Privacy Policy

SendPilot provides AI-assisted email outreach and email productivity tools for freight brokers, 3PLs, logistics sales teams, and other business users.

This Privacy Policy explains what information SendPilot collects, how that information is used, stored, shared, and protected, and the choices available to users.

By using SendPilot or connecting a third-party email account, you acknowledge the practices described in this Privacy Policy.

Depending on how you use SendPilot, we may collect:

• Account information, such as your name, email address, company name, and account settings.
• Workspace and campaign information created within SendPilot.
• Lead and contact information uploaded or otherwise provided by users.
• Email drafts, follow-up content, campaign configuration, and campaign activity.
• Connected email account information when you authorize Gmail, Google Workspace, Outlook, or Microsoft 365.
• Email messages and related metadata when access is necessary to identify replies, associate messages with SendPilot campaigns, display relevant conversations, and provide other email functionality requested by the user.
• Usage and technical information, such as features used, application activity, device/browser information, logs, and security events.
• Billing and subscription information. Payment information may be processed by third-party payment providers.
• Information provided through customer support requests or other communications with SendPilot.

Except for Google user data, which is subject to the additional limitations described in the “Google User Data” section below, SendPilot may use collected information to:

• provide and operate the SendPilot service;
• create and manage user accounts and workspaces;
• organize leads and campaigns;
• generate AI-assisted email drafts, follow-ups, research, classifications, and suggestions;
• send user-authorized emails through connected email accounts;
• identify and classify incoming replies;
• associate replies with campaigns and leads;
• stop or manage follow-up sequences when replies are received;
• provide campaign statistics and email productivity functionality;
• provide customer support;
• maintain security, detect abuse, and troubleshoot the service;
• comply with legal obligations; and
• process subscriptions and billing.

Users may choose to connect Gmail, Google Workspace, Outlook, or Microsoft 365 accounts to SendPilot.

SendPilot accesses connected email accounts only after the user authorizes the requested permissions.

Depending on the permissions granted, SendPilot may use connected email account data to:

• send emails authorized by the user;
• retrieve incoming messages and replies;
• identify replies to emails sent through SendPilot;
• associate replies with campaigns or leads;
• display relevant email communications inside SendPilot;
• classify replies and assist the user in managing conversations; and
• stop or adjust scheduled follow-ups when a reply is detected.

SendPilot does not access connected email account data for purposes unrelated to the user-facing functionality of the service.

OAuth credentials and tokens for connected email accounts are stored and processed securely on SendPilot's servers and are not exposed through the SendPilot application interface.

When a user connects a Gmail or Google Workspace account, SendPilot accesses Google user data only after the user explicitly authorizes the requested Google OAuth permissions.

SendPilot uses Google user data only to provide or improve user-facing email functionality requested by the user, including:

• connecting the user's Google account;
• sending emails authorized by the user;
• retrieving incoming messages and replies;
• identifying and matching replies to SendPilot campaigns;
• displaying relevant email communications inside SendPilot;
• classifying replies for the user;
• managing follow-up workflows based on received replies; and
• providing related email productivity functionality.

SendPilot does not sell Google user data.

SendPilot does not use Google user data for advertising, retargeting, personalized advertising, creditworthiness, lending, or other unrelated marketing purposes.

SendPilot does not transfer Google user data to advertising platforms, data brokers, or information resellers.

SendPilot does not use Google Workspace API data to develop, train, or improve generalized or non-personalized artificial intelligence or machine learning models.

SendPilot does not use or retain raw or derived Google Workspace user data to develop, train, or improve generalized artificial intelligence or machine learning models.

Where Google Workspace user data is processed by OpenAI or another third-party AI service provider, it is processed solely to provide the specific user-facing SendPilot functionality requested by the user, such as reply classification or related AI-assisted features — not to develop, train, or improve any generalized AI or machine learning model.

SendPilot does not allow humans to read Google user data except where:

• the user has provided explicit consent for specific data to be accessed for support or troubleshooting;
• access is necessary for security or abuse investigation;
• access is required to comply with applicable law; or
• the data has been aggregated and anonymized for legitimate internal operations where permitted by applicable law and Google policies.

Google user data is not shared, transferred, or disclosed to third parties except:

• where necessary to provide or improve the user-facing functionality requested by the user and with appropriate user consent;
• for security purposes;
• where required by applicable law or regulation; or
• as otherwise permitted by the Google API Services User Data Policy.

Any service provider processing Google user data on behalf of SendPilot may process that data only as necessary to provide the requested functionality and is subject to appropriate confidentiality, security, and data protection obligations.

SendPilot's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

When a user connects an Outlook or Microsoft 365 account, SendPilot accesses Microsoft account and email data only after the user grants the requested Microsoft permissions.

Depending on the permissions granted, SendPilot may use Microsoft data to:

• authenticate the user and connect the account;
• send emails authorized by the user;
• retrieve incoming messages and replies;
• identify and associate replies with SendPilot campaigns;
• display relevant communications within SendPilot;
• classify replies;
• manage follow-up workflows; and
• maintain authorized access where necessary to provide connected-account functionality.

SendPilot uses Microsoft user data only as necessary to provide the functionality requested by the user and in accordance with applicable Microsoft platform requirements.

SendPilot uses artificial intelligence to provide features such as email drafting, follow-up generation, research assistance, reply classification, and suggested actions.

AI functionality is used to provide features requested by SendPilot users.

Google Workspace API data is not used to develop, train, or improve generalized or non-personalized AI or machine learning models.

SendPilot may use third-party AI service providers, including OpenAI, to process the minimum information reasonably necessary to provide requested AI-assisted functionality, such as reply classification and email drafting.

Such processing is limited to providing the requested SendPilot functionality and is subject to applicable contractual, confidentiality, security, and data protection requirements.

SendPilot does not sell personal information or connected mailbox data.

We may use service providers to operate SendPilot, including providers of:

• cloud hosting and infrastructure;
• email account connectivity;
• artificial intelligence functionality;
• email verification;
• analytics and monitoring;
• billing and payment processing;
• security; and
• customer support.

These providers may process information only as necessary to perform services on behalf of SendPilot and subject to applicable contractual and data protection obligations.

We may also disclose information when required by law, regulation, legal process, or to protect SendPilot, our users, recipients, or others from fraud, abuse, security threats, or illegal activity.

Google user data is subject to the additional restrictions described in Section 5 of this Privacy Policy.

SendPilot retains personal information only for as long as reasonably necessary to provide the service, maintain security, comply with legal obligations, resolve disputes, and enforce agreements.

SendPilot generally retains full stored connected-mailbox message content for up to 90 days where needed to provide reply and conversation functionality. Certain non-content metadata, such as message identifiers, timestamps, campaign associations, reply status, and classifications, may be retained for longer where reasonably necessary to provide the Service, maintain records, security, or comply with legal obligations.

When information is no longer reasonably necessary for these purposes, it may be deleted or anonymized, subject to applicable legal requirements.

Users may:

• disconnect connected Gmail, Google Workspace, Outlook, or Microsoft 365 accounts;
• pause or stop campaigns;
• delete uploaded leads or other information where functionality permits; and
• request deletion of personal information associated with their SendPilot account.

Disconnecting an email account revokes SendPilot's Google/Microsoft authorization where the provider supports it, deletes the locally stored credentials, and immediately purges stored message content associated with that connection rather than waiting for the normal retention period described in Section 9.

Users may also revoke SendPilot's access directly through their Google Account or Microsoft account security and application settings.

Account owners can delete their SendPilot account directly from Settings. This revokes and deletes every connected Gmail/Outlook credential, permanently blocks the account from signing in again, and removes personal profile information. If the account is the sole member of a workspace, that workspace and its data are deleted; if the account is one of several members of a shared workspace, the account is removed from that workspace, but campaigns, leads, and replies the account's teammates still rely on are not deleted out from under them. Account owners with sole responsibility for an active paid subscription are asked to resolve billing first so a subscription is never left unattended.

Users may also request deletion of SendPilot account data by contacting:

[email protected]

We will process valid deletion requests in accordance with applicable legal requirements and our legitimate retention obligations.

SendPilot uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or misuse.

Data transmitted between users, SendPilot, and supported third-party services is protected using appropriate secure communication protocols.

No internet-based service can guarantee absolute security.

SendPilot is a business service and is not intended for children.

We do not knowingly provide SendPilot to children or knowingly collect personal information from children through the service.

We may update this Privacy Policy when our services, practices, or legal obligations change.

If we materially change how Google user data or other personal information is collected, used, or shared, we will provide appropriate notice and obtain additional consent where required.

For privacy questions, data access requests, or deletion requests, contact:

SendPilot

Email: [email protected]

Website: https://sendpilot.pro