Privacy Policy

This Privacy Policy explains how OpsPilot Systems (“OpsPilot,” “we,” “us,” or “our”) handles information through our website, AI workflow services, connected systems, and invite-only client operations portal (the “Service”). It applies to prospective customers, customers, authorized portal users, and people whose information a customer directs us to process.

Organizations and users that provide operational or contact data are responsible for having a lawful basis to collect, use, and direct us to process that information.

We process the following categories of information:

• Account information: name, email address, password-derived authentication credentials, role, account theme, invitation status, and account timestamps.
• Security and session information: session identifiers, expiration times, IP address, browser or device user agent, and rate-limit records.
• Connected email information: the selected Google email address and an encrypted, short-lived OAuth access token tied to the current portal session.
• Business and workflow information: process documentation, workflow inputs and outputs, integration configuration, company, contact, lead, deal, task, note, location, email address, phone number, pipeline, and communication records provided by customers.
• Email activity: recipients, subject lines, message bodies, delivery provider, send status, errors, and timestamps for messages initiated through the Service.
• Inquiry and support communications: information you provide when discussing a workflow, requesting help, or exercising a privacy request.

We use information to respond to inquiries; assess, design, configure, and operate authorized workflows; connect approved business systems; authenticate portal users; isolate customer records; send account invitations and requested email; display activity history; prevent abuse; troubleshoot failures; maintain security; and comply with applicable law.

We do not sell personal information or use customer workflow records for targeted advertising.

We disclose information only as needed to provide and protect the Service:

• Infrastructure providers that host the application, database, and supporting systems.
• Workflow and AI providers that process customer-approved workflow inputs when required to perform a configured action.
• Email providers, including Google Workspace, that receive the recipient and message content needed to deliver account invitations or a user-approved message.
• Legal and safety recipients when disclosure is reasonably necessary to comply with law, protect rights and safety, investigate abuse, or secure the Service.
• Business successors in connection with a merger, financing, acquisition, reorganization, or sale, subject to appropriate confidentiality protections.

We do not permit service providers to use information for their own advertising purposes.

We retain account, workflow, and portal information while needed to provide the Service and fulfill the applicable customer engagement. Security logs, execution history, email records, and backups may be retained for a limited period for security, reliability, dispute resolution, and legal compliance. When information is no longer required, we delete or de-identify it using reasonable measures.

You may request account or data deletion by emailing parker@opspilotsystems.com.

We use administrative, technical, and organizational safeguards designed to protect information, including authenticated access, invite-only registration, server-side secrets, encrypted network transport, tenant-scoped database access, and row-level security controls. No storage or transmission system is completely secure, and we cannot guarantee absolute security.

Users must protect their credentials, use the Service only through authorized accounts, and notify us promptly of suspected unauthorized access.

Depending on where you live, you may have rights to access, correct, delete, restrict, or obtain a copy of personal information, or to object to certain processing. We may need to verify your identity before fulfilling a request.

If your information was provided by an OpsPilot customer rather than directly by you, we may direct your request to that customer because it controls the relevant business or workflow record.

The Service is intended for business users and is not directed to children under 13. We do not knowingly collect personal information directly from children. Information may be processed in the United States and other locations where our providers operate, subject to applicable safeguards.

We may update this policy as the Service or legal requirements change. We will update the effective date and provide additional notice when required.

For privacy questions, requests, or complaints, contact OpsPilot Systems at parker@opspilotsystems.com.