Otopilote Privacy Policy
This Otopilote Privacy Policy ("Policy") describes how Otopilote ("Otopilote", "we" or "us") collects, uses and discloses your personal information. This Policy applies to information we collect when you use our websites, applications, embeds and other online products and services where this Policy is posted (collectively, the "Services").
We may change the provisions of this Policy at any time and will indicate when changes have been made by revising the date at the top of this Policy. Your use of the Services, or any portion thereof, following the posting of such changes shall constitute your consent to such changes. We encourage you to review the Policy whenever you access the Services to make sure that you understand our information collection, use and disclosure practices. If we make material changes to this Policy, we will provide you with additional notice of such changes and request your affirmative consent before using or sharing previously collected information in a materially different way.
Information that you provide to us
Otopilote may collect information that you provide when you use the Services, such as when you: (1) create an account or join a waitlist; (2) make a purchase or start a trial; (3) participate in events or promotions; (4) send questions or comments by email or live chat to Otopilote support; (5) apply for a role with us; (6) fill out surveys; or (7) otherwise communicate with us through the Services. The types of personal information that you provide may include your name, email address, telephone number, postal address, company details, billing information and other contact or identifying information that you choose to provide.
Content. Otopilote stores, processes and maintains recordings, video files, screenshots, demo configuration, branding assets, written text and other files that you create and/or upload using the Services (as well as previous versions of those files), together with sharing lists and other data related to your account, in order to provide the Services to you.
Information that we collect automatically from you
Account activity. Otopilote servers automatically record certain information about your use of the Services. Similar to other web services, Otopilote uses both permanent and session cookies, web beacons and pixel tracking technology to record information such as account activity (for example storage usage, number of logins, actions taken), data displayed or clicked on (for example interface elements and links), and other log information (for example browser type, IP address, date and time of access, cookie identifier and referring URL), and to remember user preferences while using the Services. Otopilote may collect automated error reports in the case of software malfunction; such error reports may contain some or all of the information in your files and may be reviewed to help resolve problems with the Otopilote software or Services.
Demo and viewer analytics. When a demo or onboarding flow you publish is viewed, we record engagement events such as steps completed, clicks, watch time, drop-off points, referrer, device and browser type, approximate location derived from IP address, and timestamps. This information is processed on your behalf as described in our GDPR page, and is pseudonymous unless you choose to identify a viewer, for example through a form or a personalised link.
Information we collect from third parties
We may receive information about you from third parties, including identity providers you use to sign in, payment processors that confirm transaction status, and business intelligence and marketing partners that supply company-level information. We may combine this information with information we collect directly, and will treat the combined information in accordance with this Policy.
How we use your information
We use the information we collect to:
- provide, maintain, secure and improve the Services;
- create and administer your account and workspace;
- process transactions, send invoices and manage subscriptions;
- respond to your requests, comments and support enquiries;
- send technical notices, updates, security alerts and administrative messages, and, where permitted, product and marketing communications;
- monitor and analyse trends, usage and activities in connection with the Services, including through aggregated and de-identified analytics;
- detect, investigate and prevent fraudulent transactions, abuse and other illegal activities, and protect the rights and property of Otopilote and others;
- comply with legal obligations, including tax and accounting requirements.
Where the GDPR applies, we rely on the following legal bases: performance of our contract with you; our legitimate interests in operating, securing and improving the Services; your consent, where requested; and compliance with legal obligations. We do not use your content to train general-purpose artificial intelligence models.
Information sharing
We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We may share personal information as follows:
- with vendors, consultants and other service providers who need access to such information to carry out work on our behalf, including cloud hosting, video encoding and delivery, email delivery, error monitoring, product analytics, payment processing and customer support, each under contractual obligations of confidentiality and security;
- with other users of your workspace, and with viewers to the extent you deliberately publish or share content with them;
- in response to a request for information if we believe disclosure is in accordance with any applicable law, regulation or legal process, or as otherwise required by any applicable law, rule or regulation;
- if we believe your actions are inconsistent with our user agreements or policies, or to protect the rights, property and safety of Otopilote or others;
- in connection with, or during negotiations of, any merger, sale of company assets, financing or acquisition of all or a portion of our business by another company, with notice to you where required;
- with your consent or at your direction.
We may also share aggregated or de-identified information that cannot reasonably be used to identify you.
International data transfers
Otopilote stores and processes data on servers located in the European Union by default. Where a service provider processes personal information outside the European Economic Area or the United Kingdom, we rely on an adequacy decision or on the European Commission's Standard Contractual Clauses (and the UK International Data Transfer Addendum where relevant), supported by a transfer impact assessment and supplementary measures such as encryption and access controls.
Data retention
We retain account and content information for as long as your account remains active, and then delete or anonymise it within 90 days of account closure, unless a longer retention period is required for legal, tax or accounting purposes (for example, invoices retained for the statutory period). Backups age out on their normal cycle. Aggregated information that cannot identify you may be retained for longer.
Data security
Otopilote takes reasonable measures to help protect information about you from loss, theft, misuse and unauthorised access, disclosure, alteration and destruction. These measures include encryption in transit and at rest, role-based least-privilege access controls, audit logging, environment separation, secret management, regular dependency patching and encrypted backups with tested restores. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Cookies and tracking technologies
We use strictly necessary cookies to operate the Services, including authentication and fraud prevention, and analytics cookies to understand how the Services are used. Non-essential cookies are set only with your consent, which you may withdraw at any time through your browser settings or our cookie controls. Demos you publish may store a cookie or local-storage entry on a viewer's device to remember their progress.
Your choices
Account information. You may update, correct or delete information about you at any time by logging into your account or emailing us. We may retain certain information as required by law or for legitimate business purposes.
Promotional communications. You may opt out of receiving promotional emails from Otopilote by following the instructions in those emails. If you opt out, we may still send you non-promotional communications, such as those about your account or our ongoing business relations.
Cookies. Most web browsers are set to accept cookies by default. You can usually choose to set your browser to remove or reject cookies, though this may affect the availability and functionality of the Services.
Access and control your information
Depending on where you live, you may have the right to request access to, correction of, deletion of or a portable copy of your personal information; to object to or request restriction of certain processing; and to withdraw consent where processing is based on consent. To exercise these rights, email privacy@otopilote.com. We will respond within 30 days, or such shorter period as applicable law requires, and we will not discriminate against you for exercising your rights. You also have the right to lodge a complaint with your local supervisory authority; Otopilote's lead authority is the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP). Additional detail for EEA and UK users is available on our GDPR page.
Children's privacy
The Services are not directed to individuals under 16 years of age, and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will delete it.
Contact us
If you have any questions about this Policy, please contact us at privacy@otopilote.com. See also our Terms of Service and GDPR page.