Privacy Policy

Effective Date: April 19, 2026

YardPilot (“we,” “us,” or “our”) is committed to protecting your privacy and the privacy of your customers' data. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have regarding your data. By using the YardPilot platform (“Service”) you agree to the practices described in this policy.

1. Information We Collect

a. Account & Business Information

• Name and email address of account holders and team members.
• Business name, phone number, and service address.
• Profile photo or logo you upload.
• Subscription plan and billing history (managed by Stripe; we do not store full card numbers).

b. Customer & Business Data You Enter

• Your customers' names, addresses, phone numbers, and email addresses.
• Job records, scheduling information, estimates, invoices, and payment records.
• Lead information captured via your QR code capture page.
• Technician profiles including names, email addresses, and phone numbers.
• Notes, tasks, and other content you create within the Service.

c. Usage & Technical Data

• Log data including IP address, browser type, pages visited, and timestamps.
• Device information (type, operating system, screen size).
• Feature usage patterns used to improve the Service.
• Error and crash reports.

d. Cookies & Similar Technologies

We use session cookies and authentication tokens to keep you logged in and to secure your session. We do not use third-party advertising cookies. You can configure your browser to refuse cookies, but doing so may prevent you from using certain features of the Service.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Process payments and manage your subscription.
• Send transactional emails (invoices, estimates, team invitations, technician reminders).
• Respond to support requests and communicate with you about your account.
• Detect and prevent fraud, abuse, or security incidents.
• Analyze usage trends to improve and develop new features.
• Comply with legal obligations.

We will not use your data or your customers' data for advertising or sell it to any third party for marketing purposes.

3. Data We Do Not Collect

We do not collect or store full credit card numbers, bank account numbers, or government identification numbers. Payment card details are handled entirely by Stripe and are subject to Stripe's Privacy Policy.

4. How We Share Your Information

We do not sell, rent, or trade your personal information. We share data only in the following limited circumstances:

a. Service Providers (Sub-processors)

We work with the following trusted third-party service providers who process data on our behalf, each bound by appropriate data protection agreements:

b. Legal Requirements

We may disclose your information if required to do so by law, subpoena, court order, or other governmental authority, or if we believe in good faith that such disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

c. Business Transfer

In the event that YardPilot is acquired, merged, or its assets are transferred, your data may be transferred as part of that transaction. We will notify you before your data is subject to a materially different privacy policy.

5. Your Customers' Data

As a YardPilot subscriber, you are the data controller for any personal information you enter about your own customers (names, addresses, contact details, etc.). We act as a data processor on your behalf. You are responsible for ensuring you have appropriate lawful basis to store and process your customers' personal information and for informing your customers about how their data is used.

6. Data Retention

We retain your account and business data for as long as your account is active. If you cancel your account, we will retain your data for 30 days to allow you to export it. After that period, we will permanently delete or anonymize your data from our active systems. Backups may persist for up to 90 days following deletion from active systems.

We may retain certain records (such as transaction records) for longer periods where required by law or for legitimate business purposes such as fraud prevention.

7. Security

We implement industry-standard security measures to protect your data, including:

• Encrypted data transmission via HTTPS/TLS.
• Password hashing; we never store plaintext passwords.
• Optional multi-factor authentication (MFA) for account access.
• Row-level security on our database so users can only access their own data.
• Access controls limiting employee access to customer data.

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. You are encouraged to enable MFA on your account and use a strong unique password.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to our legal obligations.
• Portability: Request your data in a machine-readable format.
• Objection / Restriction: Object to or request restriction of certain processing activities.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at support@yardpilot.net. We will respond within 30 days. We may need to verify your identity before processing your request.

9. California Privacy Rights (CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of that information, the business or commercial purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of personal information we have collected from you, subject to certain exceptions.
• Right to Opt-Out of Sale: We do not sell personal information. You do not need to opt out.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, contact us at support@yardpilot.net with the subject line “CCPA Request.”

10. 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 we have inadvertently collected information from a minor, please contact us and we will delete it promptly.

11. International Users

YardPilot is operated in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country. By using the Service you consent to this transfer. If you are located in the European Economic Area (EEA) or United Kingdom and have concerns about this, please contact us.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by a notice in the Service at least 14 days before the changes take effect. We encourage you to review this policy periodically. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Note: This Privacy Policy is provided as a starting point for your legal documentation. We recommend having a licensed attorney review and tailor this policy to your specific business operations before going live with paying customers, particularly if you serve customers in the EU, UK, or California.