Privacy Policy

Who we are

CharterPilot LLC ("CharterPilot", "we") builds and runs booking websites, an AI phone receptionist, and a management dashboard for fishing charter captains.

Two different relationships run through this site. Captains are our customers. Anglers who book a trip are the captain's customers. We hold their booking on the captain's behalf, and the captain decides what happens with it. Where the two differ, this policy says so.

What we collect

From captains, when they sign up and run their business:

• —Business details: name, address, phone, email, trips, rates, photos, policies.
• —Account credentials. Dashboard passcodes are stored hashed, never in readable form.
• —Payment records for the monthly subscription.
• —A voice recording, only if the captain records one to clone their voice for the receptionist, and only after they tick a consent box.

From anglers, when they book or call:

• —Name, phone number, and email address.
• —Trip, date, party size, and what they paid.
• —Notes the captain writes about them.
• —If they call the AI receptionist: the call is recorded and transcribed so the captain can see what was said and so a booking taken by phone can be verified.

From anyone using the site: standard server logs, and the ordinary technical data a browser sends. We do not run advertising trackers or third-party analytics that follow people across other websites.

Why we collect it

• —To run the booking: hold the date, take the deposit, send the confirmation, remind people before the trip.
• —To let the captain manage their own business and see their own numbers.
• —To answer the phone, and to let a caller check a booking they already made.
• —To bill captains for the subscription.
• —To keep the service working, and to stop abuse and spam calls.

We do not sell personal information, and we do not share it with anyone for their own marketing.

Text messages

Where a captain uses text messaging, messages are transactional and tied to a booking: confirmations, reminders before a trip, a link to pay a balance, a request for a review, or a reply to a missed call.

Texting is optional. Anglers choose whether to receive texts when they book, booking works either way, and consent is recorded with a timestamp. Reply STOP to any message to stop them, or HELP for help. Message frequency varies with your booking. Message and data rates may apply.

No mobile information will be sold or shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in information and consent are never shared with any third party. Information may be shared with the subcontractors who make the service work, such as the messaging provider that delivers the message, solely to deliver it.

Payments

Card details are handled entirely by Stripe. They do not pass through, and are not stored on, our servers. We keep a record of what was paid, when, and the Stripe reference.

Deposits and balances for a charter go to the captain's own Stripe account, not to ours. CharterPilot is not a party to that payment.

Who else sees it

The captain sees their own customers' bookings. No captain can see another captain's data.

Beyond that, only the vendors that make the service run:

• —Stripe: payments; card details go to Stripe and never touch our servers.
• —Twilio: text messages and phone numbers.
• —Retell AI: the AI receptionist that answers calls.
• —Vercel: hosting.
• —Supabase: the database.
• —Namecheap Private Email: outgoing email.

Each is bound to use the data only to provide their service to us. We will also disclose information if the law requires it, and we would tell the affected person unless we were legally barred from doing so.

How long we keep it

Booking and payment records are kept while the captain is on the platform and for as long afterwards as tax and accounting rules require, because they are business records for both of us.

Call recordings and transcripts are kept for 12 months, then deleted.

If a captain leaves, they can export their data, and we delete their account data within 90 days of the request unless we are required to keep a record of it.

Your choices

• —Ask what we hold about you, and get a copy.
• —Ask us to correct it if it is wrong.
• —Ask us to delete it. Where the request concerns a booking with a captain, we will pass it to that captain, since the record is theirs.
• —Stop texts at any time by replying STOP.

Write to hello@charterpilot.io and we will answer within 30 days.

Children

The service is for adults booking and running charters. We do not knowingly collect information from anyone under 13. Children on a trip are counted in a party size; we do not collect their details.

Security, and honesty about it

Traffic is encrypted, passcodes are hashed, payment details never reach us, and each captain's data is separated from every other captain's at the database level.

No system is perfectly secure, and we will not pretend otherwise. If a breach affects your information we will tell you and the relevant authority, promptly and plainly.

Changes

If this policy changes in a way that matters, we will update the effective date at the top and email captains. Continuing to use the service after that means the new version applies.