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Privacy Policy

Effective Date: July 2, 2026 Last Updated: July 2, 2026

1. Introduction

Crown Strategic Solutions LLC ("Crown Strategic," "we," "us," or "our") operates OfficePilot ("Service," "Platform"), a software-as-a-service platform available at officepilot.biz that provides field service management, customer communication, appointment scheduling, invoicing, payment processing, and related business tools to small businesses (each, a "Tenant Business").

This Privacy Policy explains how we collect, use, disclose, and protect personal information. It applies to:

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Who Controls Your Information

OfficePilot is a multi-tenant platform. Understanding who controls your data matters:

If you are an End Customer with questions about how a Tenant Business handles your information, please contact that business directly. For platform-level questions or if a Tenant Business is unavailable, contact us at support@officepilot.biz.

3. Information We Collect

3.1 Information You Provide Directly

From Tenants (business account holders):

From End Customers:

3.2 Information Collected Automatically

3.3 Information from Third Parties

4. How We Use Your Information

We use personal information for the following purposes:

To provide the Service:

To maintain and improve the Service:

For security and legal compliance:

For communications with Tenants (not End Customers):

With your consent:

5. SMS and Text Message Communications

This section is important for anyone who receives SMS from OfficePilot or through a Tenant Business using OfficePilot.

5.1 How SMS Communications Work

OfficePilot uses Twilio, Inc. to deliver SMS messages on behalf of Tenant Businesses. When you provide your phone number and consent to receive text messages, you may receive:

5.2 Consent (Opt-In)

You consent to receive SMS in one of two ways:

  1. Through an online booking form: when you enter your phone number and check the SMS consent box during booking, you agree to receive text messages from the Tenant Business.
  2. Verbally: when you provide your phone number to the Tenant Business over phone or in person and staff confirm you agree to receive SMS.

Every consent is logged with a timestamp in our system.

5.3 Message Frequency

Message frequency varies based on your interactions with the Tenant Business. Typical frequency is 2-10 messages per service appointment. High-frequency communication typically only occurs during an active service period.

5.4 Message and Data Rates

Message and data rates may apply. Your mobile carrier's standard rates for text messaging will apply to messages you send and receive. We do not charge you separately for SMS.

5.5 Opting Out (STOP)

You can opt out of receiving SMS at any time by:

When you opt out, we immediately stop sending SMS to your number. Opt-out is enforced at both our platform level and the Twilio system level. Once opted out, you will not receive further SMS from that Tenant Business through OfficePilot, except for a single confirmation message acknowledging your opt-out.

Opting back in: you can resume SMS communications by replying START, UNSTOP, or SUBSCRIBE.

5.6 Help

Reply HELP to any message to receive help information, including a contact number or email for the Tenant Business.

5.7 Carrier Disclaimers

Wireless carriers (AT&T, T-Mobile, Verizon, and others) are not liable for delayed or undelivered messages.

6. Voice and Phone Communications

If you call or receive calls from a Tenant Business through OfficePilot, your call may be handled by our AI receptionist feature. Voice calls may be recorded for quality assurance, training, and compliance purposes where permitted by law. When a call is recorded, we or the Tenant Business will inform you at the beginning of the call.

7. AI Features

OfficePilot uses artificial intelligence, including Claude (developed by Anthropic, PBC), to power features such as our AI receptionist, chat widget, and content generation. When AI features process your information:

8. How We Share Personal Information

We share personal information in the following circumstances:

8.1 With Tenant Businesses

If you interact with a Tenant Business through OfficePilot, that business has access to information about your interactions (appointment details, messages exchanged, payment history, service notes). The Tenant Business is responsible for how they use this information beyond the platform.

8.2 With Service Providers

We share information with third-party service providers who help us operate the Service, subject to confidentiality obligations:

8.3 With Integrated Platforms (Only With Tenant Authorization)

If a Tenant Business authorizes an integration, we share and receive data with:

8.4 For Legal Reasons

We may disclose personal information if required by law, subpoena, court order, or other legal process, or if we believe in good faith that disclosure is necessary to:

8.5 In Connection with a Business Transaction

If Crown Strategic Solutions LLC is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.

8.6 With Your Consent

We may share personal information for other purposes with your consent.

We do not sell personal information. We do not share personal information with third parties for their own direct marketing purposes without your consent.

9. Data Retention

We retain personal information for as long as necessary to provide the Service and for legitimate business purposes, including:

When personal information is no longer needed, we delete or anonymize it.

10. Data Security

We take reasonable and appropriate technical and organizational measures to protect personal information, including:

No system is completely secure. We cannot guarantee absolute security, and we encourage you to use strong, unique passwords, enable two-factor authentication where available, and notify us immediately if you suspect unauthorized access.

11. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information:

11.1 Rights Available to All Users

To exercise these rights, contact us at support@officepilot.biz. We will respond within 30 days.

11.2 California Residents (CCPA / CPRA)

If you are a California resident, you have additional rights, including the right to:

We do not sell personal information.

To exercise these rights, email support@officepilot.biz with "California Privacy Request" in the subject line.

11.3 Users in the European Economic Area, UK, and Similar Jurisdictions

If you are in the EEA, UK, or a similar jurisdiction, you have rights under GDPR and equivalent laws, including access, rectification, erasure, restriction of processing, portability, and objection. You also have the right to lodge a complaint with a supervisory authority.

Legal bases for processing under GDPR include:

International data transfers: personal information may be transferred to and processed in the United States, where our servers and service providers are located. We rely on Standard Contractual Clauses and other appropriate safeguards where required.

12. Children's Privacy

OfficePilot is not directed to children under 16, and we do not knowingly collect personal information from children under 16 without parental consent. If you believe a child has provided personal information to us, please contact support@officepilot.biz and we will delete the information.

13. Third-Party Links and Services

The Service may contain links to third-party websites, services, and applications (including social media platforms, payment processors, and integrated business tools). We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies.

14. Cookies and Tracking Technologies

We use cookies and similar technologies for:

Most browsers allow you to control cookies through settings. Disabling essential cookies may impair the Service.

We do not use third-party advertising cookies. We do not participate in cross-site tracking for advertising purposes.

15. Do Not Track

Some browsers offer a "Do Not Track" (DNT) signal. We do not currently respond to DNT signals as there is no consistent industry standard for how to interpret them. We describe our tracking practices in this Policy.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

17. Contact Information

For questions about this Privacy Policy or our privacy practices:

Crown Strategic Solutions LLC Attn: Privacy 514 E Huron Ave Bad Axe, MI 48413 Email: support@officepilot.biz Website: https://officepilot.biz

For SMS-specific opt-out or help, follow the instructions in Section 5.

For urgent privacy or security concerns, please email support@officepilot.biz with "URGENT" in the subject line.

This Privacy Policy is effective as of the date shown above and applies to information collected on or after that date. For information collected before that date, our prior privacy policy applies.

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