Privacy Policy

Last updated: October 2, 2026

PlacementPilot, a product of Clearwild Labs ("we," "our," or "us"), provides a clinical and professional placement scheduling application for coordinators who manage learners (students, apprentices), supervisors (preceptors, journeypersons, mentors), and their associated scheduling data. This Privacy Policy explains what information we collect, how we use it, and the choices available to you.

1. Who This Applies To

PlacementPilot is used by coordinators (the primary account holders) to manage placements for learners and supervisors. Coordinators create and manage learner and supervisor records on behalf of their organization. If you are a learner or supervisor whose information has been entered into the app by a coordinator, please contact your coordinator directly with questions about your data, or reach us using the contact information below.

2. Information We Collect

We collect the following categories of information:

• Account information: name, email address, job title, and organization name, provided when a coordinator signs up.
• Placement and scheduling data: names of learners and supervisors, school or institution names, shift dates and types, availability, and unavailability entered by coordinators.
• Usage data: basic technical information such as device type and app interaction logs, used for troubleshooting and improving the app.

We do not collect or store patient information, medical records, diagnoses, or any protected health information. PlacementPilot manages scheduling only — it is not a clinical records system.

3. Data Minimization — Recommendations for Coordinators

Coordinators control what information is entered into PlacementPilot for learners and supervisors. Beyond a display name, no other fields are required to use the scheduling features of the app.

We recommend following your own organization's data-handling policies when deciding what to enter, and minimizing what you enter where those policies allow it — for example, using initials or an internal identifier instead of a full legal name, and leaving optional fields such as email or school/institution name blank when not needed for scheduling. Exported files (such as .ics calendar files or .csv spreadsheets) use whatever name was entered in the app, so the same consideration applies before sharing an exported file outside your organization.

For organizations with stricter requirements around where identifying information is stored, the Microsoft Dataverse option described in Section 5 keeps learner and preceptor names and email addresses within your own Microsoft 365 environment rather than in PlacementPilot's database.

4. How We Use Information

• To provide and operate the scheduling functionality of the app
• To generate and manage placement schedules on behalf of coordinators
• To communicate with coordinators about their account or subscription
• To maintain the security and integrity of the service
• To improve and troubleshoot the application

We do not sell personal information, and we do not use your data to serve advertising.

This applies no matter where your organization's data is stored, including if your organization has enabled the optional Microsoft Dataverse storage described in Section 5. We access and use learner, preceptor, and scheduling data solely to provide and operate PlacementPilot's scheduling functionality for your organization. We do not use it for any other purpose, and we do not access, use, or share it outside of what is necessary to operate the app.

5. Where Your Data Is Stored

By default, application data is stored using Supabase, hosted on Amazon Web Services (AWS) in the US East region.

Organizations that sign in with a Microsoft work or school account have the option to connect their own Microsoft Dataverse environment. When an organization's administrator enables this, learner and preceptor names and email addresses are stored directly in that organization's own Dataverse environment instead of in PlacementPilot's Supabase database. This gives the organization's own IT department direct control and ownership of that identifying information. All other placement and scheduling data (school/institution, program, shift dates and types, availability, and unavailability) continues to be stored in PlacementPilot's Supabase database regardless of this setting.

This Dataverse option is opt-in, configured per organization by that organization's own Microsoft 365 administrator, and can only be enabled for organizations signing in via Microsoft. It does not change how any of the information in this policy is used — see Section 4 below.

If your organization requires data residency outside the United States, please contact us to discuss options before subscribing.

6. Data Security

We take active steps to protect your data, including:

• Encrypted connections (HTTPS/TLS) for all data in transit
• Row-level security policies at the database level, so each coordinator's account can only access their own organization's data — not other coordinators' learners, supervisors, or schedules
• Authenticated access to all data, with no publicly readable records
• Regular review of database access controls and permissions

That said, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security. We are committed to responding promptly to any identified vulnerabilities.

7. Data Retention

We retain account and placement data for as long as your account remains active. If you close your account, you may request deletion of your data by contacting us using the information below.

8. Your Rights

Depending on your location, you may have rights to access, correct, or delete your personal information. Coordinators can manage most learner and supervisor records directly within the app. For any request that cannot be completed in-app, contact us below.

9. Children's Privacy

PlacementPilot is intended for use by coordinators managing professional and educational placements, and is not directed at children under 13. We do not knowingly collect personal information from children under 13.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date above when changes are made. Continued use of the app after changes constitutes acceptance of the updated policy.

11. Contact Us