Privacy Policy

WorkforcePilot is a workforce visibility and productivity analytics product operated by PilotSuite LLC ("WorkforcePilot," "we," "us"). This Privacy Policy explains how we collect, use, disclose, and protect information when an organization (our customer) uses WorkforcePilot, and when individuals interact with our websites and services.

1. Who controls the data

WorkforcePilot is a business-to-business service. When an organization deploys WorkforcePilot to monitor its workforce, that organization is the controller of the resulting activity data and is responsible for providing required notices to, and obtaining any required consent from, its workforce. WorkforcePilot acts as a service provider / processor on the organization's behalf and, where Protected Health Information is involved, as a HIPAA Business Associate under a signed Business Associate Agreement.

2. Information we collect

• Account & directory data: names, work email addresses, organizational roles, and Microsoft Entra ID security-group membership used to set up accounts and scope visibility.
• Workforce activity data: application and website usage, active/idle time, productivity classification, and (where enabled by the customer) periodic screenshots captured by the WorkforcePilot agent on managed devices.
• Device & technical data: hostname, device type, agent version, and connection metadata used to operate and secure the service.
• Billing data: subscription, seat counts, and contact details processed through our payment provider (Stripe). We do not store full card numbers.

3. How we use information

We use information to provide and operate the service, generate workforce visibility and analytics for the customer, support and secure the product, process billing, and meet legal obligations. Aggregated, de-identified metrics may be used to power summaries and to improve the service. We do not sell personal information.

4. AI features

Optional AI summaries (such as the manager digest and change flags) are generated only from aggregated, de-identified workforce metrics. We do not send window titles, URLs, screenshots, or patient data to AI models.

5. Sharing & subprocessors

We share information with service providers that help us run WorkforcePilot — including cloud hosting, database, email delivery, payment processing, and AI infrastructure — under contracts that restrict their use of the data. We may disclose information when required by law or to protect rights and safety.

6. Security & retention

We use administrative, physical, and technical safeguards designed to protect information, and we retain data for as long as needed to provide the service or as directed by the customer, then delete or de-identify it in accordance with our agreements and applicable law.

7. Your choices & rights

Individuals whose data is processed through WorkforcePilot should direct privacy requests (such as access or deletion) to their employer/organization, which controls the data. We will support our customers in responding to such requests as required by applicable law.

8. Contact

Questions about this policy can be sent to privacy@workforcepilot.io.