In brief
- We collect what you give us to run your account and build your site, and public facts about your business.
- Your visitors' inquiries belong to you. We only store and deliver them, and delete them after 12 months.
- AI models read your chats to answer you, with zero data retention. Nobody trains a model on them.
- No advertising trackers on our site and no sale of personal data. You can export or delete your data at any time.
1. Who we are
Gradient Reactor LLC, a California limited liability company is responsible (the "controller") for the personal data described here. Write to support@getplacepilot.com for anything in this notice.
This notice covers the people who use PlacePilot, people who visit getplacepilot.com, and businesses we research. A visitor who sends an inquiry through a website we built should read that business's own privacy notice, linked in its footer: the business is responsible for their details and we process them for it (section 5).
2. What we collect
- Account: your name, email address, password (stored as a hash by our sign-in provider) or your Google sign-in, and the businesses you claim.
- Your business: what you tell us and upload, and what our research finds in public: your website, map listing, reviews, prices and photos.
- Your phone, if you link it: its number and the messages you exchange with the assistant there, kept like your studio chats until you unlink it or delete your account.
- Studio: your chats with the assistant, the notes it remembers (you see and can delete them under "What I remember"), your edits, versions and approvals.
- Scans: the business name you type on our site.
- How you found us: in the EU, the EEA and the UK (with Gibraltar, Jersey, Guernsey and the Isle of Man) only if you say yes in the cookie banner, elsewhere unless you say no, the ad or link that first brought you to our site (its source and campaign name, the kind of site that sent you and the page you landed on, never an ad's click ID), kept in a cookie for up to 90 days so we can tell which campaigns bring new sign-ups.
- Usage and security: what each AI task cost, how many lookups an account made, and a keyed hash of a visitor's IP address to stop abuse.
- Businesses we may contact: public business details (name, address, website, public contact addresses, listing and reviews) from map listings, their own websites and open map data. Our first message to a business says where we found its details, and we delete them when it asks.
- Sign-in with Google: if you choose it, Google shares your name, email address and profile picture with us.
- Domains: if you claim one, the business name, contact person, email, phone, postal address and any details its registry requires; contact-change requests are sealed for our team and deleted within 30 days.
- Support: the problems you report to us, our answers, and any screenshots you attach (screenshots are deleted after 90 days).
- Billing: when you choose a plan, our payment processor collects your name, email address, billing address, tax or VAT number and card. We never see your full card number; we keep which plan each business has, its status and its dates.
- Connected social accounts: the posting provider holds the permissions you grant on the network's consent screen. We keep its profile and account identifiers and your account handles. Posting also sends the content you authorise to that provider and the social network.
3. Why we use it (legal basis)
| Purpose | Legal basis |
|---|---|
| Running your account, building and hosting your site, the assistant, notifications and billing your plan | Our contract with you |
| Research on public business data for your site and report | Our contract with you; for businesses that are not customers, our legitimate interest in showing them what we can do |
| Improving the service, including checking a small sample of your own conversations with the assistantsection 4 | Legitimate interest, with an off switch |
| Keeping the service safe: bot checks, rate limits, spending caps | Legitimate interest |
| Knowing which ad or link brings new sign-ups | Your consent in the EU, the EEA and the UK (with Gibraltar, Jersey, Guernsey and the Isle of Man), given in the cookie banner; elsewhere our legitimate interest. Either way you can say no at any time in Cookie settings |
| Contacting businesses on our sales list | Legitimate interest; every message says how to opt out |
| Tax, accounting and legal claims | Legal obligation and legitimate interest |
The assistant review switch covers your own chats with the PlacePilot assistant. Guest chats on a business's website have no off switch. PlacePilot staff may read them to give support, stop abuse and test the assistant, as described in Guest chat and photos.
We do not sell or share personal data for advertising, and do not build profiles for anyone else. No decision with a legal or similarly significant effect on you is made by automated means.
4. AI and your data
The assistant and our research agents send text to AI models through a router that enforces zero data retention: a request may only go to a model endpoint that keeps no prompt or reply and collects nothing, and none of it trains a model.
To improve the assistant, we check a small random sample of conversations with it. An automated checker reads them; a member of our team reads one only when the check finds a problem, and every such read is logged. Scores are kept for 90 days. You can switch this off at any time in the studio's Settings (Help improve the assistant). Your visitors' chats with a business's assistant are different: PlacePilot staff may read them to give support, stop abuse, and test the assistant so it gives better answers, and we never use them to train AI models (section 6).
5. Your visitors' inquiries
When a visitor writes to a business through a website we built, the business is the controller and we are its processor. We store the message, show it in the owner's inbox, notify the owner and delete it after 12 months (or sooner, when the owner deletes it). The assistant may read an inquiry to help the owner answer.
A visitor who wants their details removed should ask the business; we act on its instruction.
6. Guest chat and photos
Some businesses that use PlacePilot put a chat assistant on their website. This is what happens when you use it.
Who's responsible. The business whose website you're on is responsible for your chat. PlacePilot runs the chat for them and handles privacy requests on their behalf, so you can contact us directly.
What's kept. We keep your messages, the assistant's replies, the language you wrote in, and any contact details or booking request you choose to send. We don't store your IP address. We turn it into a scrambled code so we can tell when messages come from the same network. We don't store your browser details.
Photos. If the business has turned photos on, you can add up to 3 photos to a message. We remove location and camera details from each photo, then store it with your message.
Where it goes. Chats and photos are stored in our database in Frankfurt, Germany. To write a reply, we send your latest message and its photos to an AI model through OpenRouter. We ask the providers not to keep or reuse that data. Cloudflare sees your IP address so it can block spam and abuse.
Who can read it. The business you're chatting with can read your messages and see your photos in its PlacePilot inbox. PlacePilot staff may also read chats to give support, stop abuse, and test the assistant so it gives better answers. We don't use guest chats or photos to train AI models.
How long. Each conversation, photos included, is deleted automatically 12 months after its last message.
Deleting it sooner. Email privacy@getplacepilot.com with the email address or phone number you gave in the chat, and we'll delete those conversations. If you never gave contact details, we can't tell which chat is yours, so we can't find it to delete it.
7. Who processes data for us
These kinds of companies process personal data on our behalf, under contracts that bind them to our instructions. Customers can ask us for the list of companies.
| Category | What for | What it sees | Where |
|---|---|---|---|
| Hosting, network and email | Runs this site, the app and the websites we build; bot checks on forms; notification emails; image processing of the screenshots you attach to support reports; stores the videos you upload and transcribes their speech | Everything in transit, including the visitor inquiries we email to owners, and the videos you upload with their sound | Global network; app servers in Europe |
| Database and sign-in | Stores accounts, businesses, chats and inquiries; signs you in | Your account, business, chats and visitors' inquiries | EU (Frankfurt) |
| AI model providers | Answer in the studio chat, design and review sites, research public business data; reached through a router with zero data retention, so no prompt or reply is kept or used for training | What you tell the assistant and what it reads to answer | May be outside the EU |
| Research data providers | Map listings, ratings and photos; reading public web pages; checking research quality | Public business data only | — |
| Photo sorting | Sorts a business's public photos (a dish, a room, the view, a logo), picks the ones for its website and makes sharper, larger copies of the small or soft ones while a scan runs | Photos from the business's own website and map listing, which can show people, with the business's name and town; never your messages or account. Its terms do not yet say how long photos are kept or whether they are used for training | May be outside the EU |
| Maps | Draws the map of a business's neighbourhood while a scan runs | Your IP address and the part of the map you view, as your browser loads it; no cookies | EU |
| Error monitoring | Error and performance traces | No content: never a prompt, reply or form field | EU |
| Payments | Takes payment for plans: checkout, the billing portal, invoices, tax and refunds | Your name, email, billing address, tax or VAT number, card (only the processor holds it) and invoices | United States |
| Social posting | Posts content to accounts you connect | Connected account permissions and content you authorise | EU (team and media storage); United States (logs) |
| Messaging | Carries your messages with the assistant on the phone number you link, and its replies | Your phone number, what you send the assistant there and its replies | May be outside the EU |
| Sales research tools | Looking up businesses' public map listings for our sales list | Public business data only | Our own machines, never the app |
| AI voice | Reads the voiceover script you write for a video clip aloud | The script you typed and the voice you chose; never your video, account or messages | United States |
| Menu photo research | Finding the menu photos on a business's public map listing while a scan runs, so we can read its menu | Public business data only: the listing's photos, used as research evidence and never shown on a site | — |
A social posting provider processes connected account permissions and content for the accounts you authorise. Its team and media storage are in the EU, and its logs are in the US. The social networks receive the content posted to them under their own terms and privacy notices.
Where data leaves the country it was collected in, we rely on the safeguards the law provides, such as standard contractual clauses.
8. How long we keep it
- Visitors' inquiries: 12 months in the inbox. If the assistant read one to help you answer, the chat keeps its words until you delete the chat or your account; the copy we emailed you stays in your mailbox.
- Guest chats and photos on a business's website: deleted automatically 12 months after the conversation's last message.
- Your account, business, chats, notes and history: until you delete them or your account.
- Quality scores of sampled conversations: 90 days.
- Support reports and our answers: 24 months after the report is closed. Screenshots you attach: 90 days.
- Videos you upload or link: the original and its sound 30 days after you last worked on the video; the clips made from it, their renders and voiceovers until you delete them.
- Error and performance traces: 30 days. They are built to hold no content.
- Backups: deleted data can stay in our database's restore history for up to 30 days.
- Billing records (your account's plan, its status and dates, and the payments and invoices our payment processor holds): for as long as tax and accounting law requires, also after you delete your account. Deleting your account cancels its plans.
- Records we must keep by law, for as long as the law requires.
- Aggregated or de-identified data that can no longer identify anyone may be kept and used to improve PlacePilot.
9. Your rights
Depending on where you live, you can ask to see, correct, export or delete your data, to restrict or object to how we use it, and withdraw any consent you gave. Most of it you can do yourself: delete a note under "What I remember", delete a chat from its menu, or write to us to export or delete your account.
Write to support@getplacepilot.com. We answer within the time the law sets (one month in the EU and UK, 45 days in California). You can also complain to the data protection authority where you live.
10. Security
Data is encrypted in transit. Our account database is in the EU; the processor table explains where other providers process data, including outside the EU. Every request is checked against the account that owns the data. Credentials for services you connect are stored encrypted. No system is perfectly secure, but we work to keep yours safe.
11. Children
PlacePilot is not meant for anyone under 18, and we do not knowingly collect their data.
13. Changes to this notice
When we change this notice we update the date at the top, and we email account holders about a change that matters to them.
