Privacy Policy

Effective date: July 1st, 2026 · Last updated: August 9th, 2026

This Privacy Policy explains what information OfficePilotcollects, why we collect it, and the choices you have. Please read it alongside our Terms of Service.

1. Who we are

This Privacy Policy describes how Your Company Inc. ("Your Company", "we", "us", "our") collects, uses, and shares information when you use OfficePilotand its related website, applications, and services (the "Service"). OfficePilot is a product operated by Your Company and is not a separate legal entity. By using the Service, you agree to the practices described here. If you do not agree, please do not use the Service.

For the purposes of applicable data protection law, Your Company is the controller of your personal data.

2. Information we collect

Information you provide

Account information: name, email address, username, password (stored in hashed form), and any profile details you choose to add.
Content you create: files, records, titles, descriptions, comments, and other material you save, organize, or share within the Service ("User Content").
Team data: membership, roles, and shared content within any team or organization you belong to.
Payment information: if you purchase a paid plan, billing details are collected and processed by our payment processor.
Communications: messages you send to support and your correspondence with us.

Information we collect automatically

Usage and log data: pages viewed, features used, actions taken, timestamps, and referring pages.
Device and technical data: IP address, browser type, operating system, device identifiers, and language settings.
Cookies and similar technologies: as described in Section 10.

3. How we use information

To provide, operate, and maintain the Service.
To create and manage your account and to authenticate you.
To enable the collaboration and sharing features you choose to use.
To process transactions and send related information such as receipts.
To respond to your requests and provide customer support.
To monitor, analyze, and improve the Service, including product development and troubleshooting.
To detect, prevent, and address security incidents, fraud, abuse, and violations of our Terms of Service.
To send administrative and, where permitted, marketing communications, which you may opt out of at any time.
To comply with legal obligations and enforce our agreements.

4. Legal bases for processing

For users in the European Economic Area, the United Kingdom, and similar jurisdictions, where data protection law requires a legal basis, we rely on: performance of a contract with you; your consent (which you may withdraw at any time); our legitimate interests in operating and improving the Service; and compliance with legal obligations.

5. Third party processing

Certain features may transmit content you submit to third party providers in order to deliver the feature. When this happens, your content is processed by those providers under their own terms and privacy practices. We do not control how third party providers use data submitted to them beyond our contractual arrangements. Please do not submit confidential, sensitive, or personal information that you do not want processed by such providers.

6. How we share information

We do not sell your personal data. We share information only as follows:

Service providers and sub processors: hosting, storage, analytics, payment processing, communications, and AI providers that perform services on our behalf under confidentiality obligations. This includes Google Analytics, described in Section 10.
Other users: content you choose to share with a team or publish publicly is visible to other users or the public, as applicable. You control what you share.
Legal and safety: where required by law, legal process, or to protect the rights, property, or safety ofOfficePilot, our users, or others.
Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
With your consent: for any other purpose disclosed to you.

7. Shared and public content

Content you publish publicly or share with a team may be viewed, copied, and used by others. Once content is public, we cannot control how third parties use it. Please do not publish anything you consider private or confidential. You may remove your published content, but copies may persist with others or in caches.

8. International data transfers

We operate globally and may store and process information in countries other than your own, including the United States. These countries may have data protection laws different from those in your jurisdiction. Where required, we implement appropriate safeguards for such transfers.

9. Data retention

We retain personal data for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we delete or anonymize it. You may request deletion as described in Section 11.

10. Cookies and similar technologies

We use cookies and similar technologies to operate the Service, remember preferences, authenticate sessions, and analyze usage. You can control cookies through your browser settings. Some features may not function properly without certain cookies.

Analytics

We use Google Analytics 4, a web analytics service provided by Google LLC, to understand how visitors find and use the Service so that we can improve it. Google Analytics sets cookies (for example _ga and _ga_*) and collects information such as the pages you view, how long you spend on them, the referring page, an approximate location derived from your IP address, and general device, browser, and language characteristics. Google processes this information on our behalf and also in accordance with its own privacy practices.

We do not send your content, account credentials, or the contents of your team spaces to Google Analytics. Where our use of analytics relies on your consent, you may withdraw that consent at any time.

You can opt out of Google Analytics on all websites by installing the Google Analytics Opt-out Browser Add-on, or by blocking cookies in your browser settings. To learn more, see Google's Privacy Policy and how Google Analytics uses data.

11. Your rights and choices

Depending on your location, you may have rights to access, correct, update, delete, port, or restrict processing of your personal data, and to object to certain processing. You may also withdraw consent where processing is based on consent.

For users in the European Economic Area and the United Kingdom, you have the rights described under the GDPR and UK GDPR and may lodge a complaint with your local supervisory authority. For California residents, you have rights under the CCPA as amended, including rights to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell personal information.

To exercise any right, contact us at hello@example.com. We will respond as required by applicable law and may need to verify your identity before acting on a request.

12. Security

We implement reasonable technical and organizational measures designed to protect personal data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

13. Children

The Service is not directed to children under minimum age, 16 recommended, and we do not knowingly collect personal data from them. If we learn that we have collected such data, we will delete it. If you believe a child has provided us personal data, please contact us.

14. Third party links and services

The Service may contain links to third party websites or integrate third party services. We are not responsible for their content or privacy practices. Please review their policies before providing information.

15. Changes to this Policy

We may update this Policy from time to time. We will post the updated version with a new effective date and, where required, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance.

16. Contact us

Your Company Inc.
123 Example Street, Your City, 00000, Country
Email: hello@example.com