Privacy Policy

1. Information We Collect

We collect information you provide directly to us, such as:

• Name and contact information
• Company details and DOT numbers
• Location data (for pilots sharing their location)
• Order and service history
• Payment information

2. How We Use Your Information

We use the information we collect to:

• Provide and improve our services
• Process orders and payments
• Communicate with you about your orders
• Send service updates and promotional materials
• Comply with legal obligations

3. Information Sharing

We may share your information with:

• Pilot car escorts assigned to your orders
• Service providers who assist in our operations
• Legal authorities when required by law

SMS/Text Messaging Data Protection

Important: All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Your SMS/text messaging preferences and consent information are kept strictly confidential and are only used for our direct communication with you.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

5. Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Opt-out of marketing communications

6. Mobile App (PCP - Pilot Cars & Permits LLC)

The PCP - Pilot Cars & Permits LLC mobile app is provided exclusively to pilot car operators contracted with us. The following sections describe what the App collects and how it is used.

6.1 Information the App Collects

• Account information: email address, name, phone number, company name, and the business/insurance information you enter in your pilot profile. Used to authenticate you and to fulfill orders.
• Precise location (foreground and background): When you enable location sharing in the App, we collect your device's precise GPS location (latitude, longitude, and accuracy) on a continuous basis — including while the App is in the background — so our dispatchers can offer you nearby loads and so trucking-company clients can see active pilot availability in your area. Background location is collected ONLY while you have explicitly enabled tracking via the in-app toggle. You can disable tracking at any time from the App's dashboard.
• Device identifiers and push tokens: a Firebase Cloud Messaging (FCM) token is generated by your device and stored on our servers so we can send you push notifications about new order assignments and load board postings. You can disable push notifications from within the App's settings; doing so deletes the stored token.
• App activity: the orders you view, accept, or complete, and basic interaction events used to operate the service.

6.2 How Location Data Is Used and Retained

Live location pings are used to (a) display your current position to our dispatchers, (b) match you to nearby load board postings, and (c) keep an operational history of where pilots have been (for support, dispute resolution, and load-area planning). Location history is automatically purged after 30 days. Your latest known location is retained until you disable tracking or delete your account.

We do not sell location data, share it with advertisers, or use it for any purpose unrelated to dispatch operations.

6.3 Third-Party Services Used by the App

The App relies on the following third-party services:

• Google Firebase (Cloud Messaging): delivers push notifications to your device. See Firebase Privacy.
• Google Maps Platform: displays maps and reverse-geocodes coordinates to readable city/state addresses. See Google Privacy.
• Heroku (Salesforce): hosts the backend servers and database that store your account and location data.

6.4 Data Security in the App

All communication between the App and our servers is encrypted in transit using HTTPS/TLS. Your authentication token is stored on your device's secure local storage and is invalidated when you log out.

7. How to Delete Your Account and Data

You can delete your PCP - Pilot Cars & Permits LLC account at any time through any of these three methods:

• In the mobile app: Profile screen → Delete Account button. You will be asked to enter your password and type DELETE to confirm.
• On the website: sign in and visit pilotcarsandpermits.com/auth/delete-account.
• By email: send a request from your registered email address to dispatch@pilotcarsandpermits.com with the subject line "Delete My Account". We will confirm and complete the deletion within 30 days.

What "delete" means in practice. When you delete your account, we immediately:

• Disable login on the account so it can no longer be accessed
• Stop all location tracking and revoke push-notification tokens
• Remove your account from active user lists and admin maps

If you have never had any orders, your record is fully erased from our database. If you have completed loads with us (pilots) or placed orders (clients), your underlying account record is retained in a suspended/inactive state so that the historical orders, invoices, payment records, and audit trails connected to your account remain valid. This is required for tax compliance, billing-dispute resolution, and contractual obligations related to completed work. Retained records are not used for marketing or any active business purpose and are protected by the same security measures as active data.

8. Children's Privacy

Our services and the PCP Pilot App are intended for use by adult professional drivers and businesses. We do not knowingly collect personal information from children under the age of 13. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will indicate the date of the latest revision at the top of this page. Material changes affecting the mobile app will also be communicated via an in-app notice.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:
Email: dispatch@pilotcarsandpermits.com
Phone: (214) 550-7192