Privacy

CivilPilot, a product from Quantum Culture Technologies, provides construction project management software for contractors, builders, and project teams. This policy explains how we handle information when you visit our website or use the CivilPilot platform.

Information we collect

We collect account and organization details you provide, such as name, email address, company name, role, and billing or onboarding details. We also process project data entered into CivilPilot, including DPRs, BOQs, tasks, drawings, photos, files, comments, labour records, materials, expenses, approvals, and audit history.

We collect technical metadata such as IP address, device and browser information, log events, timestamps, and security events to operate, protect, and improve the service.

Mobile app data

The CivilPilot mobile app collects additional information, each only with your permission. With camera access, it captures photos you take for site records such as daily progress reports and expenses. With photo library access, it uploads images you choose to attach. With location access, it records your device's precise location at the moment a site photo is captured and stores it with that photo as evidence of where it was taken. The app also registers a push notification token for your device so we can deliver approval and project notifications.

Camera, photo library, and location permissions are optional and requested in-app; you can revoke them at any time in your device settings. Push notifications can be disabled in your device settings. None of this data is used for advertising or tracking.

How we use information

We use information to provide the platform, authenticate users, enforce permissions, process uploads, send operational notifications, provide support, prevent abuse, maintain audit logs, and improve product reliability.

Website analytics and advertising

On our public website we use Microsoft Clarity, Leadsy.ai and Leaps, our own analytics tool from Quantum Culture Technologies, to understand how visitors use the site (pages viewed, clicks and scrolling, with form entries and contact details removed). On the website and sign-up page we use the Meta Pixel to measure whether our Facebook and Instagram ads lead to sign-ups and demo requests. These tools may set cookies and receive your browser and device details, the page you visited and events such as a completed sign-up or demo request.

We do not run the Meta Pixel inside the signed-in CivilPilot app, and we do not send your project data to Meta. You can limit this tracking with your browser's privacy settings or a content blocker, and manage ad preferences in your Facebook or Instagram settings.

Storage and access

Customer data is stored in managed cloud infrastructure and private object storage. Access inside CivilPilot is controlled by organization membership, project membership, and role-based permissions. Our team accesses customer data only when required to operate the service, investigate security or reliability issues, or provide support requested by you.

Sharing

When you create a CivilPilot account, we copy your name, email address and phone number (if given) to Leaps, our own customer tool from Quantum Culture Technologies, so our team can help you during your trial. We do not sell customer data. We may share data with infrastructure, email, storage, analytics, and support providers that help us run CivilPilot, under appropriate confidentiality and security obligations. We may also disclose information when required by law or to protect the rights, safety, and security of CivilPilot, our customers, or the public.

Retention

We retain customer data while an account is active and for a reasonable period after cancellation for backup, recovery, audit, legal, and dispute-resolution purposes. Customers may request export or deletion of their data, subject to contractual, legal, and technical limits.

Your choices

You can request access, correction, export, or deletion of your information by contacting us. Organization administrators can also manage users, roles, and project access within CivilPilot.

Contact

For privacy requests, email hello@civilpilot.com.