Privacy Notice

Effective June 23, 2026 · Last updated July 13, 2026

PilotBPM ("we", "us", "our") provides a multi-tenant business process platform. This Privacy Notice explains what personal information we collect, how we use it, and the rights and choices available to you. It applies to pilotbpm.com and the hosted PilotBPM service (the "Service").

We act as a data controller for account and marketing information we collect directly, and as a data processor for the content our customers put into their workspaces on behalf of their own users.

Information we collect

Account information. Name, work email, hashed password, workspace/tenant name, role, and profile details you provide.
Workspace content. Data you create in the Service — SOPs, blueprints, process runs, tasks, tickets, forms and submissions, documents, comments, and the audit trail of actions taken.
Usage and device data. Log data such as IP address, browser type, pages viewed, and timestamps, used to operate and secure the Service.
Billing information. For paid plans, billing contact and subscription status. Card details are handled by our payment processor — we never store full card numbers.
Support and marketing. Messages you send us, and contact details if you ask for a demo or sign up for product updates.

How we use information

To provide, maintain, and secure the Service and your workspace.
To authenticate users, enforce permissions, and keep an audit trail.
To process payments and manage subscriptions (paid plans).
To respond to support requests and communicate service or security notices.
To send product and marketing updates only where permitted, with an unsubscribe link in every marketing email.
To detect, prevent, and investigate fraud, abuse, and security incidents.
To comply with legal obligations.

We do not sell your personal information, and we do not use your workspace content to train AI models.

Where the GDPR applies, we rely on: performance of a contract (to deliver the Service), legitimate interests (to secure and improve the Service), consent (for marketing emails, withdrawable at any time), and legal obligation (e.g. tax and accounting).

Artificial intelligence features

AI features are optional and configured per workspace. When enabled, the content you submit to an AI feature is sent to the AI provider configured for your workspace (your own API key, a platform-managed key, or an offline mode that makes no external calls). We do not retain prompts or outputs to train models. Workspace administrators control whether AI is enabled and who may use it.

The supported AI providers are OpenAI, Anthropic (Claude), Google (Gemini), and Microsoft Azure OpenAI. Once content is sent to the provider configured for your workspace, that provider processes it under its own terms and privacy policy, which we do not control (including any retention on their side). We encourage administrators to review the chosen provider's policies before enabling AI, and to avoid submitting sensitive personal data you would not want processed by an external provider.

AI output is generated automatically and may be inaccurate or incomplete. It should be reviewed before being relied upon — see our Terms of Service for the full disclaimer.

We share information only with service providers ("subprocessors") that help us run the Service — for example cloud hosting, transactional email delivery, payment processing, and (if enabled) AI providers. Each is bound by contractual confidentiality and data-protection obligations. See the Compliance & Security page for the current subprocessor categories.

We may also disclose information when required by law, to protect our rights or the safety of others, or in connection with a merger or acquisition (with notice where required).

Data retention

We retain account information for as long as your account is active. Workspace content is retained until deleted by your administrator or until the account is closed, after which it is deleted or anonymized within a commercially reasonable period, subject to legal retention requirements and backups. Form submissions follow the retention setting chosen by the workspace.

Your rights

Depending on where you live, you may have the right to access, correct, export, restrict, or delete your personal information, and to object to certain processing or withdraw consent. To exercise these rights, contact us at privacy@pilotbpm.com. If your data lives inside a customer's workspace, we will refer your request to that customer (the controller) and assist them.

For California residents (CCPA/CPRA): we do not sell or "share" personal information for cross-context behavioral advertising, and you will not be discriminated against for exercising your rights.

Security

We use industry-standard safeguards including encryption in transit, hashed passwords, role-based access controls, tenant isolation, and an immutable audit log. No method of transmission or storage is 100% secure, but we work hard to protect your data. See Compliance & Security for details.

International transfers

We may process information in countries other than your own. Where required, we use appropriate safeguards such as Standard Contractual Clauses for transfers out of the EEA/UK.

Children

The Service is intended for business use and is not directed to children under 16. We do not knowingly collect their personal information.

Changes

We may update this notice from time to time. Material changes will be posted here with a new effective date and, where appropriate, communicated to you.

Contact

Questions about privacy? Email privacy@pilotbpm.com.