Privacy Policy

Last updated: May 2026

BookPilot ("we", "us", or "our") is committed to protecting the privacy of our clients and their customers. This Privacy Policy explains what data we collect, how we use it, and your rights under applicable data protection law including the EU General Data Protection Regulation (GDPR).

1. Who We Are

BookPilot is an AI-powered customer communication and booking platform. Our contact email is: selale.memmedli11@gmail.com

2. What Data We Collect

We collect the following categories of data:

• Business account data: Your name, email address, business name, and payment information provided during signup and onboarding.
• Customer conversation data: Messages sent by your customers through connected channels (Instagram, WhatsApp, Facebook, website chat). This data is processed to generate AI responses.
• Booking data: Appointment details, customer names, contact information, and scheduling data created through the booking engine.
• Usage data: Dashboard interactions, feature usage, and performance metrics.
• Technical data: IP addresses, browser type, and device information for security and functionality purposes.

3. How We Use Your Data

• To provide and operate the BookPilot service
• To train and personalise your AI assistant on your business information
• To process and confirm appointments via the booking engine
• To provide your real-time dashboard and analytics
• To send service-related notifications (not marketing without your consent)
• To comply with legal obligations

4. Legal Basis for Processing (GDPR)

Where GDPR applies, we process personal data under the following legal bases:

• Contract performance: Processing necessary to deliver the BookPilot service you have signed up for.
• Legitimate interests: Service improvement, security, and fraud prevention.
• Legal obligation: Where required by applicable law.
• Consent: Where you have explicitly provided consent (e.g., marketing communications).

5. Data Sharing

We do not sell your data or your customers' data to any third party. We may share data with:

• Third-party infrastructure providers (cloud hosting, AI model providers) under strict data processing agreements.
• Payment processors for billing purposes.
• Regulatory authorities if required by law.

6. Data Retention

We retain your business account data for as long as your subscription is active and for up to 90 days after cancellation to allow for data export requests. Customer conversation data is retained for 12 months by default unless you request earlier deletion.

7. Your Rights (GDPR)

If you are located in the EEA, UK, or another jurisdiction with applicable data protection law, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate personal data
• Request deletion of your personal data ("right to be forgotten")
• Restrict or object to our processing of your data
• Data portability — receive your data in a portable format
• Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, contact us at selale.memmedli11@gmail.com. We will respond within 30 days.

8. Cookies

Our website uses essential cookies to ensure basic functionality (such as session management). We do not use advertising or tracking cookies without your explicit consent. You can disable cookies in your browser settings, though this may affect site functionality.

9. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security reviews.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email or through a prominent notice on our website. Continued use of BookPilot after changes take effect constitutes acceptance of the updated policy.

11. Contact

For any privacy-related questions or requests, contact us at:
selale.memmedli11@gmail.com