1. Information We Collect

1.1 Personal Information

When you register for TrackPilots, we collect personal details such as your name, email address, phone number, company name, and payment details. These details are necessary for account creation, billing, and communication purposes.

We also collect user authentication credentials, profile settings, and preferences to enhance the user experience and provide customized features within TrackPilots.

1.2 Employee Data & Monitoring Information

TrackPilots collects employee activity data based on employer-defined configurations. This may include keystroke logs, application usage, screenshots, work hours, and web browsing history, depending on the settings enabled by the employer.

All monitoring data is stored securely and encrypted to ensure compliance with data protection laws. Employers are solely responsible for informing employees about the extent of monitoring and obtaining their consent as per applicable laws.

1.3 Device & Usage Information

To improve system performance and security, TrackPilots automatically collects device-related data, such as IP addresses, operating system details, browser type, and session activity logs.

We also track errors, crashes, and system diagnostics to analyze performance issues and enhance platform reliability. This data helps us detect fraud, prevent security breaches, and improve user experience.

1.4 Cookies & Tracking Technologies

TrackPilots uses cookies, web beacons, and tracking scripts to remember user preferences, provide seamless login sessions, and analyze platform interactions.

Users can control cookie settings through their browser, but disabling cookies may impact some functionalities, including auto-login, dashboard customization, and personalized reporting features.

2. How We Use Your Data

2.1 Providing & Enhancing Services

The data collected by TrackPilots is used to provide, operate, and improve our monitoring platform. This includes managing user accounts, generating productivity reports, detecting unusual activity, and enhancing system efficiency.

We also use this data to develop new features, improve AI-based tracking algorithms, and ensure the smooth functioning of monitoring services.

2.2 Legal Compliance & Security

TrackPilots is committed to complying with local and international data protection laws, including GDPR, CCPA, and workplace privacy regulations. We use collected data to prevent fraud, secure user accounts, and detect unauthorized access attempts.

Employers are responsible for ensuring that their use of TrackPilots complies with employment laws, data privacy acts, and industry-specific regulations applicable to their region.

2.3 Communication & Customer Support

We use customer-provided information to send important updates, security alerts, and service notifications. These communications may include subscription renewals, billing reminders, platform enhancements, and critical security alerts.

Our support team may also access minimal user data to troubleshoot issues, respond to queries, and assist with technical support requests submitted by Customers.

2.4 Research & Analytics

To enhance the effectiveness of TrackPilots, we analyze aggregated and anonymized data to study usage trends, user behavior, and feature performance.

These insights help us make data-driven improvements to our platform and introduce new capabilities that benefit our Customers.

3. Data Sharing & Third-Party Disclosure

3.1 No Sale of Personal Data

TrackPilots does not sell, rent, or trade user data with third parties for marketing purposes. We respect your privacy and ensure that personal and employee data remains confidential and secure.

We may share aggregated and anonymized insights with research organizations and industry partners to help improve workforce productivity trends, but no identifiable information is included.

3.2 Third-Party Service Providers

TrackPilots integrates with trusted third-party services for functionalities such as cloud storage, payment processing, analytics, and security monitoring. These third parties are bound by strict data protection agreements and are not allowed to misuse user information.

Some external services that may receive limited data include Stripe for payment processing, AWS for cloud storage, and Google Analytics for user insights. Customers can review these services’ privacy policies for more details on their data handling practices.

3.3 Legal & Compliance Obligations

We may disclose personal information if required by law, legal processes, regulatory requirements, or government requests. TrackPilots will cooperate with law enforcement agencies, courts, or data protection authorities when necessary.

However, we ensure that no customer data is shared with third parties unless legally mandated or authorized under a valid court order or data request.

4. Data Security & Retention

4.1 Security Measures

TrackPilots employs advanced security protocols, including AES-256 encryption, multi-factor authentication (MFA), secure access controls, and regular penetration testing, to prevent unauthorized access and data breaches.

We continuously monitor server activity, perform security audits, and apply AI-driven threat detection to protect user data against cyber threats and hacking attempts.

4.2 Data Retention Policy

Employee monitoring data is stored based on the Customer’s selected retention period, which can be customized based on business needs. By default, data is retained for 90 days, after which it is permanently deleted unless otherwise requested.

Customers can request data export or early deletion at any time. However, compliance laws may require certain businesses to retain records for auditing and legal purposes, in which case TrackPilots provides extended storage options.

5. User Rights & Control Over Data

5.1 Access, Modification & Deletion

Users and Employees can request access to their personal data, correct inaccuracies, or request deletion of data if legally permissible. Employers must ensure that employees are aware of their data access rights.

To request data changes or deletion, Customers must contact our privacy team at team@trackpilots.com, and we will respond within 30 business days.

5.2 Opt-Out & Consent Withdrawal

Users who no longer wish to be tracked can opt out by requesting account deactivation or adjusting monitoring settings (where applicable). Employers must provide employees with clear opt-in and opt-out policies as per workplace laws.

TrackPilots does not track individuals without explicit consent, and Customers must configure monitoring settings in compliance with employee privacy regulations.

6. Changes to This Privacy Policy

TrackPilots may update this Privacy Policy periodically to reflect new security measures, regulatory changes, or feature enhancements. Any significant changes will be communicated via email notifications and platform updates.

Customers are advised to review this policy regularly to stay informed about how we protect and manage personal and employee data.

7. Contact Us

If you have any questions or concerns regarding this Privacy Policy or your data rights, please contact us at:

📧 Email: team@trackpilots.com

🌍 Website: www.trackpilots.com