Privacy Policy

1. Who we are

PilotLedger is operated by PILOTLAB LLC, a Wyoming limited liability company with its registered address at 1309 Coffeen Ave, Ste 1200, Sheridan, WY 82801, United States and a business address at 304 S. Jones Blvd, Las Vegas, NV 89107, United States. In this policy, "PilotLedger", "we", "us" and "our" mean PILOTLAB LLC.

This policy covers our website at https://www.pilotledger.net, the PilotLedger web application, the customer portal that our customers can turn on for their own clients, and any emails or support conversations you have with us. It should be read together with our Terms of Service, Cookie Policy and, for business customers, our Data Processing Addendum.

2. Our two roles: controller and processor

Data protection laws distinguish between the organization that decides why and how personal data is used (the controller) and an organization that handles data on someone else's instructions (the processor). We play both roles, depending on the data.

When we are the controller

We are the controller of personal data about:

• Account holders and team members: your name, email address, password (stored only as a hash), company details, plan and billing information, how you use the product and your support conversations with us.
• Website visitors: technical data and, if you agree, analytics data about how you use our website.

This policy mainly describes how we handle that data.

When we are the processor

The records you keep in PilotLedger are your business's books. They usually contain personal data about other people: your customers' and vendors' names, email addresses and postal addresses, the invoices, quotes, bills and payments you record, and the details of any customer portal users you enable. We call this Customer Data.

For Customer Data, the business that uses PilotLedger is the controller and we are its processor. We only process Customer Data to provide the service to that business, under our Data Processing Addendum. If you are a customer or vendor of a business that uses PilotLedger and you have a question about your data, please contact that business first. We will help them respond to you.

3. Personal data we collect

Information you give us

• Account registration: your name, email address and password. Passwords are hashed with bcrypt before they are stored; we never store or see your password in plain text.
• Company profile: your business name, address, tax registration numbers, base currency, logo and similar settings.
• Accounting records: the customers, vendors, items, invoices, quotes, bills, payments, expenses, bank transactions, journal entries and other records you enter or import (for example, from a CSV file).
• Team members: the names and email addresses of people you invite to your organization, and the role you give each of them.
• Customer portal users: if you turn on the customer portal, the contact details and login details of the customers you give access to.
• Support messages: what you send us through the contact form or by email, including your name, email address and anything you choose to include.

Information collected through billing

Paid subscriptions are billed through Stripe. Your card details are collected directly by Stripe and never pass through or rest on our servers. We store your subscription status, plan, billing history and the Stripe customer and subscription identifiers that link your account to Stripe. We never store full card numbers.

Information collected automatically

• Session and device data: when you sign in, we record your IP address and browser user agent with your session in our database so we can validate and revoke sessions and spot suspicious sign-ins.
• Server logs: our hosting provider, Vercel, keeps request logs that include IP address, user agent, the page or endpoint requested and the time.
• Audit log: PilotLedger records changes made inside an organization (who changed what and when) so your team can review the history of your books.
• Usage data: basic information about which features are used, so we can run and improve the service.
• Analytics: only if you accept analytics cookies, Google Analytics collects pseudonymous identifiers, pages viewed, device information and approximate location. Vercel Web Analytics, which is cookieless and reports only aggregated page views, is also loaded only after you consent on this site. See our Cookie Policy.

Emails we send

We send email through Resend: account verification, password reset and service messages to you, and, when you choose to send them, invoices, quotes, statements and payment reminders to your customers. Resend processes the recipient's email address and name and the content of the message.

Information we do not collect

• Free online tools: tools such as our invoice generator run in your browser. Your invoice generator draft is saved in your browser's local storage and is never sent to us.
• Exchange rates: PilotLedger fetches daily exchange rates from public rate services (such as the Frankfurter API). These requests are made from our servers and contain no personal data.
• Special categories: we do not ask for sensitive data such as health, religious or biometric data. Please do not put it in PilotLedger unless your business genuinely needs to record it.

Third-party content on our website

Some older blog posts display images loaded from images.unsplash.com. When your browser loads those images, Unsplash can see your IP address and browser details, as with any website you visit.

4. How we use personal data and our legal bases

If you are in the European Economic Area (EEA), the United Kingdom or Switzerland, we must have a legal basis for each use of your personal data. We rely on the following:

Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can object at any time (see section 10).

We will tell you before using personal data for a purpose that is materially different from the ones above.

5. What we do not do

• We do not sell your personal information, and we do not "share" it for cross-context behavioral advertising, as those terms are defined under California law.
• We do not show advertising in PilotLedger and we do not use advertising cookies or pixels.
• We do not use your accounting data or Customer Data to train artificial intelligence models.
• We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
• We do not read your books except where you ask us to (for example, in a support request), where needed to keep the service running or secure, or where the law requires it.

6. Who we share personal data with

We share personal data only with the following, and only as needed:

• Subprocessors who help us run PilotLedger: hosting (Vercel), our managed database provider, payments (Stripe), transactional email (Resend) and, with your consent, analytics (Google). Each is bound by a contract that limits how it may use the data. The current list, with what each one does and where it processes data, is on our Subprocessors page.
• People you choose: your team members, your accountant or bookkeeper if you invite them, and your customers when you email them a document or give them portal access.
• Professional advisers such as lawyers and accountants, under a duty of confidentiality.
• Authorities, where we are legally required to disclose data, or where it is necessary to protect the rights, property or safety of our users, the public or ourselves. Where we lawfully can, we will tell an affected customer about a request for its Customer Data.
• A buyer or successor, if PILOTLAB LLC is involved in a merger, acquisition or sale of assets. The recipient will be required to honor this policy, and we will notify you of any change in ownership.

7. Where your data is stored and international transfers

All of our servers and databases are located in the United States. The application is hosted on Vercel and our primary database is run by a managed MySQL database provider in the United States.

Some of the people who provide support and engineering for PilotLedger may be located outside the United States. They access personal data only when needed to do their job, under confidentiality obligations and access controls.

If you are in the EEA, the UK or Switzerland, using PilotLedger involves transferring your personal data to the United States and potentially to other countries. Where those countries are not recognized as providing adequate protection, we rely on the European Commission's Standard Contractual Clauses (with the UK Addendum where relevant), as set out in our Data Processing Addendum, together with additional safeguards where appropriate.

8. How long we keep personal data

• While your account is open, we keep your account data and your books so the service works and your records stay complete.
• After your account is closed, we permanently delete your account data and Customer Data within 90 days. Copies in our encrypted backups roll off within a further 30 days.
• Billing records for your subscription are kept for as long as tax and accounting laws require us to keep them, which is typically up to 7 years.
• Support messages are kept for as long as needed to resolve your request and for a reasonable period afterwards in case you follow up.
• Server logs and session records are kept for limited periods for security and troubleshooting.
• We may keep data longer where the law requires it or where it is needed to establish, exercise or defend legal claims.

Closing your account. To close your account and delete your data, contact us at support@pilotledger.net. Before you do, export anything you need to keep: you can export reports and lists to CSV or print them. Remember that you may have your own legal duty to keep accounting records for a number of years.

9. How we protect personal data

We use technical and organizational measures appropriate to the sensitivity of financial records, including HTTPS encryption for all traffic, bcrypt password hashing, server-side session validation with revocable sessions, role-based permissions, an audit log, separation of each organization's data and encrypted backups. Payment card data is handled by Stripe. No method of transmission or storage is completely secure, but we work to protect your data and to respond quickly if something goes wrong. Read more on our Security page.

If we become aware of a personal data breach that affects you, we will notify you and the relevant authorities as the law requires. For Customer Data, we will notify the affected business customer without undue delay, as set out in the Data Processing Addendum.

10. Your privacy rights

Your rights depend on where you live. We honor the requests described below wherever we reasonably can, regardless of location.

EEA, UK and Switzerland

Under the GDPR and UK GDPR you have the right to:

• Access the personal data we hold about you and receive a copy.
• Rectify data that is inaccurate or incomplete. You can update most account details yourself in Settings.
• Erase your data, subject to legal exceptions (for example, records we must keep for tax purposes).
• Restrict our processing in certain circumstances.
• Data portability: receive data you provided to us in a structured, machine-readable format.
• Object to processing based on our legitimate interests.
• Withdraw consent at any time, for example to analytics cookies, without affecting processing that took place before you withdrew it.
• Complain to your local data protection supervisory authority. We would appreciate the chance to address your concern first.

California and other US states

If you live in California, the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA) gives you the right to:

• Know what personal information we have collected about you, the sources, the purposes and the categories of third parties we disclose it to, and to receive a copy.
• Delete personal information we collected from you, subject to legal exceptions.
• Correct inaccurate personal information.
• Opt out of the sale or sharing of personal information. We do not sell or share personal information, so there is nothing to opt out of, but you may still contact us.
• Limit the use of sensitive personal information. We use account login credentials only to provide the service and keep it secure.
• Non-discrimination: we will not treat you differently for exercising your rights.

In the last 12 months we have collected the categories of personal information described in section 3: identifiers (such as name, email and IP address), commercial information (such as subscription and billing history), internet or network activity (such as logs and, with consent, analytics), professional information (such as company details) and account login credentials. We disclose these only for the business purposes described in section 6.

Residents of other US states with consumer privacy laws, such as Colorado, Connecticut, Virginia, Utah and Texas, have similar rights to access, correct, delete and obtain a copy of their personal data and to opt out of targeted advertising, sale and profiling. We do not engage in targeted advertising, sale or profiling with legal effects. If we decline a request, you may appeal by replying to our decision, and if you remain unhappy you may contact your state attorney general.

Pakistan and other countries

If you live in Pakistan or in another country with data protection laws, you can ask us for access to, correction of or deletion of your personal data, and you can withdraw consent where we rely on it. We will handle your request in line with the law that applies to you.

How to make a request

Email support@pilotledger.net from the address linked to your account, and tell us which right you want to exercise. We will verify your identity before acting, which may mean asking you to confirm details only the account holder would know. We respond within 30 days (45 days for California residents), and tell you if we need more time as the law allows.

You may use an authorized agent to make a request on your behalf. We will ask for proof that the agent is authorized and may still need to verify your identity directly.

If your request concerns Customer Data (for example, you are a customer of a business that uses PilotLedger), please contact that business. We will pass your request to it where we can identify it and will help it respond.

11. Cookies and similar technologies

We use a small number of strictly necessary cookies to keep you signed in and remember your choices, and Google Analytics cookies only if you accept them. You can change your choice at any time with the "Cookie settings" link in the website footer. We treat a Global Privacy Control signal from your browser as an opt-out of analytics. Full details, including every cookie we set, are in our Cookie Policy.

12. Children

PilotLedger is a business tool and is not intended for anyone under 18. We do not knowingly collect personal data from children under 13, or under 16 where that is the relevant age in your country. If you believe a child has given us personal data, contact us and we will delete it.

13. Changes to this policy

We may update this policy as our product, our subprocessors or the law change. We will update the "Last updated" date at the top of this page, and if a change is significant we will notify account holders by email or in the app before it takes effect.

14. Contact us

For any question about this policy or your personal data, contact:

• PILOTLAB LLC, a Wyoming limited liability company
• Registered address: 1309 Coffeen Ave, Ste 1200, Sheridan, WY 82801, United States
• Business address: 304 S. Jones Blvd, Las Vegas, NV 89107, United States
• Email: support@pilotledger.net
• Phone: +1 888 370 6801

Business customers can find the terms that govern our processing of Customer Data in the Data Processing Addendum.