Privacy policy

Who we are

Pilotlight, LLC ("Pilotlight," "we") makes Pilotlight VIP, a volunteer attendance platform used by unions, advocacy groups, and other membership organizations to run their volunteer programs. This policy covers the Pilotlight VIP web application and the Pilotlight VIP mobile apps.

Pilotlight VIP is operated on behalf of the organization that sponsors your volunteer program. That organization decides what programs to run and owns its program data. We process that data to provide the service.

What we collect

Depending on how you use the service, we collect:

• Account information for staff users. Name, email address, and login credentials.
• Attendance information. Your name, phone number, email address, union affiliation if you choose to provide it, and records of the events and shifts you attend. This may be entered by program staff or by you through RSVP and self check-in.
• Phone verification. When you use self service, we send a verification link by text message to confirm your phone number. We store the verified number.
• License scanning. If a staff member checks you in by scanning your driver's license barcode, the scan happens on the device and reads the name, address, and date of birth encoded in the barcode to fill in the check-in form. We do not photograph or store the license itself.

How we use it

We use this information to run the attendance program: checking people in, keeping accurate counts, and producing reports for the sponsoring organization, including reporting by union and local. We do not sell personal information, and we do not use it for advertising.

Text messages

If you provide your mobile number when you RSVP, check in, or sign in at an event, the sponsoring organization may send you a small number of event-related text messages, such as a verification link during self service or a thank-you message after you attend. Message and data rates may apply, and message frequency is low.

You can stop these messages at any time by replying STOP to any message, and we honor those requests automatically. Opting out of event-related messages does not affect the verification links you request during self service. We do not sell or share mobile numbers for anyone else's marketing.

Who we share it with

• The sponsoring organization. Attendance records belong to the organization whose events you attend, and sync to the systems that organization already uses for its program, such as its organizing database or CRM.
• Service providers that host our infrastructure and deliver text messages, bound by their own contractual obligations.
• Legal requirements, if we are required to disclose information by law.

How long we keep it

Program data is retained for as long as the sponsoring organization maintains its program with us. Organizations may request deletion of their program data at any time.

Your choices

To review, correct, or delete your information, contact the organization that runs your volunteer program, or reach us directly at [email protected] and we will work with the organization to resolve your request.

Children

Pilotlight VIP is not directed to children under 13, and we do not knowingly collect information from them.

Changes

If we change this policy, we will post the new version here with a new effective date.