Your work. Your data.

Who to contact

LoadPilot is operated by the program owner, reachable at gdb090803@gmail.com. Your company administrator manages your workspace, access and business records. Contact your administrator first for changes to company records.

Workspace information

We process the information entered into LoadPilot to provide the service: vehicles and VINs, vehicle values, pickup and delivery details, business contacts, customers, payers, drivers, transport prices, payment tracking, notes, documents and staff assignments. Account, connection, revision and activity records help operate the service, manage access and investigate problems.

Pasted emails and load search

Organizing a pasted email happens in your browser. This feature does not connect to your mailbox, send the pasted message to an AI service or follow links inside the message. Choosing Fill & verify shipment fills the draft and checks extracted VINs, locations and matching company loads for you to review and correct. The checks use only the selected identifiers and location queries described below. Fields and notes become business records only when you save the load; the original email is not saved by the importer.

When you use Find from email, the search text is sent to LoadPilot to find records within your authorized company workspace. It is not added to the load or stored as a business record by the search feature. Hosting services may process routine request metadata for operation and security. Avoid pasting passwords or unrelated sensitive information.

Business locations and saved dealers

Named stops can be matched against your company’s saved dealers and source-linked public listings. A location lookup sends the stop name or address to LoadPilot; it does not send the original email. Filling an email or looking up a pickup or delivery may also search additional places. The stop name or address is sent to the public Photon service, operated by komoot, using OpenStreetMap data. This search does not include the load, VIN, dealer account number or full email. LoadPilot may then send only public OpenStreetMap object identifiers to the Private.coffee Overpass service to retrieve listed names, hours and contact details. That request does not include the address query or your shipment information. See the provider’s privacy notice. Public results can be cached temporarily. General opening hours may differ from carrier receiving hours; branch details and residential classifications need confirmation.

Opening a Google Maps or source link shares the selected search or URL with that provider. Dealer records and auction defaults are scoped to your company. When applied to a load, their selected fields and delivery instructions become part of that load and can be shared with its intended recipients through the configured export and dispatch features.

ZIP suggestions

A ZIP lookup sends the ZIP code through LoadPilot to Zippopotam.us. It does not send the full address, customer, VIN or load. A postal city is a suggestion and may differ from the city in a delivery address; you can keep or correct it. Postal data is provided by Zippopotam.us under the Open Database License.

Vehicle information lookup

Choosing Look up VIN or Fill & verify shipment sends the vehicle identification number and optional model year through LoadPilot to the U.S. National Highway Traffic Safety Administration (NHTSA). The request does not include your email, contacts, customer, dealer account or company records. Public decoder results may be cached temporarily. Results contain manufacturer-reported specifications, may be incomplete and do not establish current value, condition or vehicle history. Review them before saving. Applied specifications become part of your load and may appear in configured exports or shared load details. Automatic lookup of your saved vehicle history remains restricted to your company.

QuickBooks Online accounting

A company manager can authorize its QuickBooks Online company through Intuit. LoadPilot stores encrypted access and renewal tokens and reads the customer, vendor, item and account choices needed for accounting. After review, a manager can create customer invoices, carrier bills and records of payments already received. Documents can include load and vehicle identifiers, route, amounts, selected QuickBooks references and accounting dates. Reconciliation reads the corresponding document and balance; it does not automatically overwrite it.

LoadPilot keeps document references, reviewed snapshots and accounting activity in your company workspace. Disconnecting disables local access while preserving these records and existing QuickBooks documents. You can also revoke access in Intuit Connected apps. The integration does not email invoices, charge customers or send bank payments.

Accounts and required cookies

LoadPilot uses session and workspace cookies to keep you signed in and select your workspace. The server checks account access and roles. Credentials are protected using authentication checks and encrypted storage where needed for the existing administrator credential-management feature. Authorized administrators can provide, copy or reset staff credentials.

When you sign in with staff credentials, we record your account, the terms/privacy version acknowledged and the time. This acknowledgement is separate from messaging consent and does not enable SMS, emails, document sharing or external connections.

Connected tools and sharing

Features your company configures may share the relevant data with Google Sheets, messaging providers or other selected services. The Browser Companion can place selected load information into supported destination pages after confirmation. A destination website may process information entered in its form even before you click Save. Review the Browser Companion privacy notice for its permissions, local storage and controls.

Customer, driver and document links can make the information associated with that link available to its recipient while the link remains valid. Share them only with intended recipients. Destination services handle information under their own terms and privacy notices.

Payment email, calls and saved preferences

When you connect Gmail, LoadPilot stores encrypted authorization tokens and your sending address. It sends payment reminders and reads sender, time, labels and related metadata from the payment threads it creates, to stop reminders when a payer replies. It does not import your inbox or read message bodies. Google authorization grants metadata access; the application restricts its checks to known payment threads. Disconnect in Connections, and revoke the grant in your Google Account to remove provider access.

Configured SMS and voice providers receive the selected phone number, message or greeting and load details needed for the communication. Saved voice greetings, keypad replies and call status are stored in your company workspace. Recording a greeting uses your device microphone after browser permission; the feature does not clone voices or record an entire telephone conversation.

Company and personal defaults are stored with your workspace. Load-list filters and sorting are remembered in your browser for the signed-in employee and company. Contact permissions remain specific to each load.

Payment pages and usage billing

A LoadPilot payment page shows the transport amount, company, intended recipient and configured payment methods. Card payments and eligible wallets use Stripe-hosted Checkout connected to that recipient. Stripe receives the payment amount, load reference, account information and payment details. LoadPilot stores payment references, verified status and service-fee records; it does not receive your full card number or security code.

Zelle details are recipient instructions. A payer report is not bank verification; authorized staff must check the receiving account. Owners may separately authorize daily usage billing through Stripe. Refund and dispute updates trigger accounting review. See the Terms of Use and the payment provider’s own privacy notice before paying.

Service providers and uses

Hosting, storage and configured service providers process information needed to run the application. We use information to provide the requested workflow, support users, manage access and protect the service. We do not sell personal information, use it for advertising profiles or use it to determine creditworthiness.

Retention and your choices

Business records, revisions, recovery information and activity history remain available as needed for workspace operation and recovery. Removing an item from a view does not necessarily remove all historical copies. Ask your administrator or the program owner about access, correction, export or deletion; the applicable scope depends on the record, company requirements and connected services. Copies already shared with another service must also be managed there.

You can sign out, ask an administrator to remove access, disconnect configured services or uninstall the Browser Companion. Removing the extension does not delete saved LoadPilot loads or records on destination platforms.

Questions and updates

Send privacy requests to gdb090803@gmail.com with your company and the type of request. Do not include passwords, connection keys or full customer documents. We may update this notice as features change and request a new acknowledgement where appropriate.