Privacy Policy.
Effective Date: December 2025 At Piloteer, your trust comes first. We design our systems with safety, privacy, and responsible AI principles at the core. This Privacy Policy explains what data we collect, how we use it, how we protect it, and the choices you have. By using Piloteer, you agree to this Policy. If you use Piloteer on behalf of an organization, you confirm that you have permission to do so.
1. Information We Collect
1.1 Personal Information
This includes your name, email address, role, and other details you provide when creating an account or interacting with Piloteer.
1.2 Meeting and Communication Data
Piloteer analyzes communication signals to help improve performance and leadership. Depending on your settings and permissions, this may include:
Meeting transcripts
Audio or video frames
Behavior indicators such as sentiment, tone, turn taking, pacing, and other interaction patterns
Metadata like meeting length, participants, or timestamps
You choose which meetings to analyze and you are responsible for ensuring required participant consent.
1.3 Usage Information
We collect data about how you interact with Piloteer. This helps us improve features, understand performance, and make the experience better.
1.4 Cookies and Analytics
We use cookies and similar tools to understand website behavior and improve your experience. You can manage cookies through your browser settings.
2. How We Use Your Information
We use your information to:
Provide and improve the Piloteer platform
Analyze communication patterns to generate insights, scores, and suggestions
Personalize features and recommendations
Communicate with you about updates, account notifications, and service messages
Send optional product updates or promotional messages, which you can opt out of
Meeting data is only used to deliver insights, improve model accuracy, and enhance your experience.
Piloteer uses automated processing to generate insights and recommendations; however, all decisions and actions remain under human control.
Piloteer does not use your meeting data for employment decisions, surveillance, or any purpose unrelated to performance improvement.
3. Sharing and Disclosure
3.1 Third Party Service Providers
We share only what is necessary with vendors who help us operate Piloteer, such as hosting providers or analytics tools. These vendors are required to protect your information.
A current list of subprocessors is available upon request or through our Data Processing Addendum.
3.2 Anonymized and Aggregated Data
We may use anonymized and aggregated data to:
Improve Piloteer’s AI systems
Enhance accuracy and model performance
Produce analytics or research that does not identify individuals
We never share identifiable meeting data with third parties.
3.3 Legal Requirements
We may disclose information if required by law or to protect the rights, safety, and security of Piloteer, our users, or others.
4. Data Security
We protect your data using:
Encryption in transit and at rest
Strict access controls
Audit logs and activity monitoring
Environment and tenant separation
Security controls aligned with modern industry frameworks such as SOC 2, NIST, and ISO-aligned practices.
We follow security controls consistent with modern frameworks such as SOC 2.
Only authorized personnel can access your data and only for approved purposes.
5. Data Retention
We retain your data only as long as needed to provide the service, meet legal obligations, or support your organization under an enterprise agreement.
You may request deletion of your account or data as described below.
5.1 Human Centered AI Use
Piloteer is designed to support performance improvement, leadership and sales development, and collaboration.
The platform provides insights and recommendations but does not replace human judgment.
Piloteer is not intended to be used for automated employment decisions or continuous surveillance.
You are responsible for:
Ensuring participants understand that meeting data will be processed
Following local laws regarding recordings and data collection
Using Piloteer only for leadership and team performance improvement
Piloteer does not monitor or verify whether consent has been collected.
7. Your Rights
Depending on your location, you may have the right to:
Access your personal data
Correct or update inaccurate information
Request deletion of your data
Request a copy of your data
Object to certain types of processing
Withdraw consent where processing is based on consent
To exercise these rights, contact us at hello@piloteer.ai.
8. GDPR Notice (For Users in the EU/EEA)
8.1 Data Controller & Data Processing Roles
Depending on the context, Piloteer may act as either a data processor or data controller under applicable data protection laws.
When organizations use Piloteer within their teams or enterprise environments, the customer organization typically acts as the data controller and Piloteer acts as a data processor on their behalf.
Piloteer may act as a data controller for limited purposes such as account management, platform operations, security, and direct interactions with users.
8.2 Legal Basis for Processing
We process personal data based on:
Your consent
The contract under which we provide the service
Legal obligations
Legitimate interests such as improving the platform and ensuring security
8.3 Data Protection Officer
You may contact our DPO at hello@piloteer.ai.
9. Children’s Privacy
Piloteer is a tool made for adults and workplace teams. It helps people improve communication and performance by analyzing meetings and interactions.
We do not want children to use Piloteer or share personal information with us. If someone under 18 tries to use the platform, their organization or parent should contact us so we can remove the data.
If you ever have questions about your information or want something deleted, you can email us at hello@piloteer.ai and we will help.
We only use information to provide the Piloteer service and keep the platform safe and secure.
10. Data Transfers
Piloteer may process data in the United States or other regions. When transferring data internationally, we use measures designed to provide appropriate protection consistent with applicable laws.
11. Changes to This Policy
We may update this Privacy Policy when needed. If we make material changes, we will provide notice. Continued use of Piloteer means you accept the updated Policy.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle data, contact us at:
hello@piloteer.ai
Your privacy and trust matter deeply to us. We are committed to protecting your information every step of the way.
