Privacy Policy

1. Introduction

PeoplePilot ("we," "us," or "our") provides AI-powered workforce management software purpose-built for trades and construction companies. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, mobile applications, and services (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Account & Organization Information

• Company name, address, and industry classification
• Administrator name, email address, phone number, and role
• Employee names, contact details, job titles, pay rates, certifications, and employment status as entered by your organization

Workforce & Scheduling Data

• Shift schedules, time clock punches, and timesheet records
• Leave requests, shift swap activity, and overtime records
• Crew assignments, job site information, and daily field reports

Location Data

When GPS-verified clock-in is enabled by your organization, we collect precise geolocation data at the time of clock-in and clock-out events only. We do not continuously track employee location. Location collection can be disabled by your organization's administrator at any time.

Device & Usage Data

• Browser type, operating system, device identifiers, and IP address
• Pages visited, features used, and interaction patterns
• Crash reports and performance diagnostics

Communications

Messages sent through our in-app announcement board, support requests, and any other communications you send to us.

3. How We Use Your Information

• Provide the Services: Scheduling, time tracking, payroll integration, compliance management, and reporting
• AI-Powered Features: Generating schedule recommendations, overtime alerts, labor cost analysis, and workforce optimization insights
• Safety & Compliance: Certification tracking, break/overtime rule enforcement, and regulatory compliance reporting
• Communications: Service notifications, shift reminders, approval requests, and support responses
• Improvement & Analytics: Understanding usage patterns to improve product features and performance
• Security: Detecting and preventing fraud, abuse, and unauthorized access

4. Data Sharing & Disclosure

We do not sell your personal information. We may share data in the following limited circumstances:

• Within Your Organization: Managers and administrators within your company can access employee data according to the role-based permissions they configure
• Service Providers: Trusted third parties that help us operate our Services (hosting, analytics, payment processing, email delivery) under strict confidentiality agreements
• Payroll & HR Integrations: When your organization connects PeoplePilot to third-party payroll or HR systems, relevant data flows to those platforms as configured
• Legal Requirements: When required by law, regulation, legal process, or enforceable governmental request
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users

5. Data Retention

We retain your data for as long as your organization maintains an active account, plus a reasonable period afterward to fulfill legal obligations, resolve disputes, and enforce agreements. Time tracking and payroll records are retained for a minimum of seven (7) years to comply with federal and state labor recordkeeping requirements. You may request deletion of your data by contacting us, subject to legal retention obligations.

6. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2+) and at rest (AES-256), role-based access controls, regular security audits, and SOC 2 Type II compliance. While no system is 100% secure, we take the protection of your workforce data seriously and continuously improve our security posture.

7. Your Rights & Choices

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal information
• Port your data to another service
• Opt out of certain data processing activities
• Withdraw consent where processing is based on consent
• Lodge a complaint with a supervisory authority

Organization administrators can export or delete employee data directly from the PeoplePilot dashboard. Individual employees should contact their employer or reach out to us at privacy@peoplepilot.com.

8. Cookies & Tracking

We use essential cookies to operate the Services and optional analytics cookies to understand usage patterns. You can manage your cookie preferences through the cookie banner displayed on your first visit. For more details, see our Cookie Policy.

9. Children's Privacy

Our Services are designed for business use and are not directed at individuals under the age of 16. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Continued use of the Services after changes constitutes acceptance.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

PeoplePilot
Email: privacy@peoplepilot.com