Privacy policy

Information we handle

Depending on the features used and integrations connected, Route Pilot processes:

• Account information: names, email addresses, profile photos, access roles, and authentication records.
• Customer and service records: contact details, service addresses, appointments, routes, technician assignments, service details, notes, and customer communications.
• Business records: estimates, bookings, cancellations, invoices, payment-method references, reconciliation entries, and performance reports imported from connected systems or uploaded files.
• Communication records: email and text-message content, call notifications, voicemail information and available recordings, callback assignments, and follow-up history.
• Technical information: session cookies, browser storage, notification subscriptions, and operational or security logs needed to run and protect the service.

Google and Gmail access

A mailbox owner or authorized administrator chooses whether to connect a Google account. Google provides the account email address and the permissions approved on its consent screen. Route Pilot stores an encrypted refresh token to maintain that authorized connection; it does not ask for or store your Google password.

Missed-call imports use read-only Gmail access to find RingCentral missed-call and voicemail notifications. Relevant message identifiers, sender information, timestamps, message content, and available voicemail attachment information are used to create callback records, prevent duplicates, and recover missed imports. This connection does not send email or alter messages in Gmail.

Finance email features use Gmail read and send permissions when separately authorized. These features retrieve relevant invoice conversations and send email when an authorized user chooses to send it. Route Pilot may retain message content, recipient details, attachment information, and delivery history for those conversations.

Gmail read permission technically allows access to mailbox messages. Route Pilot uses its connected-mailbox features for the business workflows described here, rather than importing an entire mailbox for unrelated purposes.

Route Pilot’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is not sold, used for advertising, used to determine creditworthiness, or used to train generalized artificial-intelligence or machine-learning models.

How we use information

We use information to operate the selected business features: scheduling services, assigning work, communicating with customers, managing callbacks and collections, reconciling received payments, and preparing business reports. We also use it to maintain access controls, investigate errors, prevent duplicate records, and keep integrations current.

Authorized staff can view records needed for their work, subject to the application’s access controls. Connecting an office mailbox makes relevant communications available through the associated shared business workflow.

AI-assisted features

When an authorized user requests AI assistance, relevant input and context may be sent to OpenAI to draft or revise a message, summarize a finance conversation, or help explain business information. This can include customer correspondence and related invoice context for the selected feature. Generated replies remain drafts for staff to review before sending. AI requests in the message and finance assistants are configured with response storage disabled.

Sharing and service providers

Information is processed by services that support Route Pilot, including Cloudflare and Sites hosting infrastructure, Google for connected Gmail features, RingCentral for communications, ZrWare for business records, and OpenAI for AI assistance. Information shared with a provider is used to deliver the relevant feature. Messages you choose to send are also shared with their intended recipients.

We do not sell personal information or share Google user data with advertising platforms or data brokers. Information may be disclosed when necessary to meet legal obligations, address security threats, or protect rights. Any transfer of Google user data must remain within Google’s Limited Use requirements.

Storage, security, and retention

Route Pilot stores business records in its hosted database and uploaded files in hosted storage. Integration credentials are handled on the server, with stored Gmail refresh tokens encrypted. Authentication and role-based controls restrict access to business features. No service can guarantee absolute security.

Records are retained for operational history, reporting, reconciliation, security, and applicable recordkeeping needs. Retention depends on the record and business requirement; disconnecting an integration does not automatically erase previously imported records. Copies may also remain in the original connected service under that service’s policies.

Your choices and requests

You can revoke Route Pilot’s access at any time through your Google Account connections. Revocation stops future Google API access but does not delete records already imported into Route Pilot. Device notifications can be disabled in your browser or device settings.

To request access to, correction of, or deletion of information held in Route Pilot, or help disconnecting an account, email mkmetz@zerorez.com. We may need to verify your identity and authority over the requested records. Some records may need to be retained for legal, security, or legitimate business recordkeeping purposes.

Children and policy updates

Route Pilot is a business operations tool and is not intended for children under 13. We do not knowingly collect personal information from children for their use of the application.

We will update this page when our practices change and revise the date above. Material changes to connected Google data use will be disclosed, with renewed consent requested where required.