Privacy Policy

PilotCarSearch.com

Last Updated: November 6, 2026 Effective Date: November 6, 2026 Website: https://pilotcarsearch.com Privacy Contact: privacy@pilotcarsearch.com

1. Introduction

Welcome to PilotCarSearch.com ("PilotCarSearch," "we," "our," or "us").

We operate an online directory and lead-generation platform connecting transportation companies, freight carriers, dispatchers, and other customers with independent pilot car operators, escort vehicle providers, high-pole escort services, and route survey professionals throughout the United States.

We respect your privacy and are committed to handling personal and business information responsibly.

This Privacy Policy explains what information we collect, how we use it, when we disclose it, how long we retain it, and the rights and choices available to you.

This Policy applies to visitors, customers requesting escort services, registered operators, business account holders, and others interacting with our website or services.

By using PilotCarSearch.com, you acknowledge the availability of this Policy. Where applicable law requires consent for specific processing activities, we will obtain that consent separately.

2. Information We Collect

We may collect the following categories of information, depending on how you interact with our platform.

A. Personal and Business Contact Information

• Full name and business name.
• Email address.
• Telephone number.
• Business address and operating location.
• Website address.
• Account and registration information.
• Messages, inquiries, and customer service correspondence.

B. Pilot Car Operator Information

Operators may provide:

• Business descriptions and service capabilities.
• Geographic service areas.
• Vehicle and equipment information.
• Front escort, rear escort, high-pole, and route survey capabilities.
• Certifications, insurance information, and professional qualifications.
• Business photographs and supporting documents.
• Listing ownership verification information.
• Membership and subscription information.

Certain operator information may be displayed publicly according to the operator's membership level and approved profile settings.

C. Escort Service Requests

Customers requesting escort services may provide:

• Origin and destination locations.
• Requested service dates and times.
• Load width, height, and length.
• Cargo descriptions.
• Escort vehicle requirements.
• Route survey requirements.
• Special instructions.
• Permits and supporting documentation.
• Customer name, company, telephone number, and email address.

We use this information to process inquiries, identify appropriate service providers, and facilitate communications.

Customers should avoid uploading unnecessary sensitive personal information or confidential documents unrelated to their service requests.

D. Technical and Website Usage Information

Depending on the technologies enabled, we may collect:

• IP addresses.
• Browser and device information.
• Operating system information.
• Pages visited and referring websites.
• Dates and times of website activity.
• Cookie identifiers.
• Diagnostic and security logs.
• General geographic information inferred from network connections.

E. Account and Authentication Information

We may process account identifiers, login credentials through our authentication provider, account verification records, and security-related information.

F. Payment and Subscription Information

If paid memberships are activated, we may collect or receive billing contact details, subscription status, transaction identifiers, and limited payment-method information from an authorized payment processor.

Full payment card details should be processed by the payment provider rather than stored directly by PilotCarSearch.

Payment processing will be subject to additional disclosures when activated.

3. How We Use Your Information

We use personal information for legitimate business and operational purposes, including:

1. Operating and maintaining PilotCarSearch.com.
2. Creating and managing operator accounts.
3. Publishing and maintaining business listings.
4. Processing escort service inquiries.
5. Connecting customers with relevant operators.
6. Managing membership benefits and lead distribution.
7. Verifying business ownership and preventing fraudulent listings.
8. Providing customer support.
9. Sending account, security, and service-related notifications.
10. Improving website functionality and user experience.
11. Preventing fraud, abuse, and unauthorized access.
12. Maintaining records and resolving disputes.
13. Complying with applicable laws and legal obligations.
14. Conducting analytics and marketing activities when legally permitted and appropriately disclosed.

We will not use personal information for materially unrelated purposes without providing additional notice or obtaining consent when required by law.

4. How Escort Quote Requests Are Handled

PilotCarSearch operates a membership-based directory with different lead-delivery arrangements.

Free Operator Listings

When a customer submits an online quote request through a Free operator listing:

• The request is delivered to the PilotCarSearch administrative system.
• The Free operator does not automatically receive the inquiry through the platform.
• PilotCarSearch may review the request and contact the customer.
• PilotCarSearch may share relevant request information with an appropriate operator when consistent with the customer's request, disclosed choices, and applicable law.

Pro and Featured Operator Listings

When a customer submits an inquiry through a Pro or Featured operator listing:

• The inquiry is delivered to the selected operator's authorized account inbox.
• The operator may receive an email notification.
• PilotCarSearch retains an administrative record for operational, security, support, and dispute-resolution purposes.

General Escort Requests

When a customer submits a request without selecting a specific operator:

• The request enters the PilotCarSearch administrative matching process.
• PilotCarSearch may identify suitable operators based on the service requirements.
• Relevant information may be shared with appropriate providers, consistent with the customer's choices and applicable law.

We do not publicly publish customer quote requests or confidential uploaded documents.

Important: PilotCarSearch is a directory and lead-generation platform. Independent operators are responsible for their own services and their handling of information they lawfully receive.

5. Public Operator Listings and Contact Visibility

PilotCarSearch provides Free, Pro, and Featured business listings.

Public information depends on membership status.

Free Listings

• Business name.
• Service location and coverage areas.
• Business telephone number.
• Approved service descriptions and capabilities.
• Limited business photographs.

Free listings do not publicly display email addresses or website links, even when those details have been provided to PilotCarSearch.

Pro and Featured Listings

These listings may additionally display:

• Business email address.
• Business website link.
• Expanded descriptions and photographs.
• Additional profile information and membership features.

Restricted contact information should not be exposed through public application interfaces, structured data, or hidden website elements.

Operators may request corrections to their information by contacting privacy@pilotcarsearch.com.

Information already indexed by external search engines may remain in their independent systems after removal from our website.

6. When We Disclose Information

We may disclose personal information to:

• Operators selected by customers or involved in fulfilling service requests.
• Service providers assisting with hosting, database management, authentication, and technical operations.
• Transactional email and notification providers.
• Payment processors if paid billing is activated.
• Security and fraud-prevention providers.
• Analytics or advertising partners, if enabled and properly disclosed.
• Professional advisers subject to appropriate confidentiality obligations.
• Government agencies or other parties when required by law.
• Successor entities in a lawful business merger, acquisition, or asset transfer.

We seek to limit disclosures to information reasonably necessary for the relevant purpose.

Sale, Sharing, and Advertising: Whether a particular transfer constitutes a sale, sharing, or targeted advertising under applicable privacy laws depends on the actual arrangement. PilotCarSearch will evaluate its lead distribution, advertising, analytics, and third-party integrations and provide legally required disclosures and opt-out mechanisms where applicable.

We do not claim that information is never sold or shared until those practices have been verified.

7. Cookies and Tracking Technologies

PilotCarSearch may use cookies or similar technologies to support:

• Account authentication.
• Security and fraud prevention.
• Website preferences.
• Site functionality.
• Performance monitoring.
• Analytics.
• Advertising, if activated.

Where required, we will provide appropriate notices and choices regarding nonessential tracking.

Users may adjust browser settings to restrict cookies, although doing so may affect certain website functions.

Where applicable law requires recognition of a Global Privacy Control signal or similar legally recognized privacy preference, we will implement the required handling.

Specific cookie providers, purposes, and retention periods must be verified against the production website.

8. Email, Telephone, and Marketing Communications

We may contact users regarding:

• Account registration and verification.
• Escort service inquiries.
• Customer support.
• Membership administration.
• Security notifications.
• Service-related communications.

Submitting an escort request may authorize communications reasonably necessary to respond to that request, subject to applicable law and the disclosures presented when the request is submitted.

Submitting a quote request does not automatically constitute consent to unrelated promotional calls, automated marketing messages, or text-message campaigns.

Where required, promotional communications will include appropriate consent mechanisms and unsubscribe or opt-out instructions.

9. Data Security

We seek to maintain reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information we process.

Our security practices should include, as applicable:

• Secure authentication.
• Server-side authorization and role-based access.
• Appropriate encryption.
• Restricted access to customer inquiries.
• Private storage for confidential documents.
• Secure management of application credentials.
• Security monitoring and logging.
• Software maintenance and vulnerability remediation.
• Backup and recovery procedures.
• Appropriate service-provider oversight.
• Incident-response procedures.

These safeguards must be verified against the actual production environment before being represented as fully implemented.

Although we take information security seriously, no website, transmission method, or storage system can be guaranteed completely secure.

We cannot guarantee absolute protection against every security incident.

10. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary to support the purposes described in this Policy, satisfy legal obligations, resolve disputes, maintain security, and enforce applicable agreements.

Information subject to retention includes:

• Operator account information.
• Business listings.
• Customer quote requests.
• Lead assignment and communication histories.
• Uploaded permits and documents.
• Payment records, if applicable.
• Security and access logs.
• Customer support records.
• Privacy requests and consent records.

Retention periods will be determined by information category, operational necessity, legal obligations, and applicable privacy requirements.

Specific retention schedules must be approved and implemented before this Policy is finalized.

When retention is no longer justified, information will be deleted, anonymized, or securely disposed of, subject to lawful exceptions.

Protected backups may be retained temporarily under an established backup lifecycle.

11. Your Privacy Rights

Depending on applicable law and your place of residence, you may have the right to:

• Request access to personal information.
• Request correction of inaccurate information.
• Request deletion of eligible information.
• Obtain copies of certain personal information.
• Request portability of eligible information.
• Opt out of certain sales, sharing, or targeted advertising.
• Limit certain uses of sensitive personal information.
• Withdraw consent where applicable.
• Appeal certain privacy-request decisions.
• Exercise applicable rights without unlawful discrimination or retaliation.

These rights are subject to legal eligibility requirements, identity verification, and statutory exceptions.

How to Submit a Privacy Request

Email privacy@pilotcarsearch.com with the subject line:

Privacy Rights Request — PilotCarSearch.com

Please describe the request and provide sufficient information for us to locate the relevant account or records.

We may request additional information reasonably necessary to verify identity or authorization.

Do not include passwords, Social Security numbers, or other unnecessary sensitive information in your email.

We will respond within applicable legal timeframes.

Authorized agents may submit requests where permitted by law and subject to appropriate verification.

12. California Privacy Rights

California residents may have additional rights under the California Consumer Privacy Act, as amended, where that law applies to PilotCarSearch.

Depending on applicable requirements, those rights may include:

• Knowing what personal information is collected and disclosed.
• Accessing personal information.
• Correcting inaccurate information.
• Deleting eligible information.
• Opting out of the sale or sharing of personal information.
• Limiting certain uses of sensitive personal information.
• Receiving protection against prohibited discrimination or retaliation.

PilotCarSearch will provide required notices, request methods, and opt-out mechanisms where applicable.

Before final approval, the platform must verify its actual information categories, collection purposes, recipients, retention practices, and any sale or sharing activities.

California residents may submit privacy requests to privacy@pilotcarsearch.com.

13. Privacy Rights in Other U.S. States

Residents of other U.S. states may have additional rights under applicable state privacy laws.

Where those laws apply to PilotCarSearch, we will provide the required notices, rights-request procedures, opt-out mechanisms, and appeal opportunities.

Applicability depends on statutory requirements and the platform's actual business and data-processing activities.

14. Children's Privacy

PilotCarSearch is intended for adults and business users.

Our services are not directed toward children under 13, and we do not knowingly solicit personal information from children under 13.

If we discover that information has been collected from a child in violation of applicable law, we will take appropriate steps to address or delete that information.

Parents or guardians may contact privacy@pilotcarsearch.com with concerns.

15. Third-Party Websites

Operator listings may contain links to independent websites.

PilotCarSearch may also link to external resources, vendors, and affiliated businesses.

We are not responsible for the privacy practices or security of independent third-party websites.

Users should review the privacy policies of those websites before submitting information.

16. Affiliate Marketing and Advertising

PilotCarSearch may offer educational resources, equipment recommendations, affiliate links, or advertising relating to transportation and escort services.

Where affiliate or advertising programs are activated, we will provide applicable disclosures and explain relevant tracking or data-sharing practices.

Affiliate relationships do not automatically authorize unrelated disclosure of customer quote information.

17. International Visitors

PilotCarSearch primarily serves the United States.

Information may be processed in the United States or other jurisdictions where authorized service providers operate.

Where applicable law requires additional protections for international processing or transfers, we will assess and implement the necessary safeguards.

We do not claim compliance with a particular international privacy certification or framework without verification.

18. Security Incidents and Data Breaches

We will assess suspected unauthorized access, disclosure, alteration, or loss of personal information.

Where applicable law requires notification, we will provide notices to affected individuals, authorities, or other relevant parties within legally required timeframes.

We may temporarily restrict affected services or take other reasonable steps to investigate and mitigate an incident.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technologies, legal obligations, or business practices.

When changes occur, we will update the Last Updated date.

Where legally required, we will provide additional notice or obtain consent before implementing material changes.

A revised policy does not retroactively authorize activities requiring separate consent.

20. Contact Us

For questions, concerns, or requests relating to this Privacy Policy or the handling of personal information, please contact:

PilotCarSearch.com Website: https://pilotcarsearch.com Email: privacy@pilotcarsearch.com Legal Business Entity: [Pending confirmation] Mailing Address: [Pending confirmation, if required]

Privacy Rights Requests: privacy@pilotcarsearch.com

Policy Approval Notice

This document is dated November 6, 2026, but its final publication and effective status remain subject to confirmation of the operating legal entity, actual data-processing practices, retention periods, third-party integrations, and applicable legal requirements.