Who we are
PilotDocsAI LLC (“we,” “us,” or “our”) operates PilotDocs AI. We are the data controller for the personal data you provide when you use our website and services.
What personal data we collect
- Account data: name, email address, and authentication credentials.
- Company data: the organization you belong to, your role, and your admin's approval status.
- Document data: files, metadata, and extracted text you or your admin upload so we can index and search them.
- Usage data: searches, result clicks, page views, and feature interactions used to operate and improve the service.
- Device and log data: IP address, browser type, operating system, and error logs for security and troubleshooting.
- Support data: messages and attachments you send when contacting support.
How we use your data
We process personal data for the following purposes:
- To create and manage your account and organization.
- To provide, maintain, and improve search and document indexing features.
- To process transactions through our reseller, Paddle.
- To respond to support requests and communicate service updates.
- To detect fraud, abuse, and security incidents.
- To comply with legal obligations.
Our legal bases are performance of contract, legitimate interests, consent (where required), and compliance with legal obligations.
Payment data
We do not store credit-card details. Payment information is collected and processed by our online reseller and Merchant of Record, Paddle.com. Paddle handles billing, tax, invoicing, and refund requests on our behalf.
Who we share data with
- Service providers: hosting, database, analytics, email, and support tooling vendors that process data only on our instructions.
- Paddle: our Merchant of Record, for subscription management, payments, tax compliance, and invoicing.
- Professional advisers: legal, accounting, and insurance advisers when necessary.
- Authorities: regulators, courts, or law enforcement when required by applicable law.
International transfers
Your data is primarily stored in the United States. If you are in the United Kingdom, European Economic Area, or Switzerland, we rely on appropriate safeguards, such as Standard Contractual Clauses, for any transfers that are not covered by an adequacy decision.
Data retention
We keep your personal data for as long as your account is active and for a reasonable period afterward to fulfill the purposes described in this notice, resolve disputes, and meet legal obligations. When data is no longer needed, we delete or anonymize it.
Your rights
Depending on where you live, you may have the right to access, correct, delete, restrict, or port your personal data, and to object to or withdraw consent for certain processing. You may also have the right to lodge a complaint with your local supervisory authority. We aim to respond to verified requests within one month.
To exercise your rights, contact us at support@pilotdocsai.com.
Security
We use technical and organizational measures, including encryption in transit, access controls, and regular security reviews, to protect personal data. No system is completely secure; you are responsible for keeping your password confidential.
Cookies and similar technologies
We use essential cookies to maintain authentication and session state. With your consent, we may use analytics cookies to understand how the service is used. You can manage cookie preferences through your browser settings.
Children
PilotDocs AI is not directed to children under 16. We do not knowingly collect personal data from children under 16.
Changes to this notice
We may update this Privacy Notice from time to time. We will post the revised version with a new effective date and, where required, notify you directly.
Contact us
Questions about this notice can be sent to support@pilotdocsai.com.