Last updated: September 15, 2026
Effective date: September 15, 2026
This Privacy Policy explains how FREEsite LLC ("FREEsite," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with PILOTA, our construction management software. It covers our websites, the PILOTA web portals, the PILOTA mobile apps for iOS and Android, and related support (together, the "Services").
For account administration, billing, our websites, support, security, and our own business operations, FREEsite decides how personal information is used and acts as a controller (or "business") under applicable privacy laws.
Companies that use PILOTA ("Customers") add their own project records to the Services ("Customer Data"). For personal information inside Customer Data, we generally act as the Customer's service provider or processor, and the Customer decides why that information is collected and how it is used. Requests about Customer Data may need to go to the company that controls it (see section 14).
The PILOTA apps ask for a permission only when you use a feature that needs it. You can change these permissions at any time in your device settings. Features that can work without a permission keep working; for example, you can still clock in without sharing your location.
PILOTA offers optional receipt scanning and dictation cleanup that use Google's Gemini API. These features work only after a company administrator adds the company's own Gemini API key. When you use them, the receipt image (for receipt scanning) or the dictated text (for dictation cleanup) is sent to Google using that key, and the result is returned to PILOTA. If your company has not added a key, these features are unavailable and nothing is sent to Google for them.
We disclose personal information only as described in this Policy:
We do not sell personal information, and we do not use personal information for targeted advertising or for profiling that produces legal or similarly significant effects. If that ever changes, we will update this Policy and provide any notices and choices the law requires before the practice begins.
The PILOTA web portals use your browser's local storage, session storage, and IndexedDB to keep you signed in, remember your preferences, and keep data available when your connection drops. The web portals also use Google Analytics for Firebase, which uses cookies to measure usage. When you load our pages, your browser also connects directly to providers that deliver fonts, code libraries, maps, and videos (Google Fonts, jsDelivr, OpenStreetMap, and YouTube). You can clear cookies and site data in your browser settings; doing so signs you out.
We keep account information while your account is active. Customer Data is kept for as long as the Customer's workspace is active, subject to the Customer's instructions and agreement with us.
Our database keeps point-in-time recovery and daily backups for up to 7 days, so deleted information can remain in backups for up to 7 days before it is permanently removed.
When a company's PILOTA account is deleted, we delete its members' logins and profiles, its project data, and its stored files. We keep billing records and security and audit logs as needed for legal, tax, accounting, and security purposes.
In the app: open the PILOTA app for iOS or Android, go to Settings, tap Delete Account, and confirm with your password.
By email: you can also ask us to delete your account by emailing support@pilota.site from the email address on the account, with the subject "Delete my account." We may need to verify your identity before completing the request, and we will confirm by email when it is done.
Deleted information can remain in backups for up to 7 days, as described in section 10.
We use administrative and technical safeguards designed to protect personal information. Access to data is controlled by role-based permissions and project-level access rules enforced by our database, the apps and portals connect to our services over encrypted HTTPS connections, passwords for email accounts a company connects to PILOTA are stored encrypted, and administrative actions are recorded in audit logs. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Depending on where you live, you may have the right to confirm whether we process your personal information, to access it, to correct it, to delete it, to receive a portable copy, and to opt out of the sale of personal information, targeted advertising, and certain profiling. We do not sell personal information or use it for targeted advertising.
To make a request, email support@pilota.site with the subject "Privacy Request." We may take reasonable steps to verify your identity. You do not need to create an account to make a request. If we decline to act on your request and the law gives you a right to appeal, email support@pilota.site with the subject "Privacy Appeal," and we will respond within the time the law requires.
Texas residents: if the Texas Data Privacy and Security Act applies to you, your rights may include access, correction, deletion, portability, and opting out of targeted advertising, the sale of personal data, and certain profiling. We will handle verified requests and appeals as Texas law requires.
If your personal information appears in a project, document, photo, daily report, message, or other Customer Data, the company that controls that data may be responsible for responding to your request. We will reasonably help Customers respond, as required by our agreements and the law.
PILOTA is built for business and construction project information. Some records can contain sensitive details, such as injury descriptions in safety incident reports, location at clock-in and clock-out, and pay rates. Companies decide what information to record and are responsible for making sure they may lawfully collect it. Please do not submit sensitive personal information that the work does not require.
The Services are intended for business users and are not directed to children. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child in circumstances that require deletion, we will delete it.
The Services link to or work with third-party services, such as the integrations in section 7, help videos, and outside training resources. Their privacy practices are governed by their own policies, and we are not responsible for them.
We and our service providers process information in the United States and in other countries where those providers operate. Where the law requires a transfer mechanism or additional safeguards, we will use an appropriate one.
Personal information may be transferred as part of a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, subject to applicable law and appropriate confidentiality protections.
We may update this Policy to reflect changes in the law, our Services, or our practices. We will post the updated Policy here and change the effective date. If a change is material, we will provide additional notice where the law requires.
FREEsite LLC
1120 W. Eldorado Pkwy
Little Elm, TX 75068
Email: support@pilota.site