Privacy Policy

Last Updated: January 6, 2026

Autopilot AI Systems ("we", "our", "us", or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, services, and AI-powered automation platform (collectively, the "Service"). Please read this Privacy Policy carefully. By accessing or using our Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Personal Information

We collect information that you provide directly to us, including:

Name, email address, phone number, and business contact information
Business details, including company name, real estate license information, and brokerage affiliation
Billing and payment information (processed securely through third-party payment processors)
Account credentials and preferences
Calendar integration data for appointment scheduling
Content of communications, messages, and conversations processed through our AI systems

1.2 Automatically Collected Information

When you use our Service, we automatically collect certain information, including:

Device information (IP address, browser type, operating system, device identifiers)
Usage data (pages visited, features used, time spent, click patterns)
Log files and analytics data
Cookies and similar tracking technologies (see Section 6)
Location data (if enabled and permitted)

1.3 Information from Third Parties

We may receive information from third-party services you connect to our platform, including:

Social media platforms (Facebook, Instagram, TikTok) for message processing
Calendar services (Google Calendar, Outlook) for availability checking
CRM systems and marketing platforms
Payment processors and financial institutions

2. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery: To provide, operate, maintain, and improve our AI automation services, including lead response, qualification, follow-up, and appointment booking
AI Processing: To train, improve, and optimize our AI models and algorithms (see Section 3 for details)
Communication: To send service-related communications, notifications, updates, and respond to your inquiries
Analytics: To analyze usage patterns, performance metrics, and generate insights and reports
Quality Assurance: To monitor, review, and improve service quality, accuracy, and compliance
Billing: To process payments, manage subscriptions, and handle billing inquiries
Legal Compliance: To comply with applicable laws, regulations, legal processes, and enforce our agreements
Security: To detect, prevent, and address fraud, security threats, and unauthorized access
Business Operations: To conduct business analysis, research, and development

3. AI & Machine Learning Processing

Our Service uses artificial intelligence and machine learning technologies to process communications and automate interactions. This includes:

Message Processing: Analyzing and responding to messages across SMS, social media, and web chat
Model Training: Using anonymized and aggregated data to improve AI accuracy and performance
Conversation Analysis: Understanding context, intent, and sentiment to provide appropriate responses
Lead Qualification: Identifying buyer vs. seller intent, budget, timeline, and financing status

Data Retention for AI: Conversations and messages processed by our AI systems may be stored and used for training, analytics, quality assurance, and performance optimization. We implement measures to anonymize and aggregate data used for model training. Personal identifiers are removed or pseudonymized where possible.

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

Cloud hosting and infrastructure providers
Payment processors and billing services
AI and machine learning technology providers
Communication service providers (SMS, email, messaging platforms)
Analytics and data processing services
Customer support and helpdesk platforms

These providers are contractually obligated to use your information only as necessary to perform services on our behalf and in accordance with this Privacy Policy.

4.2 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, or to protect our rights, property, safety, or the rights of our users or others.

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction, subject to the same privacy protections.

4.4 With Your Consent

We may share your information with your explicit consent or at your direction.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit and at rest
Secure authentication and access controls
Regular security assessments and monitoring
Employee training on data protection
Incident response procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

6. Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to collect and store information about your interactions with our Service. These technologies help us:

Remember your preferences and settings
Analyze usage patterns and improve functionality
Provide personalized content and features
Measure the effectiveness of our marketing

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our Service.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

Account Data: Retained while your account is active and for a reasonable period thereafter
Conversation Data: Retained for analytics and AI training purposes, subject to anonymization
Billing Records: Retained as required by law (typically 7 years)
Legal Requirements: Retained as necessary to comply with legal obligations

Upon account termination, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You have the right to access, review, and receive a copy of your personal information in a portable format.

8.2 Correction

You can update or correct inaccurate personal information through your account settings or by contacting us.

8.3 Deletion

You may request deletion of your personal information, subject to legal and contractual obligations.

8.4 Opt-Out

You can opt out of marketing communications by clicking unsubscribe links or contacting us. Note that you cannot opt out of service-related communications necessary for account management.

8.5 California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including:

Right to know what personal information is collected, used, and shared
Right to delete personal information
Right to opt out of the sale of personal information (we do not sell personal information)
Right to non-discrimination for exercising privacy rights

8.6 European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including:

Right to access, rectify, or erase your personal data
Right to restrict or object to processing
Right to data portability
Right to withdraw consent at any time
Right to lodge a complaint with a supervisory authority

8.7 Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]or use the contact information provided in Section 12. We will respond to your request within 30 days (or as required by applicable law). We may require verification of your identity before processing requests.

9. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete such information promptly.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We take appropriate safeguards to ensure your information receives adequate protection, including:

Standard contractual clauses approved by relevant authorities
Certification under recognized privacy frameworks
Other legally recognized transfer mechanisms

11. Third-Party Links and Services

Our Service may contain links to third-party websites, services, or applications that are not owned or controlled by us. This Privacy Policy does not apply to third-party services. We encourage you to review the privacy policies of any third-party services you access through our platform.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification to registered users
Displaying a prominent notice on our Service

Your continued use of our Service after such changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Autopilot AI Systems
Email: [email protected]
General Support: [email protected]

Note:
This Privacy Policy is designed to comply with applicable privacy laws, including GDPR, CCPA, and other relevant regulations. If you have specific concerns about data processing or wish to exercise your rights, please contact us using the information above.