Privacy Policy

1. What this covers

This policy explains what information WorkPilot collects when you use the app, why we collect it, and what control you have over it. It applies to business owners, team members and the public invoice and estimate links we host on your behalf.

2. Information we collect

• Account information — name, email address, optional phone number, password (stored hashed), and the business you belong to.
• Business data you enter — clients and their contact details, jobs, calendar entries, estimates, invoices, expenses, time entries, payroll rates, notes, chat messages and to-dos.
• Location — if your business owner enables location on clock-in, we record the coordinates captured at the moment you clock in or out. It is not tracked continuously and not tracked in the background.
• Payment information — handled by our payment processor. We never see or store full card numbers; we store a customer and subscription reference, plan, status and billing period.
• Usage and technical data — log entries, error reports, device and browser type, and IP address, used to keep the app working and secure.

3. How we use it

• To provide the app: showing your jobs, generating invoices, sending reminders and notifications.
• To bill subscriptions and prevent fraud and abuse.
• To provide support when you contact us.
• To fix bugs and improve reliability and performance.

We do not sell your data, and we do not use your business or customer data to advertise to you.

4. Who we share it with

Only the service providers needed to run WorkPilot, and only for that purpose:

• Our hosting, database and authentication provider.
• Our payment processor, for subscription billing and receipts.
• Email and messaging providers, to deliver notifications and links you choose to send.
• AI providers, when you use the assistant or connect an AI agent — only the content of that request is sent.

We may also disclose information when required by law or to protect our rights and users' safety.

5. Data inside a business

A business workspace is shared. Owners and admins can see the records, wages, time entries and clock-in locations of the members of their business. Members see the shared calendar, chat, to-dos and their own pay information. If you join a business with a team code, expect the owner to see your activity in the app.

6. Public links

Invoice and estimate links are unlisted URLs containing a random token. Anyone with the link can view that document, so treat links as sensitive. We record when a link is first opened so the sender can be notified.

7. Retention, export and deletion

• We keep your data while your account is active.
• You can export clients, invoices and financial reports from the app at any time.
• You can ask us to delete your workspace and its data by emailing support@workpilot-buis.com from the owner's address. We will confirm and then delete it, apart from records we must keep for tax or legal reasons.

8. Security

Data is encrypted in transit and at rest. Access is scoped per business at the database level, so one business cannot read another's records. No system is perfectly secure; if we become aware of a breach affecting your data we will notify affected account owners.

9. Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal information, or to object to certain processing. Email support@workpilot-buis.com and we will respond.

10. Children

WorkPilot is not intended for anyone under 16, and we do not knowingly collect their information.

11. Changes and contact

If we make a material change to this policy we will notify account owners in the app or by email. Questions or requests: support@workpilot-buis.com