Privacy Policy

1. Who we are

PilotAgent is run by SJJ Management Ltd, trading as Pilot Agent, registered in the United Kingdom.

In this policy, "we" and "us" means SJJ Management Ltd.

Email: contact@pilotagent.ai
Website: www.pilotagent.ai

This policy covers our website, your PilotAgent account and dashboard, and the PilotAgent Chrome extension.

2. The short version

• The extension reads your Facebook Marketplace chats so it can reply to your buyers for you. It sends each chat to our server to write the reply.
• We keep your chats, our replies and your leads in your account, so you can see them in your dashboard.
• AI writes the replies. Our AI provider does not use your chats to train its models by default.
• We never sell your data. We never use your chats or your buyers' messages for advertising.
• You can ask us to delete your account and all its data at any time.

3. Our role

For your account, your billing and our website, we decide how your data is used. We are the "controller".

For the chats, buyer names and leads we handle when you use PilotAgent, you decide which buyers we talk to and what happens to their details. We handle that data for you, on your instructions.

4. What we collect about you

• Account: your name, email address and password. We store the password scrambled (hashed), never in plain text. We also keep your country, worked out from your connection or your browser's language when you sign up, and your preferred language. If you sign up with Google, Google gives us your name and email address.
• Your agent and listings: your business details, the rules and prompts you write, and your listings (title, price, description, links to photos). If you import listings from Facebook Marketplace, we fetch the public listing pages you give us.
• Billing: your plan, subscription status and billing dates. LemonSqueezy takes your payment. We never see or store your card number.
• Usage: how many replies you have used, when the extension was last seen, milestones such as your first reply, and your settings.
• Support: the messages you send us, including through the chat in your dashboard.
• How you found us: the website that sent you, the campaign tags in the link (such as utm_source), and ad click IDs from Google or Meta. We save these when you sign up.

5. What we handle about your buyers

When the extension replies for you, we receive:

• the messages shown in the chat, from you and from the buyer;
• the buyer's name, as Facebook shows it;
• the chat's web address, the listing's title and link, and whether the listing is marked as sold.

From this we keep:

• the conversation and our replies, so you can see them in your dashboard;
• leads, when lead capture is on: the name, phone number, email address, address, message or agreed time a buyer shares;
• bookings, when bookings are on for your account: the viewing time and the buyer's contact details.

Buyers never install anything. We only talk to them in your own Facebook chat, as you set it up.

If you are a buyer: to see what we hold about you, or to have it deleted, contact the seller, or email us at contact@pilotagent.ai. We will pass your request to the seller or deal with it ourselves.

6. People we contact about PilotAgent

We contact businesses that might use PilotAgent. We find their details in public places, such as their website, business directories and public Facebook pages. We keep the business name, a contact name, work email and phone, website, location, and notes on why PilotAgent may suit them. We use an AI provider to help write these emails. Every email has an unsubscribe link, and we stop as soon as you ask. We keep these details until you ask us to delete them, or until they stop being useful to us.

7. The PilotAgent Chrome extension

Where it runs

Only on Facebook Messages and Facebook Marketplace pages (facebook.com/messages, facebook.com/marketplace and messenger.com/marketplace). It does nothing on any other website. It does not read your browsing history.

What it reads

• When it starts, it looks through your chat list, including the last line of each chat, to spot new messages. This stays in your browser.
• When it is switched on, it opens unread chats. If a chat is not about a Marketplace listing, it leaves it without reading the messages or sending a reply.
• In a Marketplace chat, it reads the messages on screen, the buyer's name, and the listing's title, link and "sold" label.
• It checks whether you are typing in the message box, so it never writes over you. What you type is never sent to us.

What it sends to us, and when

The extension only sends data to PilotAgent (www.pilotagent.ai). It sends:

1. To write a reply: the messages on screen, the buyer's name, the chat's web address, the listing's title and link, whether the listing is sold, and your Agent ID.
2. Pause checks: every 5 seconds while a chat is open, the chat's web address and your Agent ID. This includes chats that are not about Marketplace, and it happens even when the extension is switched off, as long as an Agent ID is saved. We use it only to tell the extension whether you paused that chat, and to show in your dashboard that the extension is connected. We do not store these checks.
3. When you pause or resume a chat: the chat's web address and your choice.
4. Settings: your Agent ID, to fetch your settings from your dashboard. From the setup screen it also saves your night-time choice.
5. A status check ("heartbeat"): when a Facebook Messages or Marketplace page opens, then every 4 to 6 minutes while it stays open. It sends your Agent ID, the install ID (see below), the extension version, whether it is switched on, what it is doing (for example running, switched off or paused), the type of page (Messages, Marketplace or other) and how many replies it sent in the last hour. This is how your dashboard shows that PilotAgent is running. It is also sent when the extension is switched off.
6. Reply reports: after each reply, whether it was sent or not and why, the chat's web address, and a short code worked out from the reply text. The code cannot be turned back into the text. We keep a record of each reply that was not sent, with the reason and the chat's web address. It never contains the message text.
7. Follow-ups, only if they are switched on for your account: the messages on screen, to write one follow-up, and whether it was sent.
8. When you remove the extension: Chrome opens a page on our website with the install ID. We mark that install as removed, so we never email you that PilotAgent stopped. Your browser's language setting is used to show that page in your language.
9. A check-in report, with each status check: counts of what the extension sees on the page, for example how many chats are listed, how many are Marketplace chats or unread, whether the chat list and the Marketplace folder were found, and the page's language. It never contains names, messages or listings. We use it to spot when PilotAgent is running but cannot see your buyers.
10. Your Facebook account, as a code: a short code worked out on your computer from the ID of the Facebook account you are logged into, sent with each status check, settings check and reply. The ID itself never leaves your computer, and we only store the code after scrambling it again on our server. We use it only to count how many Facebook accounts use PilotAgent on your plan.

The install ID

When you install the extension, it creates a random ID for that browser. It is sent with each heartbeat and when you remove the extension. The heartbeat also carries your Agent ID, so we store the install ID with your account. We use it only to show whether PilotAgent is running on each of your computers, to know when it was removed, and to tell you by email if it stops running.

What it keeps in your browser

Synced with your Chrome profile: your Agent ID, and a few settings from older versions. If Chrome sync is on, Chrome copies them to your other computers.

On this computer only:

• the on/off switch for this computer, and the install ID;
• a copy of your settings from the dashboard, and your language;
• the times of the replies sent in the last hour;
• up to 500 chats from your chat list, with the last line of each, so it knows which messages are new. This list is cleared when the extension has not run for more than 24 hours;
• a reply waiting to be sent, until it is sent or dropped. It is never used after 3 hours;
• up to 20 replies that did not appear in the chat, kept for 24 hours;
• the chat it is working on at the moment;
• the last 5 things it did, with the buyer's first name, for the panel;
• where you placed the panel;
• the version number of an update waiting to be installed.

When you remove the extension, Chrome deletes what it stored on that computer.

What it never does

• Apart from the replies it sends to your buyers in your own Facebook chats, it never sends data to anyone but PilotAgent.
• It never runs code from the internet. It only receives data from our server.
• It never uses your chats for advertising, and we never sell them.

8. How we use your data

• to reply to your buyers, save your leads and run the features you switch on;
• to show your chats, leads, usage and extension status in your dashboard;
• to count your messages against your plan and to take payment;
• to send you service emails, such as new leads, account, billing and security emails;
• to send you tips and news about PilotAgent. You can ask us to stop at any time;
• to help you when you ask for support;
• to find and fix problems, keep PilotAgent secure and stop abuse;
• to improve PilotAgent. For this we look at counts and milestones, such as how many new users send a first reply;
• to measure how our website and our own ads perform (see sections 10 and 11).

We do not use your chats or your buyers' messages to train AI models. Our AI provider does not use your chats to train its models by default.

Our legal reasons (UK GDPR): to provide the service you signed up for (contract); to keep PilotAgent secure, improve it, measure our website and our ads, and tell businesses about PilotAgent (legitimate interests); when you ask us to look at your chats to help you (your consent); and to keep tax and accounting records (legal obligation).

9. When our staff read chats

Our staff do not read your chats or leads, except:

• when you ask us for help and agree to us looking;
• to investigate abuse, fraud or a security problem;
• when the law requires it.

We may also use figures that are combined and anonymised, such as the number of replies sent.

10. Who we share data with

We share data only with the companies below, and only what each one needs:

• OpenAI: writes the AI replies. It also powers the support chat in your dashboard, which can see a summary of your account, and the chat on our website. It also helps write our emails to businesses (section 6).
• Neon: our database. Its servers are in the United States.
• Replit: hosts our website and server.
• Resend: sends our emails.
• LemonSqueezy: takes payments and handles billing and sales tax as the seller of record.
• Apify: fetches the public Marketplace listing pages you ask us to import.
• PostHog: product analytics and screen recordings of our website and dashboard, with what you type hidden. Recordings can show what is on the screen, such as the chats and leads in your dashboard. When you are logged in, PostHog knows your account ID and email address. Its servers are in the EU.
• Google: Google Analytics for our website, Sign in with Google, and Google Ads to measure our own ads.
• Meta: the Meta Pixel and the Meta Conversions API measure our own ads when you sign up, subscribe or start using PilotAgent. We send your email address and your account ID in scrambled (hashed) form. When you sign up, Meta also receives your IP address and browser details. We never send your chats.
• Your own tools: if you set up a webhook or CRM connection, we send each new lead there.

We may also share data when the law requires it, with our professional advisers, or with a buyer of our business, who must then follow this policy.

We never sell your data.

11. Cookies and similar tools on our website

Our website uses cookies and similar browser storage:

• Needed to run the site: keeping you logged in, remembering your language, and remembering the campaign that brought you during your visit.
• Analytics: Google Analytics, PostHog (including screen recordings, with what you type hidden) and our own visit counts (the pages you see, the site you came from, and your country).
• Advertising: the Meta Pixel, to measure our own ads.

These load when you open our website. You can block or delete cookies in your browser settings. The site still works without the analytics and advertising cookies.

The extension does not use cookies.

12. Where your data is stored

Our database is in the United States. Some of our providers are also in the United States. When data leaves the UK or the EU, we rely on the safeguards the law allows, such as the standard contract clauses in our providers' data processing terms.

13. How long we keep data

• While you pay or are on a trial: we keep your account, agents, listings, chats, replies, leads, extension records, logs and support chats, so PilotAgent works and you can see your history. You can delete a single lead at any time, and you can ask us to delete everything (section 14).
• 12 months after your subscription or trial ends: we delete your chats, our replies, your leads, your extension records (heartbeat and install ID), our records of replies we skipped or that were not sent, and your support chats. Your account, agents, listings and settings stay, so you can come back, until you ask us to delete them.
• If you sign up but never start a subscription or trial: we delete the same data once your account has had no activity for 12 months.
• Bookings, when switched on: we remove the buyer's name and contact details 12 months after the viewing.
• Website analytics: we keep records of visits to our website for as long as they help us understand how it is used. You can ask us to delete yours.
• People we contact about PilotAgent: until you ask us to delete them, or until they stop being useful to us (section 6).
• Billing records: 6 years, because tax law requires it. LemonSqueezy keeps the payment records as the seller of record.
• Backups: deleted data leaves our database backups within 30 days.

14. Deleting your data

• You can delete a single lead in your dashboard, and export your leads as a CSV file at any time.
• To delete your whole account, email contact@pilotagent.ai from your account email. Within 30 days we delete your account, agents, listings, chats, replies, leads, settings, extension records, support chats and booking data, and tell you when it is done.
• Your payment records stay with LemonSqueezy, which must keep them for tax reasons, under its own privacy policy.
• To stop the extension, switch it off or remove it from Chrome. Removing it deletes what it stored in your browser.

Cancelling your subscription does not delete your data. When the subscription ends, the replies stop. We delete your chats, replies and leads 12 months later (section 13).

15. Your rights

Under UK and EU data protection law, you can ask us to:

• give you a copy of your data;
• correct it;
• delete it;
• limit or object to how we use it;
• send it to you or to another company in a common format;
• stop using it where you gave consent.

Email contact@pilotagent.ai. We answer within one month. We may ask you to prove who you are.

You can also complain to the Information Commissioner's Office (ico.org.uk). We would like the chance to help first.

16. Security

• All data travels over encrypted connections (HTTPS).
• Passwords are stored scrambled (hashed), never in plain text.
• Access to our database is limited to the people who run PilotAgent.
• Your Agent ID works like a password for the extension. Keep it private. Anyone who has it can use your agent.

No system is perfectly secure. If a breach puts your data at risk, we will tell you, and the regulator, as the law requires.

17. Children

PilotAgent is for businesses and adults. It is not for anyone under 18.

18. Chrome Web Store Limited Use

The use of information received from Google APIs will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

In plain words, for the data the extension collects:

• we use it to reply to your buyers, save your leads, run the features you choose, and keep PilotAgent working, secure and improving;
• we share it only with the companies in section 10, when the law requires it, or with a buyer of our business;
• we never sell your data, and we never use your chats or your buyers' messages for advertising;
• we never use it to decide on credit or lending;
• our staff read your chats only in the cases in section 9.

19. Changes to this policy

If we change this policy in a way that matters, we will tell you by email or in your dashboard. The date at the top shows the latest version.

20. Contact

SJJ Management Ltd
Trading as: Pilot Agent
Registered in: United Kingdom
Email: contact@pilotagent.ai
Website: www.pilotagent.ai