Privacy Policy

1. Overview

ProcessPilots ("we", "us", "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Information We Collect

Information you provide directly:

• Account information (name, email address, password)
• Content you input into the Service (forms, questions, documents)
• Communications you send to us (support requests, feedback)

Information collected automatically:

• Usage data (features used, pages visited, time spent)
• Device information (browser type, operating system)
• IP address and approximate location
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Process your requests and generate AI-powered outputs
• Authenticate your identity and maintain account security
• Send transactional emails (account confirmation, password resets)
• Respond to support requests and communicate with you
• Monitor for fraudulent, abusive, or illegal activity
• Comply with our legal obligations

We do not sell your personal information to third parties. We do not use your input content to train our AI models.

4. Information Sharing

We may share your information with:

• Service providers: Third-party vendors who assist us in operating the Service (authentication, hosting, analytics) under strict confidentiality agreements
• AI providers: Your input content is sent to Anthropic to generate AI outputs; Anthropic's data handling is governed by their privacy policy
• Legal authorities: Where required by law, court order, or governmental authority
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections

5. Data Storage & Security

Your data is stored securely using Supabase infrastructure with encryption at rest and in transit. We implement industry-standard security measures including HTTPS, hashed passwords, and access controls. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you delete your account, we will delete or anonymise your personal information within 30 days, except where we are required to retain it for legal or regulatory purposes.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Rectification: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal information ("right to be forgotten")
• Portability: Request your data in a machine-readable format
• Objection: Object to certain types of processing
• Restriction: Request that we restrict processing of your information

To exercise any of these rights, please contact us. We will respond within 30 days.

8. Cookies

We use essential cookies and similar technologies to operate the Service, maintain your session, and remember your preferences. We do not use third-party advertising cookies. You can control cookie settings through your browser settings, but disabling essential cookies may affect the functionality of the Service.

9. Third-Party Services

The Service integrates with the following third-party services:

• Supabase: Authentication and database
• Anthropic Claude: AI document generation and knowledge Q&A
• Vercel: Hosting and deployment

Each of these services operates under their own privacy policies and terms, which we encourage you to review.

10. Children's Privacy

The Service is not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately and we will delete such information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically. Your continued use of the Service after changes are made constitutes your acceptance of the revised policy.

12. Contact

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us or email privacy@processpilots.io.