1. Who we are
PilotWire LLC ("PilotWire," "we," "us," or "our") operates PilotWire, a service for pilot-car and oversize-load operations. This policy covers our public website, web platform, Android and iOS apps, and related support communications.
PilotWire connects independent companies and drivers. A company that adds you to a workspace or provides information about you also has its own responsibilities for that information. This policy describes PilotWire's handling; it does not replace the policies of your employer, contracting company, business partners, or independently operated services.
2. Information we handle
The information we receive depends on your role, workspace permissions, and the features you use. It may come from you, a company administrator or business partner, your device, or a service provider.
- Account and security information
- Name, email address, phone number, account and company identifiers, role and membership information, password hashes, sign-in/session records, and two-step-verification settings and related security records.
- Company and driver profiles
- Company names, business contact information and addresses, profile descriptions and logos, team and driver-roster information, invitations, certifications, qualifications, insurance information, reviews, and supporting evidence.
- Jobs and business records
- Load and route details, addresses and coordinates, applications, assignments, schedules, job status, issue reports, mileage, expenses, work records, notes, documents, and activity or review history.
- Uploaded documents and images
- Files you choose to provide, including credential, licence, certification, insurance, and job documents. Their contents may include personal identifiers and other sensitive information. Provide only information needed for the relevant workflow and only information you are authorized to share.
- Invoices and payment information
- Invoice parties, line items, amounts, proposals and revisions, payment and payout status, provider account identifiers, and masked payment-destination details. Stripe processes financial-account, card, and identity-verification information supplied through its payment and onboarding services.
- Location and availability information
- Job route addresses and coordinates, search points you select, and reported driver-location and availability information when you or an authorized company user choose to share it. The availability feature is explained below.
- Device, connection, and communication information
- IP address, browser/user-agent information, device identifiers, device platform and name, app version, push-notification tokens and installation identifiers where push services are enabled, notification preferences and delivery/read status, operational logs, and information you send to support.
3. How we use information
- Create and authenticate accounts, maintain sessions, and enforce role and company access.
- Coordinate job discovery, applications, assignments, qualification reviews, driver availability, and operational work.
- Maintain business records and supporting documents, review invoices, and facilitate authorized payments and payouts.
- Send account, security, job, invoice, and service communications through the channels available and selected for your account.
- Provide support, respond to privacy requests, troubleshoot problems, protect the service, prevent misuse, resolve disputes, and meet applicable obligations.
Providing optional information is your choice, but some features need particular information to work. For example, a qualification review needs the relevant evidence, and a payment service needs information required to process a transaction.
5. Location and availability
Job routes and search points are information you or a business user enter or select. Driver availability sharing is an opt-in, reported-location feature: you or an authorized company user supply a point, confirm permission, and select an availability period. It is not continuous or background device-location tracking.
The matching feature uses that reported point to calculate approximate straight-line proximity. Job owners receive availability, approximate distance, and location age rather than the driver's exact reported coordinates through the replacement-shortlist response. Authorized users in the driver's company can manage the reported availability.
You can use the availability feature's stop-sharing control to remove its stored current point. Availability is time-limited; ordinary job routes, saved search points, and other business records are separate from the temporary availability point.
7. Security and processing locations
We use access controls, account-security features, secure transport for production app API connections, and other measures designed to protect information. Credentials and documents should be shared only through the intended workflows. No transmission or storage system can be guaranteed completely secure.
PilotWire and its providers may process information in the United States and other countries where services operate. Those countries may have different privacy laws. Contact us if you have questions about the handling of your information.
8. Retention and deletion
Retention depends on the type of information and why it is needed. Relevant considerations include providing the service, the life of a job or business relationship, completing and reconciling transactions, legal and accounting obligations, security and fraud prevention, and resolving disputes.
Account deletion includes associated personal data, not just disabling sign-in. Information that is no longer needed for a legitimate purpose is deleted or de-identified as part of fulfilling a verified request. Limited information may need to be retained, including:
- Invoices, payment/payout and reconciliation records, and related records needed for tax, accounting, financial-reporting, or legal obligations.
- Job, qualification, document, and audit evidence needed for a specific legal obligation, active dispute, fraud investigation, or protection of rights.
- Limited security and privacy-request records needed to verify and document the handling of a request or protect the service.
A shared business record is not automatically exempt from deletion simply because it is shared. Any retained personal information must have an applicable reason for retention. Service providers may also have independent retention duties, particularly for regulated payment records.
There is no single retention period for every record. When reviewing your request, support can explain the relevant categories, any reason information must be kept, and the applicable retention period or criteria for determining it, including the treatment of backup or provider-held copies.
9. Your choices and requests
You can update available profile and notification settings in PilotWire. You can also contact us to request access to, correction of, or deletion of your personal information, including deletion of your account. Depending on applicable law, you may have additional rights to a copy of information, to restrict or object to certain processing, or to appeal a decision.
Email support@pilotwire.net with your request. We may need proportionate information to verify your identity and authority before disclosing or deleting data. Do not email passwords, one-time codes, recovery codes, full bank/card numbers, or government identification documents. If another verification method is needed, support will explain a suitable process.
Removing the app from your device does not delete your account. A company administrator removing you from a roster or workspace also does not necessarily delete your personal PilotWire account. See the account and data-deletion page for the request process.
10. Children
PilotWire is a business-operations service and is not directed to children under 13. If you believe a child has provided personal information, please contact support so we can review the situation and take appropriate action.
11. Changes to this policy
We may update this policy as the service or applicable requirements change. The date above identifies the latest revision. Where required, we will provide additional notice of material changes.
12. Contact us
For privacy questions, concerns, or requests, contact PilotWire LLC at support@pilotwire.net. Please identify the request as relating to PilotWire and provide only the information needed for us to understand it.