Privacy Policy

Last updated: July 26, 2025

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service. It also explains Your privacy rights and how applicable laws protect You.

Please read this Privacy Policy carefully before using the Service.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

• Account means a unique account created for You to access our Service or parts of our Service.

• Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to SystemPilot.

• Country refers to: Georgia, United States

• Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

• Personal Data is any information that relates to an identified or identifiable individual.

• Service refers to the Website and any associated web applications, platforms, forms, chat tools, messaging systems, and automation features made available through the Company.

• Service Provider means any natural or legal person, including subprocessors and third-party vendors, who process data on behalf of the Company to facilitate, provide, or support the Service. This may include infrastructure providers, automation platforms, analytics services, or contractors who assist the Company in delivering or maintaining functionality.

• Third-Party Services refers to any social network or account that You may link to the Service.

• Usage Data refers to technical data automatically generated by the Service or its underlying infrastructure (e.g., session duration, browser type, interaction logs).

• Website refers to SystemPilot, accessible from systempilotpro.com

• You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

We collect various types of information to provide and improve Our Services, including:

Personal Data

While using Our Service, You may be asked to provide personally identifiable information ("Personal Data") that can be used to contact or identify You. This may include, but is not limited to:

• First and Last Name

• Email Address

• Phone Number

• Mailing Address (Street, City, State, ZIP/Postal Code, Country)

We may collect or facilitate the collection of identity verification data for regulatory or platform compliance purposes. This may include government-issued photo identification and biometric data (such as facial recognition or live selfie capture), which is processed through a third-party identity verification provider (e.g., Persona).

This data is collected only as necessary to activate services that require verified identity—such as phone number provisioning, A2P registration, or compliance with carrier or messaging regulations. We do not store this information directly; retention and processing are governed by the policies of the third-party provider, which may retain data for up to 3 years or as required by law.

Usage Data

We may use third-party Service Providers to deliver parts of Our Platform, including automation, hosting, and communication features. These services may automatically collect technical data such as Device identifiers, IP addresses, and browser metadata for security, diagnostics, and service optimization.

This data is not accessed or stored directly by us unless required for service configuration or support. Data collection is governed by the policies of the underlying platforms used to provide the service.

Information from Third-Party Services

To enable the functionality of our services, we may allow You to optionally connect Third-Party Services to Your account. These connections are solely initiated and authorized by You. Common examples include:

• Google

•  Facebook

• Instagram

• Stripe 

• Others supported by the platform.

When You connect a third-party account, we may access certain data from those services (e.g., contact information, campaign metrics, appointment data, and related content) strictly for the purpose of delivering the requested service. We do not sell, distribute, or use this data for any purpose outside the scope of Your implementation within Our Services.

Access to third-party data is governed by the terms and privacy policies of the respective platforms. You are responsible for ensuring that You have appropriate legal authority to connect and process data from any Third-Party Service within Our platform.

A current list of supported integrations can be found within Our Service’s interface and is subject to change.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

• To provide and maintain our Service, including to monitor the usage of our Service.

• To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

• For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

• To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

• To manage Your requests: To attend and manage Your requests to Us.

• For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

• To enable compliance-based service access: Certain services, such as SMS/MMS capabilities, phone number provisioning, or automated messaging, require verification of your identity. We use third-party tools to complete this verification process and enable compliance with telecommunications regulations (e.g., A2P 10DLC, toll-free number validation). Failure to complete verification may limit access to these services.

• For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

• With Service Providers: We share certain data with service providers for identity verification, compliance, fraud prevention, and message deliverability purposes. These providers (such as Persona) may collect and retain biometric and identification data as required by their policies. We do not control or access this data directly. You agree that use of these services may require submission of such information and consent to the provider’s terms and policies.

• For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.

• With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.

• With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Identity Verification Acknowledgement

By using our Services, you acknowledge that certain telecommunications features may require identity verification through a third-party service. You agree to provide accurate information and consent to the collection of any required identification or biometric data solely for the purpose of enabling such features. You understand that refusal or failure to complete this verification may result in restricted access to some functionality, including but not limited to SMS messaging, phone number activation, or AI-based calling tools.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Protection & Enforcement

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

• Enforce our Terms of Service

• Prevent or investigate fraud, abuse, or security issues

• Protect the safety of our users or the public

• Defend our rights, property, or legal interests

• Limit our liability in legal disputes

Security of Your Personal Data

We take appropriate steps to ensure that Personal Data provided to Us by our clients is handled securely. This includes limiting access to authorized personnel, using secure upload methods (e.g., when receiving lead lists), and configuring automations responsibly.

However, the core infrastructure where data is stored and processed (such as contact records, messages, and campaign history) is maintained by third-party Service Providers that host our platform. While we rely on these providers to enforce industry-standard security practices, no method of transmission over the Internet or electronic storage is 100% secure.

We do not download or store Personal Data outside the platform unless specifically required for temporary troubleshooting or implementation tasks, and such data is deleted immediately after use.

Children's Privacy

Our Services are intended for individuals who are 18 years of age or older. We do not knowingly collect or process personal data from anyone under the age of 18, and our services are not designed for use by minors.

If we become aware that we have collected personal information from an individual under the age of 18, we will delete such information immediately.

If you are a parent or guardian and believe that your child has provided us with personal data, please contact us so that we can take appropriate action.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. Any changes that are made will be posted on this page with an updated revision date 

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us here