Your data, privacy and contracts

The legal details are in the Terms of Service and the Privacy Policy on the DivePilot website. This article sums up what they and the app mean for your dive center in practice. Encryption, passwords and sign-in security are covered in How your account is protected.

Getting your data out

• Export data on a customer's profile downloads that one customer as an Excel file, see Archive, export or anonymise a customer.
• There is no export of all customers at once, no bookings export and no full backup of the account.
• Exports only work while your trial or subscription is running.

To receive your data in a machine-readable format, write to privacy@divepilot.app. The Privacy Policy lists this as your right to data portability. A locked dive center can also download all its customers as one spreadsheet without subscribing, see When access has ended.

Who is responsible for what

• For your guests, students and divers, your dive center is the controller, and DivePilot processes their data on your behalf.
• For data about your dive center and your staff, DivePilot is the controller.

There is no data processing agreement to download or accept, in the app or on the website. If your business needs one, raise it with privacy@divepilot.app.

Where data is stored

DivePilot is run by AskAnything GmbH in Cham, Switzerland. The Privacy Policy says all data is stored on servers in the European Union, and names these service providers:

Bills, charges, payments and the journal that protects them against changes are your records, kept with your account. Erasing a customer keeps the amounts on their bills and clears the free text. Invoices, credit notes and receipts are kept as issued, with their PDFs; the Invoice to block of the erased guest's bills is cleared. Card numbers never reach DivePilot. It stores only the card brand, the last four digits, the expiry date and invoice summaries.

How long data is kept

• Your records are kept while the account exists, including after a trial or subscription has ended, but only for 12 months of being locked: then the account is deactivated and its data is erased 30 days later, after two warning emails. See When access has ended. Notifications are the exception: each one is removed 30 days after it is read, or 90 days after it arrived, whichever comes first.
• Some records you delete in the app, such as customers, team members, boats and dive sites, are archived and can be restored. Others, such as boat trips, courses and staff duties, are erased straight away.
• The Privacy Policy says invoices are kept for 10 years by Stripe under Swiss accounting law, and are not erased with your account, and logs for 90 days.
• To anonymise one guest, use GDPR delete on their profile, which keeps their bookings and waiver records. To close the whole account, see Delete your dive center.

The Privacy Policy commits to irreversible deletion within 30 days of a request to privacy@divepilot.app, except where the law requires keeping the data. Deleting your dive center does this by itself after 30 days, files included; the request is for everything else, such as erasing one person's data or an account you can no longer sign in to.

Your guests and what they agree to

Guests who book or register online must tick "I agree that … stores and uses my details to handle my booking and my visit.", which names your dive center. The link next to it, How my data is handled, opens the help article Your data and privacy in the page's language, not your dive center's terms or privacy notice, and no setting points it elsewhere. If you need guests to accept your own terms, handle that outside the booking page, for example in your waiver.

Who to write to

The contact page on the DivePilot website also offers a chat on WhatsApp. The app itself has no chat or help link.