Privacy Policy | WTC Pilot Cars

Overview

WTC Pilot Cars ("WTC", "we", "us") provides nationwide pilot car services, along with a website and a mobile PEVO app used to coordinate and monitor oversize load moves. This Privacy Policy explains what information we collect, how we use it, and the choices you have. By using our website, our app, or creating an account, you agree to this policy.

Information we collect

Account information you provide directly: name, email, phone, address, and credentials.
Application information for pilot car and truck driver candidates: eligibility responses, documents, certifications, insurance details, emergency contacts, interview notes, and vehicle walkaround videos.
Background checks. WTC reserves the right to perform background checks on candidates when needed. Any results are not shared with our insurance partners.
Post-trip crew ratings and off-route incident totals, used to build crews that work well together.
Company and billing contacts for carriers, including team members you invite and preferred PEVO lists.
Job and route information: jobs, projects, routes, runs, waypoints, schedules, and completion reports.
Uploaded documents such as permits, route surveys, and map files (PDF, Office, KML/KMZ, GPX), including their contents.
Location data from the PEVO app while a trip is active: GPS position, speed, heading, arrival at waypoints, and off-route or rejoin events.
Optional nearby offers and availability: an active PEVO can save an approximate foreground location for last-minute offers. We keep only the latest point for each source, not a location history, and do not share these points with carriers, insurers or other PEVOs. Available lasts 24 hours. Nearby offers require separate consent; Last seen is deleted when consent is withdrawn.
Trip activity events: signal loss and recovery, location services turned on or off, app background/foreground, dashcam on/off, live audio joined/left, messages, and route-impassable reports.
Network information from the PEVO app: connection type (5G, LTE, Wi-Fi, none) and, on Android devices, the mobile network operator name. This is used to map coverage dead zones. Apple does not make carrier names available, so iPhones are recorded as "carrier unknown".
Dashcam video clips you choose to save from the PEVO app, with the time and location of the clip.
Voice messages and live audio: recorded crew voice clips are stored as part of the route record. Live audio channel conversations are not recorded or transcribed; we do store who joined a channel and when.
Messages sent in route chat channels.
Technical data such as IP address and browser type, used only to keep the site secure and functional.

How we use information

To operate your account and process applications.
To dispatch, coordinate, and monitor pilot car jobs in real time.
To give the carrier responsible for a move visibility into that move: live PEVO position and status, route activity history, saved dashcam clips, crew messages, and trip replay after the fact.
To build and verify routes, including automated interpretation of uploaded permits and route documents, and to request carrier approval of a generated route.
To improve reliability by identifying areas with poor mobile coverage.
To send transactional email and in-app notifications about your account, application, jobs, or route approvals.
To meet legal, tax, insurance, and safety obligations.

PEVO app permissions

The PEVO app requests location, microphone, and camera access. Trip location is collected while you are on an active trip and is used for dispatch, safety, and the carrier's live route view. Optional Nearby offers save an approximate location when you open or return to the PEVO dashboard, only with recorded consent and already-granted permission. Available saves a point when you explicitly turn it on or renew it. These nearby features never track in the background, pause while a run is in progress, and never automatically request device permission. The camera is used only for the dashcam, which holds a rolling short buffer and keeps footage only when you save a clip. The microphone is used for voice messages and the live audio channel. You can decline or revoke any of these permissions in your device settings, though some features will not work without them.

Automated processing

We use AI services, through our AI provider, to read uploaded permits and route documents, to power the route assistant (which reads live crew positions to answer questions about a move), and to transcribe crew voice messages. These systems support human decision-making; generated routes are flagged until a carrier reviews and approves them. Our AI provider does not train on customer data.

Retention

Account and job records are kept as long as your account is active and as required for legal, tax, and insurance purposes. Trip data is deleted on this schedule:

Nearby offers and Available: latest approximate location only, deleted after 14 days; Last seen is deleted when consent is withdrawn.
Raw GPS location points: 90 days after the trip ends (once the trip is archived).
Full trip archives (replay track and location file): 3 years after the trip ends. A trip summary is kept after that.
Crew voice messages, dashcam clips and snapshots: 30 days after the trip is completed, unless attached to an incident, dispute or hold.
Unfinished PEVO applications: deleted after 90 days without activity, with a reminder at 60 days.
Message reports and their review outcome: 2 years after the report is filed.
Personal Trip location points: 30 days after they are recorded.
Personal Trip dashcam clips: 30 days after they are recorded.
Anything attached to an open dispute or a hold is kept until that is resolved.

Cookies

We use only strictly necessary cookies required to keep you signed in and protect the site from abuse. We do not currently use advertising or analytics cookies. If that changes, we will update this page and present a consent option where required by law.

Sharing

We do not sell your personal information. Trip data is shared with the carrier and crew assigned to that route, WTC staff, and emergency services during an incident.

Insurance partners. PEVO application answers, uploaded documents and walkaround videos are shared with WTC's insurance partners so they can verify coverage and offer quotes, and a partner may contact you. WTC also shares driving telemetry (such as speed and off-route events) so the insurer can apply good-driving discounts, and each trip's actual miles compared with its originally projected miles, because the insurance program is pay-as-you-go and bills premium per trip. Buying coverage through them is never required. Background check and motor vehicle record results are not shared with them. Full trip records beyond this are shared with an insurer only if you turn on "Share my trip records with my insurance agent" in your profile settings; it is off by default and never required to get or keep work.

We otherwise share information only with service providers needed to operate WTC (e.g. hosting and database, mapping and geocoding, real-time audio, email delivery, AI processing, payments) and when required by law.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

Text messages

If you agree, WTC Pilot Cars sends job and account alerts by text, such as job assignments, trip safety alerts and account security notices. We never send marketing texts. Agreeing is optional and not required to use WTC.

To stop texts, reply STOP to any message or turn off text messages in Account settings. Reply HELP for help. We record when you agreed, the wording version and the number it applies to, and when you opted out.

Sign-in codes are sent by text only to people who turn on text-message sign-in.

Your choices

Disputing an off-route incident. If an off-route incident is recorded against you, you can add a note and dispute it from the incident in the PEVO app. Disputed incidents are reviewed by WTC staff, and the trip data behind them is kept until the dispute is resolved.

Access, correction and deletion. You can ask for a copy of your information or ask us to correct it by emailing tom@wtcpilotcars.com. You can request deletion of your account and personal data at any time from the Delete your account page while signed in. We review each request and email you when it is complete. You can also contact tom@wtcpilotcars.com. Residents of California and other jurisdictions with privacy laws may have additional rights, including access and deletion.

Personal Trips

What we collect. While a Personal Trip is running, the app records your location and any dashcam clips you save, and shares your live position with the people on that trip.

Who can see it. Only the people on the trip. Personal Trips are never shown to WTC staff, carriers or insurers, except when the law requires it.

How long we keep it. Location points are deleted 30 days after they are recorded and dashcam clips 30 days after they are recorded. Trips, including their stops and route, are deleted 30 days after they end.

Deleting a trip. Once a trip has ended, open Personal Trips, find it under Past trips and tap Delete. This removes your own location history and dashcam clips for that trip right away. Other people's data on the trip isn't affected.

Contact

Questions? Email tom@wtcpilotcars.com.