Pilot for Trades (operated by Heart of the Rockies Management Consulting, LLC) (“Pilot,” “we,” “us,” or “our”) is committed to protecting the privacy of our users and their customers. This Privacy Policy describes how we collect, use, store, and share information when you use the Pilot for Trades platform, including our website at pilotfortrades.com, mobile applications, and related services (collectively, the “Service”).
By using the Service, you agree to the collection and use of information as described in this Privacy Policy.
1. Information We Collect
1.1 Account Information
When you create an account, we collect: name, email address, and phone number; business name and trade type (electrical, plumbing, HVAC); company size and business address; password (stored in hashed form — we never store plaintext passwords).
1.2 Business Data
When you use the Service for your business operations, we process: quotes and estimates; customer records; job records; financial data; photos and documents; and voice data submitted for AI quoting (processed for transcription and intent extraction).
1.3 Usage Data
We automatically collect: pages and features used; device information; IP address and approximate geographic location; session duration and feature engagement metrics; error logs and crash reports.
1.4 Payment Information
Payment processing is handled by Stripe, Inc. Pilot for Trades does not store your full credit card number, CVV, or other sensitive payment credentials. Stripe handles all payment data in accordance with PCI DSS Level 1 compliance.
1.5 Waitlist and Marketing Data
When you join our waitlist or subscribe to communications, we collect: email address, trade type and company size, signup source and UTM parameters, and newsletter subscription preferences.
2. How We Use Your Information
We use collected information for: providing and operating the Service; improving and developing new features; sending service-related and marketing communications (with your consent); and security, fraud prevention, and legal compliance.
We do NOT: sell your data to third parties, serve advertisements based on your business data, or market unrelated products without your consent.
3. How We Share Your Information
We do not sell, rent, or trade your personal information. We share information only in the following limited circumstances:
3.1 Service Providers
| Provider | Purpose | Data Shared |
|---|---|---|
| Stripe (Stripe, Inc.) | Payment processing | Payment method, billing address, invoice amounts |
| Telnyx (Telnyx LLC) | SMS message delivery | Customer phone numbers, message content |
| Amazon Web Services | Cloud hosting and storage | All Service data (encrypted at rest and in transit) |
| SendGrid (Twilio Inc.) | Transactional email delivery | Email addresses, email content |
3.2 QuickBooks Integration
When you authorize the QuickBooks Online integration, we share invoice data, payment records, and customer records with Intuit, Inc. as necessary for the synchronization you requested.
3.3 Legal Requirements
We may disclose your information if required by law, regulation, legal process, or governmental request. We will notify you of such requests when legally permitted to do so.
4. SMS Data (A2P 10DLC Compliance)
4.1 SMS Data Collection
When a contractor's customer provides a phone number and opts in to SMS communications, we collect and store: phone number; opt-in timestamp; opt-in source; message delivery status; and opt-out records.
4.2 SMS Data Usage
Phone numbers are used exclusivelyfor service-related communications initiated by the customer's contractor through the Pilot for Trades platform. These include appointment confirmations, job status updates, parts delay notifications, invoice and payment notifications, and change-order approvals.
We do not use customer phone numbers for marketing, advertising, or promotional purposes.
4.3 SMS Data Sharing
We do not sell, rent, or share customer phone numbers with third parties for marketing purposes. Phone numbers are shared only with our SMS carrier (Telnyx) for the sole purpose of message delivery.
We do not share mobile phone numbers or SMS messaging opt-in data with third parties or affiliates for marketing or promotional purposes.
4.4 SMS Data Retention
- SMS opt-in records and message delivery logs are retained for the duration of the contractor-customer relationship plus 90 days.
- Opt-out records are retained indefinitely to ensure compliance with do-not-contact requests.
- Message content logs are retained for 90 days after delivery, then automatically purged.
4.5 SMS Opt-Out
Customers may opt out of SMS communications at any time by replying STOP to any message, contacting their contractor, or emailing legal@pilotfortrades.com. See our SMS Terms for complete terms.
5. Data Security
We implement industry-standard security measures including:
- Encryption: All data encrypted in transit (TLS 1.2+) and at rest (AES-256)
- Access control: MFA available on all accounts; role-based access control (RBAC) limits data access by user role
- Infrastructure: Multi-tenant data isolation; DDoS protection via AWS CloudFront and WAF
- Incident response: We will notify you within 72 hours of discovering a data breach affecting your personal information
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Active account data | Duration of active subscription |
| Closed account data | 30 days after closure (data export window), then permanently deleted |
| Voice recordings | 90 days after processing, then automatically purged |
| Audit logs | 2 years |
| Payment records | 7 years (tax/financial regulation) |
| SMS opt-out records | Indefinitely (compliance) |
7. Your Rights
You have the following rights regarding your personal information:
- Right to access: Request a copy of the personal information we hold about you by contacting privacy@pilotfortrades.com.
- Right to correction: Update your account information at any time through the Service.
- Right to deletion: Request deletion of your account and personal data. We will process deletion requests within 30 days.
- Right to data portability:Export your data at any time through the Service's built-in export features (CSV, PDF, or JSON).
- Right to opt out: Opt out of non-essential communications at any time.
7.1 California Residents (CCPA/CPRA)
California residents have additional rights including the right to know, right to delete, and right to opt out of sale. We do not sell your personal information. Contact privacy@pilotfortrades.com to exercise these rights.
7.2 EU/EEA Residents (GDPR)
EU/EEA residents have rights under GDPR including access, rectification, erasure, restriction, data portability, and objection. Contact privacy@pilotfortrades.com for GDPR requests.
8. Cookies and Tracking
Essential cookies: Required for the Service to function (session management, authentication). Cannot be disabled.
Analytics: We use Google Analytics 4 (GA4) for anonymized usage data. You may opt out using the Google Analytics Opt-Out Browser Add-on.
What we don't use: We do not use advertising cookies, third-party retargeting, or fingerprinting technologies.
9. Children's Privacy
The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, contact us at privacy@pilotfortrades.com.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Your continued use after the effective date constitutes acceptance.
11. Contact Information
Heart of the Rockies Management Consulting, LLC, doing business as Pilot for Trades
Privacy inquiries: privacy@pilotfortrades.com
SMS inquiries: legal@pilotfortrades.com
Website: pilotfortrades.com
Related: Terms of Service · EULA · SMS Terms · SMS Opt-In Disclosure