1. Who We Are
DivePilot is a product of AskAnything GmbH, Zugerstrasse 6, CH-6330 Cham, Switzerland ("we", "us", "our"). Our platform is accessible at my.divepilot.app and our marketing website at divepilot.app.
For data about your own dive center and the people who sign in to it, such as account and billing data, we act as the data controller. For personal data that dive centers store about their customers (guests, students and divers) and about their own staff's work, such as schedules, time off and pay, the dive center is the controller and we process that data on the dive center's behalf as a processor, as set out in our Terms of Service.
For any privacy-related matters, you can reach us at privacy@divepilot.app.
2. Data We Collect
We collect the following categories of data:
- Account data: Name, email address, password (hashed), role and permissions, language and display preferences, and last login timestamp for staff users.
- Staff work data: Where a dive center uses scheduling and payroll, the duties, time off (including sick days), pay settings and earnings it records for its staff.
- Dive center data: Business name, email, country, timezone, currency and subscription status.
- Customer data: First name, last name, email, phone, date of birth, nationality, sex, language, address, passport number, certifications and their numbers, dive history, equipment sizes and weight, dietary requirements and medical notes, entered by dive center staff or by customers themselves via the self-registration form or a time-limited link the dive center sends them to check and update their details. A guest who books online may also enter the details of the people they book for, such as family members or friends, and an optional email address for each; the dive center holds that data like any other customer's. We also record when a customer accepted the privacy notice and which version, the changes customers make through such a link, and which staff member verified or rejected a certification and when.
- Waiver and medical data: When a customer signs a digital waiver we store the signed document, signature, full name, timestamp, IP address and browser information as legal evidence of signing. A parent or guardian can sign on behalf of a minor. Where a waiver includes a medical questionnaire, the customer's answers are stored as health data with the signature record and are visible only to the responsible dive center.
- Booking and trip data: Booking records including check-in times, boat trip schedules, dive group assignments, rentals, course attendance, participant information, dive logs, and photos of paper trip checklists that the dive center uploads.
- Payment data: Subscription payments are processed by Stripe. To show your billing status and payment history we store invoice summaries and payment method metadata (card brand, last four digits and expiry date) on our servers. Full card numbers and payment credentials never reach our servers - they are held exclusively by Stripe.
- Usage data: Server logs of requests, errors and security events, including which signed-in user made a request and when, used for security and debugging. Our web servers also record the IP address of each request.
3. How We Use Your Data
We use the data we collect to:
- Provide, operate and maintain the DivePilot platform
- Process subscription payments through Stripe
- Send transactional emails to staff (account verification, password reset, invite links, new registration alerts, daily reminders) and to the account owner about the subscription (trial ending, renewal, failed or pending payments, disputes, cancellation and locked-account warnings), and on the dive center's behalf emails to its guests (booking received, confirmed, changed or cancelled, with a calendar file and a check-in code; registration confirmations; waiver signing links; links to check their details; reminders to complete missing details before a dive; shared dive logs)
- Respond to support requests
- Monitor security, prevent fraud and maintain platform stability
- Comply with legal obligations
We do not use your data for advertising, profiling or any purpose beyond operating the service.
4. Legal Basis for Processing
We process personal data on the following legal bases under GDPR:
- Contract performance: To provide the service you have subscribed to.
- Legitimate interests: For security monitoring, fraud prevention and service improvement.
- Legal obligation: Where required by applicable law.
- Consent: Where you have explicitly provided consent, such as during customer self-registration.
5. Data Storage and Security
All data is stored on servers located within the European Union. We use industry-standard security measures including:
- TLS/SSL encryption for all data in transit
- Encrypted passwords using bcrypt hashing
- Token-based authentication with short-lived access tokens and rotating refresh tokens
- Role-based access controls within the platform
- Regular security reviews
Public forms such as registration, booking and waiver signing are protected by an automated abuse check that runs in the visitor's browser. It sets no cookies, involves no third party and processes no personal data.
6. Data Sharing
We share data only with the following third-party service providers who process data on our behalf:
- Stripe: Payment processing. Stripe receives the dive center's name and email, and the subscribe screen loads Stripe's payment form from Stripe's servers. Subject to Stripe's own privacy policy.
- PurelyMail (Add Rabbit, LLC): Transactional email delivery, from servers in the United States (Amazon Web Services, Virginia).
- Hetzner Online GmbH: Hosting of the platform, its database, uploaded files and backups in Hetzner's data center in Nuremberg, Germany.
- Open-Meteo: Weather forecasts on the dashboard. Your browser requests them directly from Open-Meteo and sends only dive site coordinates, although, as with any web request, Open-Meteo can see your IP address.
- OpenStreetMap Foundation: Dive site maps load their map tiles, and the setup looks up the position of your country, directly from OpenStreetMap's servers. As with any web request, the OpenStreetMap Foundation (United Kingdom) can see your IP address; no other personal data is sent.
Stripe processes data in the United States under the EU-U.S. and Swiss-U.S. Data Privacy Frameworks. PurelyMail (Add Rabbit, LLC) delivers our emails from servers in the United States, where data protection law does not offer the same level of protection as in Switzerland or the European Union. The OpenStreetMap Foundation is based in the United Kingdom, which the European Commission recognises as providing adequate protection.
Both the platform and our websites serve all fonts and assets from our own servers - no font or analytics requests are made to Google or other advertising companies. Our marketing website and our help center (help.divepilot.app) measure visits with Umami, an open-source analytics tool that runs on our own servers in Europe: it counts page views, referrers and a few interactions, such as playing a product video, in aggregate. It sets no cookies, stores no IP addresses and shares nothing with third parties.
We do not sell, rent or trade personal data to any third parties. We will disclose data to authorities only if required by law.
Departure board screens: A dive center can show its next departures on a screen in its shop through a secret link that needs no sign-in. The screen shows the guests' names (in full, or first name and initial, as the dive center chooses), their certification level, and whether a booking still lacks a waiver, a verified certification or gear, as well as the crew's names. The dive center decides where the screen is placed and can revoke the link at any time.
7. Data Retention
We retain data for as long as your account is active. If the trial or subscription has ended and the account stays locked, we keep the data for 12 months, email you 30 days and 7 days before that ends, and then deactivate the account; its data is permanently erased 30 days after that. While the account is locked, you can download all of its customer data as one spreadsheet from the subscribe screen.
- When you delete records or your account, the data is deactivated ("soft-deleted") and is no longer accessible in the platform, but remains stored in our systems as a safeguard against accidental deletion. If you delete your account, it is deactivated at once and all of its data is permanently and automatically erased 30 days later, except where retention is legally required. Within those 30 days you can email support@divepilot.app to have the account restored.
- In all other cases, permanent erasure is performed on request: contact privacy@divepilot.app and we will irreversibly delete the data within 30 days, except where retention is legally required.
- Invoices for your subscription are kept for 10 years by our payment provider Stripe, as required by Swiss accounting law. They are not erased when your account is.
- Server logs are kept for 7 to 90 days depending on their type: request logs for 7 days, general logs (which include the recipients of emails we send) for 14 days, error logs for 30 days and security logs for 90 days. Web server logs containing IP addresses are rotated automatically and overwritten once they reach a fixed size.
- Database backups are kept for up to 4 weeks (the last 7 daily and 4 weekly copies) and are used only to restore the service. Data erased from the platform can remain in these backups until they are overwritten, at most 4 weeks later.
- Signed waivers, including the signature and any medical answers, are kept as evidence of what the customer agreed to for as long as the dive center keeps them, even when the dive center anonymises the customer's other data, because they may be needed to establish, exercise or defend legal claims.
- Links sent to guests expire: waiver signing links after 48 hours and links to update their details after at most 30 days. Departure board links and shared dive log links stay valid until the dive center revokes them.
8. Your Rights
Under GDPR and Swiss data protection law (nDSG), you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate data
- Erasure: Request deletion of your data
- Portability: Receive your data in a machine-readable format
- Objection: Object to processing based on legitimate interests
- Restriction: Request restriction of processing
To exercise any of these rights, contact us at privacy@divepilot.app. We will respond within 30 days.
You also have the right to lodge a complaint with a supervisory authority - in Switzerland the Federal Data Protection and Information Commissioner (FDPIC), or the data protection authority of your country of residence.
9. Cookies and Local Storage
DivePilot uses two cookies on the platform, both strictly necessary for signing in: a session cookie and a refresh cookie, which authenticate you with our servers and cannot be read by any script running on the page. Being strictly necessary, they need no consent under GDPR/the ePrivacy Directive. A few display preferences and a note that you're signed in are kept in your browser's local storage; guest pages remember the chosen language and keep an unfinished form in the browser for up to four hours. We do not use advertising cookies or tracking cookies, and no third-party analytics scripts are loaded on our platform. The subscribe screen loads Stripe's payment form, which may set Stripe's own cookies to prevent fraud; they are governed by Stripe's privacy policy.
Our marketing website and help center set no cookies: their visit counting (Umami, described under Data Sharing) is cookie-free and identifies no visitor.
10. Children's Privacy
DivePilot is a business-to-business platform intended for dive center operators. Dive centers may record data about minors who dive with them, such as junior divers; a waiver for a minor is signed by a parent or guardian, and the dive center is responsible for obtaining any consent the law requires for a minor. We do not knowingly collect data directly from children under 16. If you believe a minor's data has been entered without the necessary consent, contact us immediately.
11. Changes to This Policy
We may update this privacy policy from time to time. When we make significant changes, we will notify account holders by email and update the "Last updated" date above. Continued use of the platform after notification constitutes acceptance of the updated policy.
This privacy policy was drafted in English. Translations into other languages are provided for convenience only. In the event of any discrepancy between the English version and a translation, the English version prevails.
12. Contact
For any questions about this privacy policy or how we handle your data: