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Pro-Tank Water Solutions

Privacy Policy

How we handle information on this website

Last updated September 27, 2026

Who we are

Pro-Tank Water Solutions LLC (“Pro-Tank,” “we,” “us”) is a Florida limited liability company. We provide municipal and industrial water and wastewater infrastructure rehabilitation. For this policy we decide how website and portal information is used. We use that information to run our own business — respond to you, do the work, bill you, and secure the portal — not as a “processor” or business associate acting only on a customer’s documented instructions.

Privacy questions: info@protankwater.com. Mail: 1200 Brickell Ave., Suite 1950 PMB 70511, Miami, FL 33131.

Scope

This policy covers the public website, the invite-only client portal at /portal and /admin, invitation and service emails, and the payment and bookkeeping connections we operate for our own company. It does not cover those providers’ own sites, or any other company’s practices. Links to those sites are governed by their policies. Related license terms are in the Terms of Use.

Notice at collection

If you submit the estimate form, accept an invitation, or use the portal, we collect the categories below. We do not sell personal information and we do not share it for cross-context behavioral advertising. We keep it for the periods in Retention.

Information we collect

We collect only what we need to respond to you, do the work, bill you, and secure the portal. We do not collect government ID numbers, biometric identifiers, precise geolocation, or payment-card PANs through this site. We do not run advertising or product-analytics trackers, and we do not use personal information to train general-purpose AI models.

Website inquiries

Name, email, phone, organization, facility type, service, location, timeline, and message from the estimate form.

Accounts

Name, title, email, phone, role (customer, staff, or admin), organization, and whether the account is active. Accounts are created by invitation only. There is no public signup. You can update your name, title, and phone in the portal. Email changes go through us. Staff account data is also used to administer the employment or contractor relationship.

Organization and site records

Legal name, billing email, phone, billing address, and job-site names and addresses.

Work records

Service requests (service, urgency, site or another site name and facility type, and description), quotes, approvals, decision notes, job updates we mark visible to you, invoices, payment ledger entries, and files. Customers may upload drawings and other project files. Staff may also add proposals, reports, photos, and warranties. Allowed file types are PDF, JPEG, PNG, WEBP, DWG, and DXF. You see files you upload and files we mark visible to your organization. Photos and drawings may show people or site conditions.

Payments

Amounts, method (ACH debit, ACH credit, wire, check, or other), status, invoice number, payment-processor identifiers, and remittance details. See Payments below for what we do not store.

Security and technical data

Sign-in and security events, document downloads, and similar actions, with IP address and browser user-agent. Admins can see an activity log. Failed sign-in attempts may be recorded without a user id. Server error records (route and message) are used to keep the service running, not for advertising.

Categories (US state privacy laws)

Identifiers

Name, email, phone, account and organization ids. Source: you, your organization, or our staff. Shared with staff, your organization, and the processors listed below.

Commercial and project information

Quotes, jobs, invoices, payments, and documents. Source: portal use and our staff. Shared with staff, your organization, our payment processor, and our bookkeeping system.

Internet and network activity

IP address, user-agent, and security-event logs. Source: your browser. Used for security and audit; not sold.

Professional information

Employer or agency, role, and facility or site. Source: you or your organization.

Sensitive personal information

We do not intentionally collect Social Security numbers, driver’s licenses, financial account numbers you type into the portal, or precise geolocation. Bank-account data entered on the payment processor’s checkout stays with that processor. Do not send us protected health information or other sensitive data we have not asked for.

We may create de-identified or aggregated information (for example, how many quotes were sent in a month) and use it to operate the business. We do not try to re-identify it.

How we use it

  • Respond to estimate requests and portal service requests, and support the project.
  • Operate accounts, invitations, password reset, and multi-factor authentication.
  • Issue and store quotes, proposals, jobs, invoices, and documents.
  • Treat a portal quote approval as a record of acceptance (who, when, and security log).
  • Collect payment and apply remittances when the memo or amount matches an invoice.
  • Keep Pro-Tank’s books, including a one-way copy into our bookkeeping system when that connection is on.
  • Send transactional email: invitations, password links, quote ready, invoice sent, payment received, failed, or returned, and job updates we mark visible to you.
  • Prevent abuse, investigate incidents, and meet tax, contract, and legal duties.

We do not sell personal information. We do not “share” it for cross-context behavioral advertising as those terms are used in California law. Global Privacy Control and similar signals are not needed for an opt-out because we do not sell or share in that way. We do not use personal information for automated decisions that produce legal effects without a person involved.

How we share it

Customer data is visible to Pro-Tank staff and to users in that customer’s organization. Staff and admin accounts require multi-factor authentication on the production site. We share information with service providers only as needed to run the service:

Hosting

Hosts the website and portal in the United States.

Database, files, and authentication

Stores portal records, uploaded files, and sign-in.

Email delivery

Sends invitation, recovery, and notification email from our domain.

Payment processing

Issues remittance details when that service is configured, and processes ACH debit checkout when that feature is enabled.

Bookkeeping

Receives the data described in the next section.

We may disclose information if required by law or legal process, to protect people or property, or in a sale or reorganization of the business, with notice where the law requires it. California Civil Code § 1798.83 (“shine the light”): we do not disclose personal information to third parties for their own direct marketing. Nevada residents: we do not sell covered information as that statute uses the term.

Bookkeeping

The bookkeeping connection is a private integration for Pro-Tank’s own books. We do not connect to a customer’s bookkeeping company.

When an admin connects it, we:

  • Store the connected company identifier and encrypted access and refresh tokens so the connection can run.
  • Read the connected company name and the item and deposit-account lists so staff can map portal invoices to our books.
  • Create or update bookkeeping customers using organization name, billing email, phone, and billing address.
  • Create invoices (number, dates, line descriptions, amounts, tax, notes) and record payments, and store the resulting record ids on our portal records.

We do not pull a customer’s own invoices, vendors, or reports out of that system. We do not sell bookkeeping data or use it for advertising. A Pro-Tank admin can disconnect it from Admin → Integrations; that revokes our tokens and stops new syncs. Records already written remain in our company file.

Payments

You can pay by ACH credit, wire, or check. When online debit is on, our payment processor also handles ACH debit checkout. If that processor is configured, we may create a customer record there and organization-specific remittance details when you view How to pay, even if debit checkout is off. We store that processor’s customer and payment identifiers, payment amounts and status, and the remittance details it gives us (bank name, account-holder name, routing number, virtual account number, supported networks, and SWIFT when it provides one) so invoices can show how to pay. That virtual account number is unique to your organization.

We do not store your bank login, debit-card number, or the full account number of a bank account you connect on the processor’s checkout. Those stay with the processor. We do not offer card checkout. Refunds and disputes are handled through the processor and our ledger. Unmatched bank transfers are applied by staff; the processor may return them after 75 days if they stay unmatched.

Cookies and sessions

We use first-party cookies that are required for the service. We do not use advertising cookies or third-party marketing pixels. We do not respond to “Do Not Track” signals because we do not track you across other sites.

Authentication cookies (HttpOnly)

Keep you signed in. If “Keep me signed in” is checked (the default), they last up to 30 days and renew when you use the portal. If you uncheck it, they last only for the browser session.

pt-remember

Stores that stay-signed-in preference.

qbo-oauth-state

Short-lived (about 10 minutes), HttpOnly cookie used only during the bookkeeping connect flow to protect against cross-site request forgery. Path-limited to the integrations routes.

If you block all cookies, you will not be able to sign in.

Communications

Emails we send about invitations, passwords, quotes, invoices, payments (received, failed, or returned), and customer-visible job updates are transactional or relationship messages, not marketing. Invoice and payment mail may also go to the organization’s billing email, even if that address is not a portal login. You cannot opt out of billing or password messages while you have an account. We do not send marketing text messages or make marketing calls. Phone numbers on the estimate form or your profile are used to reach you about the work.

Security

Transport is HTTPS. Portal routes use a strict Content Security Policy. Files sit in a private storage bucket. Database access is limited by role (staff versus the customer’s own organization). Staff and admin users must complete authenticator-app multi-factor authentication on production. Passwords must be at least 12 characters and include a letter and a number. Bookkeeping tokens are stored encrypted. We log security-relevant events. No method is perfect. If you believe there has been unauthorized access, email info@protankwater.com promptly. We will notify affected people and regulators as applicable law requires, including Florida’s information-protection statute, Fla. Stat. § 501.171.

Retention

Inquiry emails and portal notifications are kept as needed to handle the request and our email quota records. Project, quote, invoice, payment, and document records are kept for the life of the business relationship and as long as tax, contract, or dispute needs require — typically at least seven years for financial records. Audit logs are append-only and kept for security and accountability. Closed logins can be deactivated; we may retain the underlying project record. Encrypted bookkeeping tokens are kept only while the connection is active.

Your rights and choices

You can update your name, title, and phone in the portal. If you are a customer you can view — but not edit — your organization’s bill-to name and address, download quote and invoice PDFs, and export a CSV of your invoices. To change an email or bill-to line, or to ask us to delete personal information, email info@protankwater.com from the address on the account. We will verify the request and explain if we must keep information (for example, invoices we are legally required to retain).

If a US state privacy law applies to you (including California and, if its thresholds are met, Florida’s Digital Bill of Rights), you may have additional rights of access, correction, deletion, and appeal. Use the same address. Put “Privacy request” in the subject. If we deny a request, you may appeal by emailing again with “Privacy appeal” in the subject. We will not discriminate against you for exercising those rights. Authorized agents may write on your behalf with proof of authority. Because we do not sell or share personal information for advertising, we do not offer a separate “do not sell or share” form.

Public records

Many of our customers are public agencies. Information an agency places in the portal, or that we create for that agency, may be a public record of that agency under Florida Chapter 119 or similar laws. We will disclose records when legally required. Requests for an agency’s records should also go to that agency. Requests for Pro-Tank’s own records can be sent to info@protankwater.com.

Regulated data we do not want

This site is not a HIPAA covered entity or business associate arrangement. Do not submit protected health information. Do not upload classified or export-controlled technical data. If you send that material anyway, we may delete it and you remain responsible for the disclosure.

International visitors

We operate in the United States. If you access the site from another country, your information is processed in the US, where protections may differ from those where you live. The portal is intended for US municipal and industrial customers and Pro-Tank staff. We do not target the European Economic Area or the United Kingdom.

Children

The website and portal are for business use and are not directed at children under 18. We do not knowingly collect personal information from children, including children under 13 as defined by the Children’s Online Privacy Protection Act. If you believe a child has given us information, email info@protankwater.com and we will delete it.

Changes

We will post updates on this page and change the date above. Continued use after an update means you accept the revised policy for information we collect going forward.

Contact

Pro-Tank Water Solutions LLC
1200 Brickell Ave., Suite 1950 PMB 70511, Miami, FL 33131
info@protankwater.com

Do not use that inbox as the only channel for an emergency in the field. Use the phone or contact path we give your project.

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