Who we are
BrainPilot (“we”, “us”, “our”) runs the website at brainpilot.team and the BrainPilot app at app.brainpilot.team, where a crew of AI agents does marketing work for your projects. For the personal data described in this policy, we are the one who decides how and why it is used, except where a section below says we act on your instructions.
You can reach us at [email protected].
What we collect
- Account information: your name, email address and sign-in details. Passwords are stored in a protected, one-way form, never in plain text.
- Project information: what you give the crew about each project: website address, brand facts, product descriptions, voice and rules, files and assets you add.
- Connected mailbox data: if you connect a mailbox so the crew can read and send mail for a project, we access the messages and contact details in that mailbox that the agents need for that project.
- Work the crew produces: prospect lists, drafts, sent emails, replies, reports and the decision journal that records what each agent did and why.
- Billing information: handled by Paddle. See Payments below.
- Messages to us: what you send through the contact form or by email.
- Technical data: IP address, browser and device type, and similar data our servers record when you visit or use the app, for security and reliability.
How we use it
- To provide and run BrainPilot and the work you ask the crew to do.
- To create your account, take payment through Paddle and manage your plan.
- To keep the service safe, prevent abuse and enforce the safety rules built into the crew.
- To answer your messages and send service emails, such as receipts, security notices and reports you turn on.
- To fix problems and improve reliability and performance.
- To meet legal obligations.
We do not sell your personal data, and we do not use your project data or mailbox data to train AI models.
Your projects and the crew
Each project is kept separate from every other project and from every other customer’s data. The agents work only with the data of the project they are working on.
The crew can find prospects, write to them and send email from a mailbox you connect. When it does, the people it writes to are your contacts and prospects, and you decide the purpose of that outreach. For that data you are the controller and we process it on your behalf, only to run the crew as you have set it up. You are responsible for having a lawful basis to contact those people and for following the email and marketing laws that apply to you.
To help you stay within those laws, BrainPilot adds an opt-out to outgoing outreach, keeps a never-email list, honours opt-outs straight away and avoids sending the same person duplicate messages.
AI model providers
The agents use third-party AI model providers to read, write and decide. To do a task, the relevant project text, such as your brand facts, a prospect’s public details or an email being replied to, is sent to the provider that runs the model. We send only what the task needs. We do not send your account password or payment details.
Each provider handles that data under its own terms and privacy policy, so please read the terms of the provider you use. BrainPilot itself does not use your data to train any model.
Payments
Payments are handled by Paddle.com Market Limited, our merchant of record. Paddle collects your payment details, calculates and collects tax, issues invoices and sends refunds. We do not receive or store your full card number.
Paddle processes your data under its own privacy policy at paddle.com/legal/privacy. We receive from Paddle the information needed to run your plan, such as your name, email address, plan, billing country and payment status.
Keeping and deleting data
We keep your account and project data while your account is active. You can delete a project, or close your account, and we then delete or anonymise the related personal data within 30 days, except what we must keep for legal, tax or accounting reasons, such as invoices, and short-lived backups that expire on their own schedule.
Suppression records, such as an address that has opted out of email, are kept so that the opt-out keeps working.
Security
We protect your information with encryption in transit, encryption of sensitive stored credentials such as mailbox connections, access controls, separation between projects, and a decision journal that records what the crew does. No method of storage or transmission is completely secure, but we work to protect your data with safeguards that fit the risk.
Your rights
Depending on where you live, you may have the right to access your personal data, correct it, delete it, restrict or object to how it is used, receive a copy in a portable format, and withdraw consent you gave. You may also complain to your local data protection authority.
To use any of these rights, write to [email protected] from the address on your account. We reply within one month. If your request is about the people the crew contacted for you, such as a prospect asking to be removed, forward it to us and we will make sure the opt-out is applied.
International transfers
Our providers, including Paddle and the AI model providers, may process data in countries other than your own. Where the law requires it, we rely on approved safeguards for such transfers. By using BrainPilot you understand that your information may be processed outside your country.
Children
BrainPilot is for businesses and is not meant for anyone under 18. We do not knowingly collect personal data from children. If you think a child has given us data, tell us and we will delete it.
Changes to this policy
We may update this policy, for example when we add a feature or a provider. We change the “Last updated” date at the top when we do, and for material changes we will tell account holders by email.
Contact us
Questions about this policy or your data? Write to [email protected], or use our contact page.