Privacy Policy

When you register for OfficePilot, we collect:

1. Name
2. Email address
3. Business name (optional)
4. Email signature (optional), including any links or images it contains, and reply tone preferences (optional)
5. Business profile details you choose to add (optional), such as services, starting prices, a price list, hours, service area and FAQs, used only to write your suggested replies
6. Settings you choose, such as follow-up timing, auto-archive keywords, lead alert settings and payment terms (optional)
7. Your account password, which is stored only in an encrypted (hashed) form that we cannot read

Billing information is collected and processed by our payment provider, Stripe. We do not store your full card details.

If you contact us or submit a testimonial, we collect the details you provide, such as your name, email address, job title and message. Testimonials are only published on our website after we review them.

We may automatically collect information about how you use the platform, including login activity, feature usage, and device and browser information. This helps us keep the service reliable and secure.

When you connect a Gmail or Outlook account, you grant OfficePilot permission to access the following data, only as needed to provide the features you use:

OfficePilot never sends emails on your behalf automatically and never permanently deletes your emails.

We use your information to:

1. Provide and operate the OfficePilot service
2. Sort and label your incoming emails
3. Generate suggested replies saved as drafts in your inbox, including price estimates worked out from your price list (Pro plan)
4. Detect meeting requests and add them to your calendar
5. Prepare a daily Morning Briefing that summarises your unread emails and today’s calendar, shown on your dashboard and, if you choose, emailed to you
6. Recognise new customer enquiries, tag them New Lead, count them on your dashboard and, if you choose, email you an alert when one arrives (Plus plan)
7. Draft a follow-up when a quote or question you sent has had no reply, for you to review and send yourself (Plus plan)
8. Archive emails that match keywords you choose (Plus plan)
9. Find invoices you have emailed to your clients and, once an invoice is overdue, draft a polite payment reminder in the same email thread for you to review and send yourself (Pro plan)
10. Keep a Lead Pipeline of your customer enquiries, moving each one through New, Replied, Quoted, Won or Lost as emails go back and forth, so you can see what is worth following up (Pro plan)
11. Process subscription payments and billing
12. Provide customer support
13. Maintain the security and reliability of the platform

Specifically:

1. We use Google user data only to provide and improve the user-facing features of OfficePilot described in this policy.
2. We do not use Google user data for advertising, and we do not sell it.
3. We do not use Google user data to develop, improve or train generalised AI or machine learning models.
4. We do not allow humans to read your Google user data unless you give us permission for specific messages (for example, when requesting support), it is necessary for security purposes such as investigating abuse, or it is required to comply with applicable law.
5. We only transfer Google user data to third parties where necessary to provide OfficePilot’s features, to comply with the law, or as part of a merger or acquisition with your notice.

To classify emails (including recognising new customer enquiries), generate suggested replies and follow-ups (including price estimates from your price list), write your Morning Briefing, find invoices and write payment reminders, and keep your Lead Pipeline up to date, relevant email and calendar content, along with your business profile details, is sent to our AI provider, OpenAI, through its API. This content is used only to produce classifications and drafts for you. It is not used to train AI models, and OpenAI does not use API data to train its models.

Emails involving sensitive matters, such as financial, legal or medical content, are flagged for your manual review instead of being drafted automatically.

Email content is processed in real time to provide the service. We do not keep a permanent copy of your emails. We store only what is needed to run your account, such as your account settings, connection access tokens, label identifiers, message identifiers (to avoid processing the same email twice) and usage counts.

We also store your recent Morning Briefings, each a short summary listing sender names, a few words about what each email needs, and today’s appointment times and titles, along with which items you have ticked off. It is shown only to you on your dashboard. We keep the last 7 days of briefings so anything you have not ticked off can carry over, and older briefings are removed automatically.

If you use lead alerts, we also store your alert settings (whether alerts are on, the email address alerts are sent to, and your quiet hours) and a count of new leads for the current month.

If you use Follow-up Radar (Plus plan), we store reference IDs for the email threads a follow-up has been drafted for, so the same email is not followed up twice, and a count of follow-ups drafted.

If you use payment reminders (Pro plan), we store a small record of each invoice you email to a client: the client’s name and email address, the invoice number, the amount, the date it was sent and the date it is due, reference IDs for the email and its thread, and the reminder status (such as how many reminders have been drafted and whether it has been paid). We do not store the invoice file or the email itself. Invoice records are deleted automatically 90 days after the invoice was sent.

If you use the Lead Pipeline (Pro plan), we store a small card for each customer enquiry: the customer’s name and email address, a short summary of the job, the quoted price (if any), its stage (New, Replied, Quoted, Won or Lost), the dates it arrived, was quoted, closed and last had activity, a short note explaining the latest stage change, a reference ID and link for the email thread, and which inbox it came from. We do not store the emails themselves.

Limited processing records may be held temporarily by our automation provider for up to 30 days for troubleshooting and security.

We use technical and organisational measures to protect your information, including:

1. Encrypted (HTTPS/TLS) connections between your browser, our website and every provider we use
2. Account data and connection access tokens stored with our automation provider, which encrypts stored data (AES-256) and restricts access to authorised OfficePilot administrators only
3. Access tokens kept out of our website code and browser, and excluded from automation processing logs
4. Two-step verification on all administrator accounts used to run OfficePilot
5. Signed requests, so your dashboard can only read or change your own account
6. Regular software updates, security headers and protection against automated (bot) sign-ups

Our providers may store or process your information outside Australia, including in the European Union and the United States. We only use providers that apply strong security and privacy protections, and we take reasonable steps to ensure your information is handled in line with the Australian Privacy Principles.

We use trusted providers to deliver OfficePilot. They only receive the information needed to perform their services:

1. Make.com – workflow automation and data storage
2. OpenAI – AI processing of email content, as described above
3. Stripe – payment processing
4. Brevo – transactional emails such as account notifications and your Morning Briefing email, which contains a short summary of your unread emails and today’s calendar. You can turn the briefing email off at any time from your dashboard. Brevo also sends your new lead alerts, which contain a one-line summary of the enquiry. You can turn these off or set quiet hours at any time in Account Settings.
5. Google Cloud Pub/Sub – delivers Gmail’s new email notifications to us, which contain only your email address and a reference number, never email content
6. Hostinger – website hosting
7. Google reCAPTCHA – protecting our sign-up form from spam and abuse (subject to Google’s Privacy Policy and Terms of Service)

We do not sell your personal information.

We keep your information only as long as needed to maintain your account, provide the service, and meet legal requirements.

You can remove OfficePilot’s access directly from your email provider:

1. Google: visit myaccount.google.com/connections and remove OfficePilot
2. Microsoft: visit account.microsoft.com/privacy/app-access and remove OfficePilot

You can also turn automation off from your OfficePilot dashboard or cancel your subscription at any time.

Your data is handled as follows:

1. When you disconnect an inbox: we revoke OfficePilot’s access (for Google accounts) and delete the stored access tokens for that inbox immediately.
2. When your subscription ends: we revoke access and delete all stored access tokens immediately, and automation stops. Your remaining account data is permanently deleted 30 days later, giving you time to return if you change your mind.
3. Morning Briefings: briefings are kept for up to 7 days so unfinished items can carry over, then removed automatically. They are deleted along with the rest of your account data.
4. Invoice records (payment reminders): deleted automatically 90 days after the invoice was sent, or along with the rest of your account data 30 days after your subscription ends, whichever comes first. If you switch payment reminders off, no new invoices are recorded.
5. Lead Pipeline cards: deleted automatically 90 days after a lead is marked Won or Lost, or after 180 days with no new emails in the thread, or along with the rest of your account data 30 days after your subscription ends, whichever comes first.
6. Incomplete sign-ups: accounts that never complete payment are deleted within 7 days.
7. Billing records: invoices and payment records are kept by Stripe for the period required by Australian tax law (generally five years).
8. Backups: website backups are kept for a limited time and replaced automatically, so deleted data is removed from backups as they are replaced.

To request deletion of your account and associated data at any time, email hello@officepilot.au from your account email address. We will revoke access and delete your data, including stored access tokens, within 7 days of your request, except where we are required to keep certain records (such as billing records) by law.

Depending on your location and applicable laws, you may have the right to access your personal information, request correction of inaccurate information, request deletion of your data, and withdraw consent for certain data processing. To exercise these rights, contact us using the details below. We aim to respond within 30 days.

If you are not satisfied with how we have handled a privacy concern, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

OfficePilot uses essential cookies to keep you logged in to your dashboard and to keep the website secure, including Google reCAPTCHA on our sign-up form. We also remember your answer to our cookie notice, so it isn’t shown again.

If you choose Accept on our cookie notice, we may also use analytics cookies to understand how our website is used and improve it. If you choose Decline, these are not used. You can also control cookies through your browser settings, although blocking essential cookies may stop you from logging in.

We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised “Last updated” date.