Privacy Policy

This policy is issued by LeadPilot of Office 14, 1564 Stratford Road, Hall Green, Birmingham B28 9HA, United Kingdom (“LeadPilot”, “we”, “us”) and covers the LeadPilot AI product and website. It sits alongside our Terms of Service.

• Your account data — who you are, your organizations, your plan. For this we are the controller: we decide what is held and why, and this policy is our own promise to you.
• Your customers' data — the people who message your WhatsApp number, and the orders and bookings they place. For this you are the controller and we are your processor: we hold it to run the service for you and act on your instructions, not on our own account.

That distinction matters if one of your customers asks to be deleted: the request is yours to answer, and the product gives you the controls to do it.

• Account — name, email address, password (stored only as a hash), and a profile picture if you sign in with Google.
• Organization profile — business name, logo, country, currency, timezone, industry, website, description and the goals you pick. This is also what the AI assistant is briefed from.
• WhatsApp connection — the session credentials that keep your number linked, its display name and status. We never receive your WhatsApp password; pairing works like WhatsApp Web, and your phone can unlink us at any time.
• Conversations — phone numbers, contact names, WhatsApp profile pictures, and message content. See the next section, which is the part most people want to know about.
• Commerce — catalog items and stock, orders, bookings, customer names, delivery addresses and notes you or the agent record.
• Billing — which plan you are on and your subscription status. The app takes no card payments, so no card number is ever entered, stored or seen here.
• Technical — sign-in events, API requests, webhook deliveries and error logs, used to keep the service running and secure.

Anything you deliberately record from a conversation — a lead, an order, a booking, a note — is kept as its own record until you delete it. Media that customers send is stored only where the product needs it to display the conversation.

• To run the service: deliver replies, record leads and orders, show your dashboards.
• To brief the AI assistant on your business so its answers are about you and not generic.
• To bill you, and to tell you about your subscription, trial and numbers.
• To support you when you ask us for help.
• To keep the service secure and to investigate abuse.
• To meet legal obligations, such as keeping records of what we invoiced.

Our lawful bases, where that concept applies, are the performance of our contract with you, our legitimate interest in operating and securing the service, and consent where we ask for it — for example before sending marketing email, which you can stop at any time.

To write a reply, the message being answered and a short slice of recent context, together with your business profile and catalog, are sent to a large-language-model provider. We use providers on API terms that do not permit them to train their models on what we send, and we do not train models of our own on your conversations.

A reply is generated for the purpose of answering that message and nothing else. You can turn the assistant off for a number or take over any conversation by hand, after which the agent stays quiet.

We use a small number of providers to run LeadPilot. They act on our instructions, under contract, and only for what is listed here.

We will update this list before adding a provider that handles personal data.

We do not sell personal data and we do not share it for advertising. Beyond the providers above, we disclose data only:

• when you tell us to — for example through an API key or webhook you configure;
• to comply with a law, court order or lawful request, where we are satisfied it is valid;
• to protect the rights, safety or property of LeadPilot, our customers or the public;
• to a buyer or successor if the business is sold or merged, under the same commitments as this policy.

• Messages: trimmed continuously, as described above.
• Leads, orders, bookings and catalog: until you delete them, or until the organization holding them is deleted.
• Deleting an organization removes its numbers, conversations, leads, orders and bookings with it. This cannot be undone.
• Account data: for as long as your account exists. Ask us to close it and we delete it, except what we must keep — invoices and tax records — and anonymous, aggregated statistics that identify nobody.
• Backups: kept on a rolling basis and overwritten in the ordinary course, so deleted data can persist there briefly.

• Traffic is encrypted in transit, and data is encrypted at rest by our hosting provider.
• Passwords are stored only as salted hashes; we cannot read them.
• Two-factor authentication is available on your account and we recommend turning it on.
• Access to production data is limited to the people who need it to operate or support the service.
• API keys are shown once when created and stored hashed afterwards; treat them as passwords.

No service can promise perfect security. If a breach affects your data, we will tell you and the relevant regulator as the law requires, and say what happened.

Your data is stored in Google Cloud’s asia-southeast1 region (Singapore). Some of the providers listed above process data in other countries, including the United States. Where that involves a transfer out of your region, it is covered by the safeguards those providers offer, such as standard contractual clauses.

Depending on where you live, you may have the right to see the personal data we hold about you, correct it, delete it, restrict or object to how we use it, take a copy elsewhere, and withdraw consent you gave.

Much of this you can do yourself in the product — edit your profile, export your records as CSV, clear an organization's data, or delete an organization outright. Closing the account itself, and anything else, is done by asking us: write to [email protected] and we will answer within the time the law allows, normally a month. You can also complain to your local data protection authority.

If you messaged a business on WhatsApp and reached an assistant powered by LeadPilot, that business decides what happens with your data — not us. Ask them to see, correct or delete it. If you contact us instead, we will pass your request to them and help them act on it, but we cannot decide it for them.

LeadPilot is a business tool and is not intended for children. We do not knowingly collect data from anyone under 16. If you believe a child's data has reached us, write to us and we will remove it.

We will update this policy as the product changes. The date at the top moves with it, and we will tell you in the product or by email before a material change takes effect.

Privacy questions, or to exercise any right above: [email protected], or by post to LeadPilot, Office 14, 1564 Stratford Road, Hall Green, Birmingham B28 9HA, United Kingdom.