Privacy Policy

PilotHosts Privacy Policy

This policy explains how personal data is collected, used, protected and managed when you use the PilotHosts website, trial download portal, licensing and update services, or communicate with the PilotHosts team.

1. Scope

This Privacy Policy applies to personal data processed through the PilotHosts website, product pages, trial OVA download flow, license activation, update check services, support requests and commercial communications.

PilotHosts runs as an on-prem appliance for internal infrastructure operations. Operational inventory and infrastructure data in customer environments is kept in the customer's own environment by default.

2. Data Categories We Collect

  • Identity and contact information: Name, surname, business email, phone number, company, title and the content of messages you send to us.
  • Request and commercial process information: Information shared during demo, quote, trial access, support, license or sales conversations.
  • Technical access information: IP address, browser and device information, timestamps, page access logs and form access logs.
  • Trial portal information: Invite code, download status, download time, token validity information and abuse-prevention logs.
  • License and update information: Appliance identifier, product version, license status, update channel, lifecycle data etag information and limited technical metadata required for service health.
  • Support information: Logs, screenshots, configuration fragments or issue descriptions that you explicitly share with us.
PilotHosts does not use VM, host, cluster, Kubernetes or OpenShift operational data from customer infrastructure for marketing purposes. Materials shared for support are reviewed only to resolve the relevant request.

3. Why We Process Data

Service deliveryTo manage trial access, license activation, update checks, support and customer communication processes.
SecurityTo detect and prevent unauthorized access, abuse, fake downloads or service misuse.
OperationsTo monitor service availability, version compatibility and technical error records.
CommunicationTo contact you for demos, quotes, product announcements, support or contract processes.

Legal bases

Data may be processed based on contract formation or performance, compliance with legal obligations, legitimate interests, establishment, exercise or protection of a right, and explicit consent where required.

4. PilotHosts Appliance and Operational Data

PilotHosts is designed as an on-prem appliance. Operational inventory, health signals, findings, reports and credentials collected from vCenter, VMware, Kubernetes, OpenShift and similar infrastructure sources are stored inside the customer's appliance environment.

  • Credentials are encrypted on the appliance side.
  • Kubernetes and OpenShift visibility operates with a read-only approach.
  • Pilot Assistant explains findings without executing actions on infrastructure.
  • Update and license services exchange only limited metadata required for service operation.

5. Sharing and Transfers

Personal data may be shared, to the extent necessary to provide the service, with authorized teams, technical infrastructure providers, email and communication services, legal or advisory services and legally authorized public authorities.

If an international transfer is required, safeguards, contractual measures or explicit consent mechanisms required by applicable law are considered.

6. Retention Periods

Data is retained for as long as required by the processing purpose and applicable law. When the purpose no longer exists or the legal retention period expires, data is deleted, destroyed or anonymized.

  • Trial and download logs are retained for security, abuse-prevention and operational evidence needs.
  • Support records may be retained for a reasonable period for support history and contractual obligations.
  • Commercial communication records are updated or discontinued according to your request or legal requirements.

7. Security Measures

PilotHosts applies technical and administrative measures for the confidentiality, integrity and availability of personal data. These measures may include encryption, access authorization, logging, least-privilege access, update processes, backups and secure communication channels.

No transmission or storage method over the internet can guarantee absolute security. For that reason, reasonable and current security controls are used to reduce risk.

8. Your Rights

Under KVKK and other applicable data protection regulations, you may have the following rights:

  • Learn whether your personal data is being processed.
  • Request information about processed data.
  • Learn the purpose of processing and whether data is used in accordance with that purpose.
  • Request correction of incomplete or inaccurate data.
  • Request deletion or destruction where the conditions under applicable law are met.
  • Learn the third parties to whom data has been transferred.
  • Object to a result against you arising from automated systems.
  • Request compensation if you suffer damage due to unlawful processing.

9. Cookies and Similar Technologies

Our website may use strictly necessary technical cookies, preference information such as language selection, and similar technologies required for basic service operation. If analytics or marketing tools are used, they are managed in accordance with applicable law.

You can delete or restrict cookies through your browser settings. Disabling some technical cookies may prevent the website or trial portal from working as expected.

10. Requests and Contact

You can contact us about this Privacy Policy, data processing processes or rights requests.

  • Email: support@pilothosts.com
  • Address: Zeytinli Mah. 79006. Sok No:3 Koluman Tower 27010 Sehitkamil/Gaziantep

Requests are evaluated within a reasonable period depending on their nature and in accordance with applicable law. This policy may be updated from time to time; the current version takes effect when published on this page.