Privacy Policy

The privacy of your data — and it is your data, not ours! — is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. We promise we never sell your data: never have, never will.

This policy applies to all products built and maintained by Purchase Pilot, including our web application, APIs, and related services (together, "Services"). This policy applies to our handling of information about site visitors, prospective customers, and customers and authorized users.

However, this policy does not cover information about a customer's end users that Purchase Pilot receives from a customer, or otherwise processes on a customer's behalf, in connection with the Services provided to the customer pursuant to an applicable services agreement. Purchase Pilot processes such data under the instructions of the relevant customer, which is the "data controller" or "business" as defined in applicable privacy laws.

What we collect and why

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity and access

When you sign up for Purchase Pilot, we ask for identifying information such as your name, email address, and company name. That's so you can personalize your account, and we can send you product updates and other essential information. We may also send you optional surveys from time to time to help us understand how you use our products and to make improvements. With your consent, we will send you our newsletter and other updates.

We'll never sell your personal information to third parties, and we won't use your name or company in marketing statements without your permission either.

Billing information

If you sign up for a paid Purchase Pilot plan, you will be asked to provide your payment information and billing address. Credit card information is submitted directly to our payment processor (Stripe) and doesn't hit Purchase Pilot servers. We store a record of the payment transaction, including the last 4 digits of the credit card number, for purposes of account history, invoicing, and billing support. We store your billing address so we can charge you for service, calculate any sales tax due, send you invoices, and detect fraudulent credit card transactions.

Product interactions

We store on our servers the content that you upload, receive, or maintain in your Purchase Pilot account. This includes purchase orders, vendor information, product data, inventory levels, and other business data you enter into the system. This is so you can use our products as intended. We keep this content as long as your account is active. If you delete your account, we'll delete the content within 60 days.

Third-party integrations

When you connect Purchase Pilot to third-party services such as Shopify, we receive and store data from those services as needed to provide our Services. The specific data we access is described during the integration setup process, and we only request the minimum permissions necessary to deliver our functionality.

General geolocation data

We log the full IP address used to sign up for a Purchase Pilot account and retain that for use in mitigating future spammy signups. We also log all account access by full IP address for security and fraud prevention purposes, and we keep this login data for as long as your product account is active.

Website interactions

We collect information about your browsing activity for analytics and statistical purposes such as conversion rate testing and experimenting with new product designs. This includes, for example, your browser and operating system versions, your IP address, which web pages you visited and how long they took to load, and which website referred you to us. If you have an account and are signed in, these web analytics data are tied to your IP address and user account until your account is no longer active.

Cookies

We use persistent first-party cookies and some third-party cookies to store certain preferences, make it easier for you to use our application, and support some analytics.

A cookie is a piece of text stored by your browser. It may help remember login information and site preferences. It might also collect information such as your browser type, operating system, web pages visited, duration of visit, content viewed, and other click-stream data. You can adjust cookie retention settings and accept or block individual cookies in your browser settings, although our apps won't work and other aspects of our service may not function properly if you turn cookies off.

Voluntary correspondence

When you email Purchase Pilot with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.

We also store information you may volunteer, for example, written responses to surveys. If you agree to a customer interview, we may ask for your permission to record the conversation for future reference or use. We will only do so with your express consent.

When we access or disclose your information

To provide products or services you've requested. We use some third-party subprocessors to help run our application and provide the Services to you. We also use third-party processors for other business functions such as managing newsletter subscriptions and sending customer surveys.

We may disclose your information at your direction if you integrate a third-party service into your use of our products. For example, if you connect your Shopify store, data will be exchanged between Purchase Pilot and Shopify as needed to provide the Services.

No Purchase Pilot human looks at your content except for limited purposes with your express permission, for example, if an error occurs that stops an automated process from working and requires manual intervention to fix. These are rare cases, and when they happen, we look for root cause solutions as much as possible to avoid them recurring.

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.

Aggregated and de-identified data. We may aggregate and/or de-identify information collected through the Services. We may use de-identified or aggregated data for any purpose, including marketing or analytics.

When required under applicable law. Purchase Pilot is a U.S. company and all data infrastructure is located in the U.S.

• Requests for user data. Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. However, if U.S. law enforcement authorities have the necessary warrant, criminal subpoena, or court order requiring us to disclose data, we must comply. Likewise, we will only respond to requests from government authorities outside the U.S. if compelled by the U.S. government through procedures outlined in a mutual legal assistance treaty or agreement. It is Purchase Pilot's policy to notify affected users before we disclose data unless we are legally prohibited from doing so, and except in some emergency cases.
• Preservation requests. Purchase Pilot's policy is to comply with requests to preserve data only if compelled by the U.S. Federal Stored Communications Act, 18 U.S.C. Section 2703(f), or by a properly served U.S. subpoena for civil matters. We do not disclose preserved data unless required by law or compelled by a court order that we choose not to appeal.
• Tax audits. If we are audited by a tax authority, we may be required to disclose billing-related information. If that happens, we will disclose only the minimum needed, such as billing addresses and tax exemption information.

Finally, if Purchase Pilot is acquired by or merges with another company — we don't plan on that, but if it happens — we'll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.

Your rights with respect to your information

At Purchase Pilot, we strive to apply the same data rights to all customers, regardless of their location. Some of these rights include:

• Right to Know. You have the right to know what personal information is collected, used, shared or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.
• Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
• Right to Correction. You have the right to request correction of your personal information.
• Right to Erasure / "To Be Forgotten". This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, from all of our service providers. Fulfillment of some data deletion requests may prevent you from using Purchase Pilot because our application may then no longer work. In such cases, a data deletion request may result in closing your account.
• Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
• Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of your personal information. (Again: we never have and never will sell your personal data.)
• Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
• Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party. Purchase Pilot provides data export functionality within the application.
• Right to not Be Subject to Automated Decision-Making. You have the right to object to and prevent any decision that could have a legal or similarly significant effect on you from being made solely based on automated processes. This right is limited if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.
• Right to Non-Discrimination. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights. However, the exercise of certain rights may, by virtue of your exercising those rights, prevent you from using our Services.

Many of these rights can be exercised by signing in and updating your account information. If you have questions about exercising these rights or need assistance, please contact us at privacy@purchasepilot.io.

How we secure your data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted. We go to great lengths to secure your data at rest and in transit.

What happens when you delete content in your account

In our application, we give you the option to delete content. Anything you delete in your account while it is active will be permanently removed from our active systems within 30 days. Copies of the content may be held in backups of our application databases for up to another 30 days after that. Altogether, any content deleted in your account should be purged from all of our systems and logs within 60 days.

If you choose to cancel your account, your content will become immediately inaccessible and should be purged from our systems in full within 60 days.

Data retention

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected and use it and your choices, after which time we may delete and/or aggregate it. We may also retain and use this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Location of site and data

Our products and other web properties are operated in the United States. If you are located in the European Union, UK, or elsewhere outside of the United States, please be aware that any information you provide to us will be transferred to and stored in the United States. By using our websites or Services and/or providing us with your personal information, you consent to this transfer.

When transferring personal data from the EU

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. Accordingly, Purchase Pilot has adopted appropriate safeguards to help ensure this protection when transferring personal data internationally.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will refresh the date at the top of this page and take any other appropriate steps to notify users.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at privacy@purchasepilot.io and we'll be happy to try to answer them!