Fire & Air Pilot — Privacy Policy
Effective Date: 9/11/2026
About This Policy
This policy covers the Fire & Air Pilot (the "Pilot"), the internal work management application operated by Advanced Mechanical Solutions, LLC d/b/a Fire & Air ("we," "us," or "our").
The Pilot is used by our employees and authorized contractors to schedule work, manage jobs and parts, and record time. It is not a public product. It is not offered to or sold to anyone else, and our customers do not have accounts on it.
For how we handle customer information generally, see our main Privacy Policy at fireandair.co/privacy-policy.
1. Who Can Use the Pilot
Access requires a Fire & Air company Google Workspace account. Personal accounts cannot sign in, and access is refused to any account outside our company domain.
Access follows a person's role in the company, not the task they happen to be doing on a given day. People whose role is technician see the work assigned to them and do not have access to pricing, costs, or customer financial records. Owners and office staff have broader access.
Someone whose role grants access to financial information keeps that access regardless of the work they are performing — an owner working on site sees the same information as an owner in the office.
2. Information the Pilot Holds
The Pilot holds the following types of information:
- Work Information: Job, visit and parts records, including reference numbers, dates, scheduled times, service addresses, parts ordered and their delivery status, and notes describing the work performed.
- Customer Information: A reference to the customer's record in QuickBooks Online, together with the work associated with them.
- Text Messages: Text messages sent to or received from a customer about their own work — for example, that a technician is on the way, a question about access, or a decision we need. These are one-to-one messages about work the customer has asked us to do. We do not send marketing or promotional texts from the Pilot, and the Pilot has no way to send to more than one person at a time. Messages are delivered by Sakari, our SMS provider, which receives the customer's phone number and the text of the message. Replies are stored with the customer's record in the Pilot.
- Employee Information: Names, company email addresses, work assignments, hours worked, time off, and trade certifications.
The Pilot does not store card numbers, bank details, or any payment credentials. Payment information is handled by QuickBooks Online and our payment processors and is never copied into the Pilot.
3. Connection to QuickBooks Online
Our accounting records — customers, estimates, invoices, payments, and vendor bills — are kept in QuickBooks Online, operated by Intuit. QuickBooks Online is our system of record for customer and financial information, and Intuit's privacy practices apply to the information held there.
The Pilot connects to QuickBooks Online so that it can read the customer and financial records it needs without holding its own copy of them.
Where the Pilot needs customer contact details, an estimate, or an invoice, it reads them from QuickBooks Online at the time they are needed. The Pilot holds customer details briefly in memory while it is working, for no more than ten minutes at a time and never after a restart; it does not write QuickBooks customer or financial records into its own database.
We may disconnect the Pilot from QuickBooks Online at any time, either from within QuickBooks or from the Pilot itself. Disconnecting immediately revokes the Pilot’s access, and no further information is exchanged.
We do not use QuickBooks data for advertising, and we do not sell or share it with anyone outside the parties described in this policy.
4. Location Information
The Pilot does not track the location of employees, and does not build a record of anyone's movements.
5. Where Information Is Held, and How It Is Protected
The Pilot runs on servers located in the United States. Its data is encrypted in transit and at rest, and is backed up daily.
Devices used in the field hold only current and next-day work information, so that a lost or stolen device does not expose our wider records.
Sign-in sessions are held in secure, browser-protected cookies that cannot be read by page scripts. A session ends after twelve hours without use, and in every case after twenty-four hours, after which signing in again is required. Sessions can also be revoked individually — for example, when someone leaves the company or loses a phone.
6. Who We Share It With
We may share information from the Pilot with:
- Service Providers: Companies that operate the systems we rely on, including Intuit (QuickBooks Online), Google (Workspace sign-in, calendar, and Drive file storage), HubSpot (our current customer relationship management system, which is being retired), Sakari (text message delivery), and our hosting provider.
- Legal Requirements: Government authorities where required by law, or to establish or defend legal claims.
- Business Transfers: A successor entity, in connection with a merger, sale, or transfer of our business.
We do not sell information held in the Pilot, and we do not share it for advertising or marketing purposes.
7. How Long We Keep It
We keep job, visit, and service records for as long as they are needed to support warranty claims, answer questions about work we have performed, and meet our legal and tax obligations.
Time and payroll records are retained for the periods required by applicable employment and tax law.
Where information is deleted, it is removed from our backups within 30 days.
8. Employee Questions and Requests
Employees and contractors may:
- Ask what the Pilot holds about them
- Request correction of inaccurate information
- Request deletion of information held about them
- Raise a concern about how the Pilot is used
We will delete information on request unless we are required to keep it — for example, time and payroll records we must retain by law, or job records needed to support a warranty obligation. Where we cannot delete something, we will tell you why.
Where a record cannot be changed — for example a time entry that has been locked for payroll — we will explain why and record the request.
9. Minors
The Pilot is a workplace tool, available only to our employees and authorized contractors. It is not directed to or available to the general public.
Some of our employees and apprentices are under 18. Where that is the case, the Pilot holds the same work-related information about them as it does about anyone else — work assignments, hours, and certifications — and only for the same purposes.
Personal and payroll information is not collected through the Pilot. It is provided by the employee directly to QuickBooks Online when they set up their payroll and time-tracking account, and is held there under Intuit's privacy practices.
10. Changes to This Policy
We may update this policy as the Pilot changes. We will post any changes on this page and update the effective date.
11. Contact Us
If you have questions about this policy, please contact us:
Advanced Mechanical Solutions, LLC d/b/a Fire & Air
423 S Washington St, Afton, WY 83110
Phone: (307) 885-4328
Email: office@fireandair.co
Website: fireandair.co
Last Updated: 9/11/2026