Privacy policy
Last updated 21 October 2026
This policy explains what personal data MachPilot collects, why, who it goes to, how long it is kept and what you can do about it. It is published by MachPilot, of Mahalunge, Mulshi, Pune 411045, Maharashtra ("we", "us"), and covers the MachPilot app, the website machpilot.in and the account pages on it. The app is published on Google Play by KinetixIQ Technologies, which builds and maintains MachPilot for us.
1. Who decides what
- For a business owner's own account and their payments for MachPilot, we decide how the data is used.
- The data an owner enters about other people, such as their drivers, site engineers, customers and suppliers, is the owner's business record. The owner decides what to record and why; we keep and process it for them and use it for nothing else. Owners must tell those people that they use MachPilot.
2. What we collect
From business owners:
- name, mobile number, email address and a password, which we store only in a scrambled (hashed) form;
- the business's name, address, state, GSTIN, bank details printed on its bills, and a profile photo if one is added;
- when an owner signs up in the app, the date they accepted the terms and this policy, and which version.
One-time codes: to sign up, to set a forgotten password, or to change the sign-in email, we email a six-digit code to the address concerned. Only a scrambled form of the code is stored; it works once, for 15 minutes, and is deleted a day later.
About drivers, entered by the owner or by the driver:
- name, mobile number, an email address if given, address, monthly pay, driving licence number and expiry;
- photos of the driver, their licence and PAN if the owner adds them, and the PAN number, which is stored encrypted;
- for Aadhaar, only the last four digits of the number, stored encrypted. If a full number is typed into an older version of the app, everything but the last four digits is thrown away before it is saved. Only a masked Aadhaar, with the first eight digits hidden, may be uploaded as a photo;
- pay, advances and expenses.
About site engineers, customers and suppliers, entered by the owner: names, mobile numbers, email addresses and business details. A site engineer who opens a challan link may correct the challan and type their name when approving it.
Work records: shifts, start and end times, meter readings and their photos, trips, loads, breaks, diesel, challans and their approvals, bills, payments, expenses, messages and reminders.
Location: see section 3.
Payments for MachPilot: the plan, amount, date, receipt number and Razorpay's references for the payment. Card, UPI and bank details are entered on Razorpay's page; we never receive them.
From website visitors who send an enquiry: name, phone number, city, message, the dates asked about, and the internet address (IP) it came from, which we use only to stop spam.
We do not collect contacts, call logs, SMS, the phone's advertising ID or anything about other apps. The app has no advertising and no analytics or tracking tools.
3. Location
A driver's phone sends its precise location to MachPilot only while the driver is on shift: from the moment they tap Start work until they tap End work. While it does so, the phone shows a notification that cannot be missed. It does not collect location at any other time, and never when the app is closed outside a shift. The location is shown to the driver's owner so they can see where each machine is working and what route a vehicle took, and it is kept with that day's work record. Drivers are shown this before the phone asks for the permission. Location can be switched off in the phone's settings, but a shift cannot then be started.
4. Camera, photos and notifications
The camera is used only when you tap to photograph a meter, a document or a profile picture. Notifications are used for messages and reminders from the owner and for work alerts. Each permission can be refused or withdrawn in the phone's settings.
5. Why we use it
- to provide MachPilot: record work, make challans and bills, show reports and work out driver pay;
- to send challans to site engineers for approval, and tell owners when work starts and ends;
- to take payment for plans, issue receipts and remind owners before a plan ends;
- to keep accounts secure, prevent misuse and answer requests and complaints;
- to meet our legal obligations, such as keeping tax records.
We do not sell personal data, and we do not use it for advertising or profiling.
6. Who it goes to
- The owner sees all of their business's records. Each driver sees only their own work, pay and messages.
- A site engineer receives the challans for their site, by email or WhatsApp. These never show the machine's meter readings or what the work is worth.
- Service providers who run MachPilot for us, only as needed for their service:
- KinetixIQ Technologies: builds, runs and maintains the MachPilot app, website and servers, on our instructions and for no purpose of its own;
- Hostinger: our servers, in Mumbai, India, and our email;
- Amazon Web Services: storage of photos and documents, in its Mumbai region, India;
- Razorpay: payments;
- Meta: WhatsApp messages to site engineers, when MachPilot sends them by WhatsApp;
- OpenStreetMap: map images, for which the phone shares only its internet address.
- Government authorities or a court, when the law requires it.
7. Where it is kept
All MachPilot records are stored on our servers in Mumbai, India. Photos and documents are stored with Amazon Web Services in its Mumbai region, also in India.
8. How long it is kept
- A business's records stay for as long as its account exists, including after a plan has ended, so the owner can still see and download them.
- When an account is deleted, its records, photos and locations are deleted with it within 30 days, and backup copies are overwritten within a further 30 days.
- Receipts and payment records for MachPilot plans are kept for 8 years, because tax law requires it.
- Website enquiries are deleted after 12 months, and their IP address after 30 days.
9. How we protect it
- All connections to MachPilot are encrypted (HTTPS).
- Passwords are stored only as hashes, and Aadhaar and PAN numbers are encrypted.
- Photos and documents are kept in private storage, encrypted, with no public address: only MachPilot reads them, for the business they belong to.
- Every business can reach only its own records, and each driver only their own.
- The servers accept sign-ins only with security keys, sit behind a firewall, block repeated wrong passwords and are backed up every night.
- Access by our own staff is limited to what is needed to run MachPilot and answer requests.
No system is perfectly secure. If a breach affects your data, we will tell you and the authorities as the law requires.
10. Your rights
You can ask us to show you the personal data we hold about you, correct or complete it, or delete it. You can also withdraw a consent you have given, raise a complaint, and name someone to act for you if you are unable to. Owners can see, correct and download most of their records themselves in the app, and change their own name, mobile number, business name and sign-in email under Profile. Drivers, site engineers and others whose data an owner has entered can ask that owner, or write to us and we will pass it on and help. We reply within 30 days. If you are not satisfied, you may complain to the Data Protection Board of India.
11. Deleting an account
An owner or a driver can ask for their account to be deleted from the app, under Profile, or as described on our Delete your account page.
12. Children
MachPilot is meant for adults running or working in a business. We do not knowingly collect data about anyone under 18.
13. Cookies and browser storage
The website does not use advertising or tracking cookies. When you sign in on the account page, your sign-in is kept in that browser tab only and is gone when the tab is closed.
14. Changes
We will show the new date at the top of this page when the policy changes and tell owners in the app or by email before a significant change takes effect.
15. Grievance officer and contact
Om Gaikwad
MachPilot, Mahalunge, Mulshi, Pune 411045, Maharashtra
Email: support@machpilot.in.
We acknowledge a complaint within 48 hours and resolve it within 30 days.