Privacy Policy

1. Who we are

Tank Spotter, LLC (“Tank Spotter,” “we,” “our,” or “us”) is headquartered at 112 Holby Lane, Pottstown, PA 19465. We publish Propane Insider (propaneinsider.com) and operate the Propane Industry Marketing System (PIMS) — a marketing automation platform for propane delivery companies across the United States.

This Privacy Policy applies to information collected through our websites, forms, and related services, including the AI-Visibility Audit tool at propaneinsider.com/ai-audit.

2. Information we collect

2a. AI-Visibility Audit (/ai-audit)

When you request a free AI-visibility snapshot, we collect:

• Company name
• Website / domain (optional)
• ZIP code (used to localize the analysis)
• Email address (used to deliver your snapshot and, if you opt in, follow-up resources)

We do not collect payment card numbers, Social Security numbers, or sensitive personal categories through this form.

2b. PIMS operator accounts

PIMS operators provide business contact information (name, company, phone, email), customer data they upload or authorize us to process on their behalf, and billing information collected by our payment processor. Operator customer data is processed as a data processor on behalf of the operator (the data controller) and is governed by the PIMS Service Agreement.

2c. Automatically collected data

We do not currently run a third-party web-analytics product. Our servers keep standard access logs (IP address, browser type, referring page) for security and reliability. We do not use Google Analytics, advertising tracking pixels, or cross-site behavioral advertising.

3. How we use your information

We use the information we collect for the following purposes:

• Deliver the requested service — to generate and send your AI-visibility snapshot or operate your PIMS account.
• Follow-up communications — if you provide an email address via the AI-audit form, we may send you the snapshot results and, only if you do not unsubscribe, occasional relevant resources about AI search and propane marketing. We will never send unrelated commercial email.
• Platform improvement — aggregated, anonymized usage data helps us improve accuracy and feature quality.
• Legal and security obligations — to comply with applicable law, detect fraud, and protect our systems.

We do not use your data to train third-party AI models without your explicit consent.

4. Who we share information with

We do not sell or rent your personal information to third parties.

We share information only with:

• Service providers — infrastructure, email delivery (Resend), database hosting (Supabase), and payment processing providers who act under data-processing agreements and may not use your data for their own purposes.
• Legal authorities — when required by law, subpoena, or to protect the rights and safety of our users or the public.
• Business transfers — in the event of a merger, acquisition, or sale of assets, your information may transfer to the successor entity, subject to the same privacy commitments.

5. Data retention

We retain contact information collected through the AI-audit form for up to 24 months from the date of collection, unless you request deletion sooner or unsubscribe, in which case we suppress your email from future sends within 10 business days and delete personally identifying data on your written request.

PIMS operator account data is retained for the duration of the service agreement and for up to 7 years after termination to meet tax, audit, and legal obligations, then deleted or anonymized.

6. Your rights and choices

• Unsubscribe — every marketing email we send includes a one-click unsubscribe link. Suppression is honored within 10 business days.
• Access and correction — you may request a copy of personal data we hold about you or ask us to correct inaccurate information.
• Deletion — you may request that we delete your personal data. We will comply except where retention is required by law.
• Portability — on request, we will provide your data in a machine-readable format (CSV or JSON).

To exercise any of these rights, email privacy@tankspotter.com from the address associated with your account or request. We will respond within 30 days where required, and no later than 45 days under applicable law.

7. Cookies and analytics

We use session cookies necessary for site functionality (e.g., authentication on PIMS). We do not currently run a third-party web-analytics product. Our servers keep standard access logs for security and reliability purposes only.

We do not use Google Analytics, Facebook Pixel, or any behavioral advertising tracking on propaneinsider.com. If analytics tooling is added in the future, this section will be updated before deployment.

8. Security

We implement industry-standard technical and organizational measures to protect personal data — including encryption in transit (TLS), encrypted storage, access controls, and row-level security on our database. No transmission over the Internet is 100% secure; we cannot guarantee absolute security but will notify affected individuals and, where required, regulators if a breach occurs.

9. Children

Our services are directed at business professionals in the propane industry. We do not knowingly collect personal information from children under 13. If we learn we have inadvertently done so, we will delete it promptly.

10. Changes to this policy

We may update this policy to reflect changes in our practices or applicable law. We will post the revised policy with an updated effective date. For material changes, we will notify PIMS operators via email at least 30 days before the change takes effect. Continued use of our services after the effective date constitutes acceptance of the updated policy.

11. Contact us

For privacy questions, data requests, or to exercise your rights:

12. Your state privacy rights

Residents of California, Colorado, Virginia, Connecticut, and other states with comprehensive consumer-privacy laws have additional rights described in this section.

We do not sell or share your personal information

Tank Spotter, LLC does not sell or share personal information as those terms are defined under the California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA) or equivalent state laws. We do not process personal information for cross-context behavioral advertising.

Rights available to you

• Right to know / access — you may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources, our business purpose, and the categories of third parties with whom we share it.
• Right to correct — you may ask us to correct inaccurate personal information we hold about you.
• Right to delete — you may request deletion of personal information we collected from you, subject to certain exceptions (e.g., legal obligations).
• Right to opt out — you may opt out of any future sale or sharing of your personal information (we do not currently engage in such activities, but the right stands).
• Right to non-discrimination — we will not discriminate against you for exercising any of these rights. We will not deny you services, charge different prices, or provide a lower quality of service because you exercised a privacy right.

How to submit a request

Email privacy@tankspotter.com with the subject line “State Privacy Request” and describe the right you wish to exercise. We will verify your identity before processing the request. We respond within 30 days where required, and no later than 45 days under applicable law.

Authorized agents

California residents may designate an authorized agent to submit a request on their behalf. We may require written proof of authorization and may verify the consumer’s identity directly before fulfilling the request.

Multi-state baseline

We extend the rights described in this section to residents of all U.S. states that have enacted comprehensive consumer-privacy legislation, including but not limited to Colorado (CPA), Virginia (VCDPA), Connecticut (CTDPA), Utah (UCPA), and Texas (TDPSA), to the extent those laws apply to our activities.