Privacy policy

Draft. This page was written from what the app stores and does, and has not been reviewed by a lawyer. Fill in what is marked, have it reviewed, and take this note out before the site goes live.

Who we are

PumpCoPilot is petrol pump management software offered by legal name of the business, postal address ("we", "us"). This policy covers this website, pumpcopilot.in, and the PumpCoPilot application in the browser and on Android and Windows.

Two kinds of information

It helps to keep two things apart.

• What you tell us about yourself, when you ask for a demo or become a customer. We decide how this is used, and this policy says how.
• What you keep in PumpCoPilot: your pump's books. This is yours. We hold it for you so that the application can work, and we use it for nothing else.

What this website collects

• The website sets no cookies and runs no analytics or advertising trackers.
• The demo form sends us what you write in it, as a mail: your name, mobile number, your email address if you give one, your pump's name and city, how many pumps you run, and your note. We use it to call you about the demo. The website keeps no copy of it.
• The pages load their fonts from Google Fonts, so your browser asks Google's servers for them, which shows Google your IP address as any web request does.

What the application holds

What a pump enters, which usually includes:

• the company's and each pump's name, address and GSTIN;
• users: name, email address, role, a password stored in hashed form, and passkeys if they are set up;
• customers and suppliers: name, mobile number, email address, address, GSTIN, vehicle numbers, what was sold or bought and what is owed;
• employees: name, designation, salary, attendance, biometric attendance punches where a machine is connected, leave, advances and payroll;
• bank accounts' names and numbers, as the pump enters them, and the entries on them;
• shifts, readings, stock, purchases, cash, vouchers and everything else the books are made of;
• an activity log of who added, changed or deleted what, and when;
• a record of the messages sent to customers and to the owner, and of those that failed.

Where this is information about your customers, suppliers and employees, you are the one who collected it and decides what is done with it; we process it on your instructions.

What it is used for

• To run the application for you: to show, work out, print and send what you ask it to.
• To answer you, to bill you and to give you support.
• To keep the service secure and working, which includes taking backups.

We do not sell information, and we do not use what you keep in PumpCoPilot for advertising.

Who it is shared with

• The messaging provider. When an invoice, a reminder or a daily summary is sent by SMS or WhatsApp, the mobile number and the text of the message go to the provider whose account is set up for it.
• The mail server. When something is sent by email, the address and the mail go through the mail server set up for it.
• Hosting. The application and its database run on servers at hosting provider and country or region.
• The law. We disclose information where a law or a court's order requires it.

How it is kept safe

• Each user sees only the screens their role lets in, and only their own company's data.
• Passwords are stored hashed. The mail server's password and the messaging provider's key are stored encrypted and are never shown again once saved.
• Connections to the application are encrypted in transit.
• The database is backed up every night.
• Additions, changes and deletions are recorded in an activity log that cannot be edited.

No system is proof against everything. If we learn of a breach that affects your information, we will tell you and the authorities as the law requires.

How long it is kept

• What you keep in PumpCoPilot is kept for as long as you are a customer. When you leave, it is kept for 30 days so that you can take a copy, and then deleted; backups that contain it are overwritten within 90 days.
• A demo request is kept for as long as we are in conversation with you, and for no more than 12 months after.
• Billing records are kept for as long as tax law requires.

Your rights

Under India's Digital Personal Data Protection Act, 2023, you may ask what personal data we hold about you, have it corrected or erased, withdraw a consent you gave, and nominate someone to exercise these rights for you. Write to us at the address below.

If your information is in PumpCoPilot because a pump you buy from, sell to or work for entered it, ask that pump first: it decides what is kept. We will help it answer you.

Complaints

Write to our grievance officer, name, at hello@pumpcopilot.in. We answer within 15 days. If you are not satisfied with the answer, you may complain to the Data Protection Board of India.

Changes

When this policy changes, the new one is put on this page with its date. If a change matters to how your information is used, customers are told by email before it takes effect.