PRIVACY POLICY
Effective Date: 07/30/2025
Last Updated:07/30/2025
1. Introduction
The Service Pilot (“Company,” “we,” “our,” or “us”) is a software-as-a-service (SaaS) provider committed to safeguarding the personal data of individuals and organizations (“you,” “your,” “Customer”) who use our platform and related services (collectively, “Services”).
This Privacy Policy outlines our practices regarding the collection, use, storage, sharing, and protection of your data. By using our Services, you consent to the practices described herein. If you do not agree, you must discontinue use immediately.
2. Definitions
For purposes of this Privacy Policy:
“Personal Data” means any information that directly or indirectly identifies an individual, as defined under applicable data protection laws (GDPR, CCPA, or other relevant regulations).
“Processing” means any operation performed on Personal Data, including collection, storage, alteration, disclosure, or deletion.
“Controller” refers to The Service Pilot, determining the purposes and means of Processing your data.
“Processor” or “Sub-Processor” refers to third parties engaged by The Service Pilot to process data on our behalf.
3. Information We Collect
We collect and process the following categories of information:
3.1 Personal Data Provided by You
Full name, business name, email, phone number, and mailing address.
Payment information (processed via PCI-compliant third-party providers).
Communications, support tickets, and uploaded files/documents.
3.2 Automatically Collected Data
IP address, device identifiers, browser type, operating system.
Activity logs, session timestamps, access history, crash reports.
Cookies and similar technologies to enhance service performance.
3.3 Third-Party Sources
We may receive data from integrated platforms (e.g., payment gateways, CRMs, scheduling tools) that you authorize.
4. Lawful Basis for Processing
We process your data on the following legal grounds:
Contractual Necessity: To deliver Services under our Terms of Service.
Legitimate Interests: To maintain security, prevent fraud, improve platform functionality, and enhance user experience.
Legal Obligations: To comply with applicable laws, court orders, or regulatory requests.
Consent: For marketing communications and optional features requiring explicit opt-in.
5. Purpose of Data Use
We use your Personal Data to:
Provide, operate, and maintain our Services.
Process payments and manage account billing.
Detect, investigate, and prevent fraudulent or unauthorized activity.
Perform internal analytics, audits, and service optimizations.
Send operational notices, service updates, and marketing communications (where legally permitted).
Comply with contractual and legal requirements.
6. Sharing and Disclosure of Data
We do not sell Personal Data. We may disclose your information in the following cases:
Authorized Sub-Processors:
Hosting providers, payment processors, cloud storage, analytics platforms, SMS/email delivery services.
Sub-processors are bound by written agreements requiring confidentiality, data protection, and compliance with GDPR/CCPA standards.
Corporate Transactions:
In the event of a merger, acquisition, restructuring, or asset sale, data may be transferred under continued protection.
Legal Requirements:
To comply with subpoenas, court orders, law enforcement, or other legal processes.
Aggregated/Anonymized Data:
Non-identifiable analytics may be shared for benchmarking or research purposes.
7. Data Retention
We retain Personal Data only as long as:
Required to fulfill the purpose for which it was collected;
Necessary to comply with tax, accounting, or legal obligations; or
Up to 60 months for inactive accounts, after which data may be permanently deleted or anonymized.
You may request deletion sooner, subject to our legal obligations.
8. Data Security
We employ industry-standard administrative, physical, and technical safeguards, including:
Data encryption (in transit and at rest).
Role-based access controls.
Regular security audits and vulnerability testing.
No system can guarantee 100% security, and you acknowledge that internet transmissions may be subject to breaches beyond our control.
9. International Data Transfers
Data may be stored or processed in jurisdictions other than your own. We implement legally recognized safeguards (Standard Contractual Clauses, adequacy decisions, or equivalent measures) to ensure your rights remain protected.
10. Your Rights
You may exercise the following rights under applicable law:
Access: Obtain a copy of your Personal Data.
Rectification: Correct inaccuracies or update information.
Erasure: Request deletion of your data where legally permitted.
Restriction: Limit processing under certain conditions.
Portability: Receive your data in a structured, machine-readable format.
Objection: Withdraw consent for non-essential processing or marketing.
Requests must be submitted to privacy@theservicepilot.com, with identity verification to protect against unauthorized access.
11. Cookies and Tracking Technologies
We use first-party and third-party cookies for:
Session authentication and account security.
Personalizing user experience.
Measuring and improving platform performance.
Marketing and retargeting campaigns (with opt-out options).
12. Children’s Privacy
The Service Pilot does not knowingly collect data from children under 18 years old. If such data is discovered, it will be deleted promptly.
13. Limitation of Liability
To the maximum extent permitted by law, The Service Pilot shall not be held liable for:
Unauthorized access due to user negligence (e.g., compromised passwords).
Data loss caused by third-party integrations or external providers not controlled by us.
Security breaches resulting from force majeure events or unforeseen circumstances.
14. Dispute Resolution and Governing Law
This Privacy Policy is governed by the laws of Texas, USA. Any dispute arising under or in connection with this policy shall be resolved exclusively through:
Good-faith negotiation within 30 days of written notice.
Binding arbitration in Texas, USA, unless otherwise required by applicable law.
Courts of competent jurisdiction where arbitration is legally unavailable.
15. Policy Updates
We may revise this Privacy Policy periodically to reflect legal, technical, or business changes. Updates will be posted on our website, with “Effective Date” adjustments. Material changes will be communicated to account holders by email or in-app notifications.
16. Contact Information
For privacy inquiries, data access requests, or concerns, contact:
Privacy Officer
The Service Pilot
Email: privacy@theservicepilot.com
Address: 3525 Murdock St, Houston, TX 77047