Privacy Policy
Last updated: September 30, 2026
This policy explains what PilotCarCMS ("the app"), operated by Casco Bay Pilot Car ("we", "us"), collects about the people who use it, why, and what we do with it.
What we collect
- Account details. Your name, email address, password (stored hashed) and role. If you choose to receive text messages, the notification address you give us, which is your mobile number joined to your carrier's email-to-text gateway.
- Job and log records. For staff: the jobs you are assigned, the odometer readings, times, tolls, hotel costs, stops and wait time you record, the vehicle you drove, the documents you upload, and who approved or completed each log. The app does not track your location; it records only what you type.
- Customer records. For customers: your company's contact details, the jobs we escorted for you, your invoices, payments recorded against them, and the comments and requests you make in the portal.
- Device details needed to notify you. If you allow browser push notifications, the subscription your browser issues for this device. Session cookies that keep you signed in. Standard server logs with IP addresses and times.
Why we collect it
To schedule and record escort jobs, to prepare and deliver accurate invoices, to tell drivers and customers about assignments, cancellations and invoices, to keep the app secure, and to meet our record-keeping and tax obligations.
Who sees it
- Staff of Casco Bay Pilot Car see the operational and billing records of their own organization.
- A customer sees only their own company's invoices, comments and requests.
- Our service providers process data on our behalf only as needed to run the app: the hosting provider that runs the servers and database, and the email service that delivers email and text notifications. Text messages pass through your mobile carrier.
We do not sell personal information and do not share it for advertising.
How long we keep it
Account details for as long as the account exists. Job, log and invoice records for as long as the business and tax law require, typically seven years. Push subscriptions until you sign out on that device or revoke the browser permission. Server logs for a limited rolling period.
Your choices
You can view and change your name, email, notification address and password on your profile page, and stop text or push notifications at any time. A customer may ask us to correct or remove their account details by contacting us below; records we must keep for billing or tax purposes are retained for that period.
Changes
If this policy changes materially we will say so in the app. The date at the top shows the current version.
Contact
Casco Bay Pilot Car 303 Bridgton Road, East Baldwin, ME 04024 Phone: 207-712-8064 Email: cascobaypc@gmail.com