to QuickBooks as a customer and invoice, and authorized staff can view its hosted payment link and refresh its balance. Previously collected trip charges and existing invoices require office reconciliation; monthly billing is separate. The sandbox workflow remains separate.

How we use information

We use information to respond to requests; match customers to service properties; schedule, quote and perform work; maintain equipment and warranty records; document approvals; manage communications; reconcile authorized accounting activity; administer access; and investigate errors or misuse. Historical ServiceTitan imports are retained as legacy references. An imported membership label does not establish an active DWH paid plan.

Permission for service communications and permission for promotional messages are handled separately. Do not assume that providing a phone number or having a legacy customer record constitutes permission for marketing.

SMS privacy and consent

Our customer-care text messaging program covers Discount Water Heaters LLC service inquiries, requested estimates, appointment confirmations and reminders, scheduling changes, and technician arrival updates. DWH service-text numbers are 772-202-6671 and 772-202-6760. Providing your phone number, booking service, selecting a preferred contact method, or having an existing customer record does not by itself enroll you in automated or promotional texts.

When you text DWH first, we use your number and message to respond to that inquiry. For additional service notifications, we obtain and record permission separately, for example through an explicit verbal agreement with our office. We retain consent or withdrawal records, including the number, date, source, staff member where applicable, and the permission given. The booking form collects phone/email appointment-contact preferences only; it is not an SMS enrollment form. To request text notifications, contact our office so we can obtain and record your permission. Any future website SMS enrollment will use a separate optional checkbox that is unchecked by default. Declining SMS does not prevent a purchase or a service booking. Marketing requires separate consent.

No mobile opt-in data or text message consent will be shared with third parties or affiliates. Mobile phone numbers and other mobile information are not shared with third parties or affiliates for marketing or promotional purposes. SMS consent is not shared with third parties or affiliates. We do not sell or rent mobile phone numbers. Messaging service providers such as RingCentral process phone numbers, message content, and delivery information only as needed to deliver and support DWH communications. This operational processing does not authorize their own marketing.

Reply STOP to opt out of texts from the number you contacted. Contact the office at 772-202-6671 to update broader communication preferences. A request to stop texts does not cancel an appointment, erase service records, or prevent a permitted response by another selected contact method. See our SMS Terms of Service for message types, frequency, rates, and help.

Service providers and connected services

OpenAI / ChatGPT Sites and Cloudflare: application hosting, identity-related services, structured data and file storage. Staff password sessions are handled by the DWH portal.
Google Maps: address suggestions and address details when a user chooses the lookup feature, subject to Google Maps terms and Google’s privacy policy. Online booking address verification also uses the US Census Geocoder.
RingCentral: authorized calls, messages and recording access for the DWH phone numbers selected by an administrator.
OpenAI API: when enabled and used, selected equipment photos may be sent for nameplate extraction, and selected call audio/transcripts may be sent for transcription and summary. Calls can contain personal information spoken by participants. Staff must verify the results. QuickBooks tokens and accounting API responses are kept out of these AI requests.
Intuit QuickBooks: administrator-authorized accounting connection and its available workflows. Only an authorized company administrator may connect the company. Encrypted server storage is used for connection credentials and tokens. DWH uses connected accounting data for the app’s functional business purposes and does not sell that data or use it to train AI models.
Synchrony: financing links open Synchrony’s separate website. Information entered there is governed by the lender’s own disclosures and terms.

Providers process information needed to supply their services under their own applicable terms and privacy disclosures. Information may be processed in the locations where DWH and its providers operate. We may disclose records when required by law, to respond to a valid legal request, or to protect people and the service.

Payments and sensitive information

DWH OS does not collect card numbers or security codes. When a live invoice is linked, authorized users may open its Intuit-hosted payment page in a separate tab. Payment details are entered with the payment provider, not in DWH OS. Invoice creation requires separate administrator release and confirmation; connecting QuickBooks or saving readiness does not itself create an invoice or charge. Do not put payment-card details, bank login credentials, government identification or unrelated sensitive documents in DWH notes, photos, messages or uploads.

Access, cookies and protection

Authorized team members receive access according to their assigned responsibilities. Customer-facing screens do not provide public access to the internal customer database. The portal uses a secure, HttpOnly session cookie for staff sign-in; connected identity and accounting services may use their own cookies. The app applies role checks, HTTPS, server-side token encryption and audit records. No online service can guarantee absolute security.

Retention, corrections and removal

DWH retains business records as needed for service, warranties, accounting, dispute handling and applicable recordkeeping obligations. Records do not automatically expire when a job is completed. Administrators handle correction and removal requests; retained backups and records needed for business or legal obligations may not be removed immediately. Contact the office to request access, correction, removal, or review of communication preferences. We may verify your identity and your relationship to the record before acting.

Disconnecting QuickBooks and other integrations

An authorized administrator can disconnect the live-company connection or the sandbox independently from DWH’s QuickBooks setup page. A successful disconnection revokes the connection’s Intuit token and removes that local connection. You can also manage authorization in QuickBooks Connected Apps. Disconnection stops future access through that connection; it does not reverse transactions or automatically erase existing business records. Contact DWH separately about retained records.

Policy changes and contact

We update this page when application features or data practices change and revise the date above. Contact the DWH office with questions about this policy.

Discount Water Heaters LLC
2713 Peters Road, Fort Pierce, FL 34945
Call 772-202-6671 and ask the DWH office about app access, privacy, corrections or removal requests.