Privacy policy

What we collect

• What you type into the "How can we help" box. We use it to build a page for your project. See "The page builder" below.
• What you send us through a form: your name, work email, company, the type of research, what you need help with, how you heard about us, and the time you pick for a demo. The careers form also takes the role, a link (a portfolio, LinkedIn or similar) and your message.
• How you use the Site: the pages you view and in what order, how far you read, where your visit came from (including campaign tags in the link), your browser and device, and an approximate location (city and country) derived from your IP address. See "Site analytics" below.
• Your cookie choice, stored so we can respect it on later visits.

We don't ask for payment details on the Site, and we don't buy lists of visitors.

The page builder

When you describe a project in the "How can we help" box, the text is sent to Anthropic's Claude model to work out what kind of study fits, and our Site then assembles the page from our own catalog. The page's address carries only the result, not your words.

We keep the text, with what the model made of it, in our model-monitoring tool (Langfuse) for 12 months, so our team can check and improve how pages are built. Only our team can see it. It is never sent to our analytics, and we don't use it to contact you. If you also book a demo, a short summary goes to the researcher who takes the call.

Please don't type confidential or personal information into the box. A one-line description of the project is enough.

Booking a demo and other forms

When you request a demo, we use what you send to arrange and prepare for the call:

• We check that your email address is real and is a work address, using an email-validation service.
• If you pick a time, we create the meeting on one of our account executives' Google calendars with a Google Meet link, and send you the invitation.
• We email the request to our team and create a record in our customer relationship tool, Bag Tracker, so the right person follows up. It includes how you found us (the first and most recent campaign or site that brought you here).
• If you were receiving emails from us through Apollo, booking stops that sequence so you don't get more of them.

The case-study "get the deliverables" form is emailed to our team and recorded in Bag Tracker. Careers applications are emailed to careers@pilot.ly.

We use what you send to respond to you and to run our business with you. We may send you follow-up emails about your request; you can ask us to stop at any time.

Site analytics

We use PostHog to understand how the Site is used. PostHog processes this data for us on servers in the United States, and traffic it recognizes as automated bots is excluded. Our own team's visits are tagged so they can be left out.

• If you accept analytics cookies, PostHog sets a first-party cookie so we can recognize your browser on later visits, and may record your session with every form field masked. If you then book a demo, that browser's visits are linked to the work email you give us.
• If you decline, have not answered our cookie banner, or your browser sends a Global Privacy Control signal, no analytics cookie or identifier is stored on your device. Your visit is still counted: PostHog's servers derive an anonymous identifier from your IP address, your browser's user agent and our site name, combined with a random value that changes every day and is then deleted. It links the pages you view on the same day, cannot recognize you on a later day, and is never linked to your name or email.
• If you accept analytics, we also load Apollo's website tracker, which matches your IP address to the company it belongs to, so we know which companies visit. It does not identify you as a person to us.

Cookies

We set these first-party cookies. We don't use advertising cookies.

• pl_consent: your cookie choice. 12 months.
• pl_ft and pl_lt: the first and the most recent campaign or site that brought you here, and the page you landed on. 180 days. Where our cookie banner is shown, they are set only after you choose.
• pl_comp: a short-lived note that lets the page you just built be measured. 90 seconds.
• pl_internal: marks our own team's browsers so their visits are left out of analytics. 12 months; visitors never get it.
• PostHog (ph_…_posthog): recognizes your browser for analytics, only if you accept analytics cookies. Up to 12 months.

Your choices

Visitors in the European Economic Area, the UK, Switzerland and Brazil see a cookie banner, and nothing beyond the essentials is stored until they choose. Elsewhere, analytics is on by default and you can turn it off. Either way, the "Cookie preferences" link in the footer of every page lets you change your choice at any time. In some US states it reads "Do Not Sell or Share My Personal Information".

We honor the Global Privacy Control signal as a decline of analytics.

You can also block or delete cookies in your browser settings. The Site works without them.

Who we share information with

We don't sell personal information. We share it only with the service providers that run the Site and our follow-up for us, under terms that limit their use to that work:

• Vercel, which hosts the Site.
• Anthropic (the page builder's model) and Langfuse (model monitoring).
• PostHog (site analytics) and Apollo (company identification and email sequences).
• Google Workspace (calendar, Meet and email), SendGrid (sending email) and our email-validation provider.
• Bag Tracker, our customer relationship tool.

Some analytics and company-identification tools may count as "sharing" under California law; the footer link lets you opt out. We may also disclose information if the law requires it, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of assets, in which case this policy continues to apply to it.

How long we keep it

• What you type into the "How can we help" box: 12 months.
• Demo requests, booking details and related emails: as long as we have a business relationship with you or your company, and as required for our records.
• Analytics data: kept by PostHog under our account settings, and used in aggregate.
• Cookies: as listed above.

Your rights

Depending on where you live, including California and the European Economic Area, the UK and Switzerland, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, and to opt out of its sale or sharing. We won't treat you differently for using these rights.

To make a request, email inquiry@pilot.ly. We may need to confirm your identity first. You can also use an authorized agent. If you are in the EEA, the UK or Switzerland, you can complain to your local data protection authority.

Security, transfers and children

We protect information with encryption in transit, access limited to the people who need it, and providers who maintain their own security programs. No system is perfectly secure.

Pilotly is based in the United States, and our providers process information here and in other countries. Where the law requires it, we rely on appropriate safeguards for those transfers.

The Site is for businesses and is not directed to children under 16. We don't knowingly collect their information.

Changes and contact

We'll update this policy when our practices change and change the date at the top. If a change is significant, we'll say so on the Site.

Pilotly, Inc., 555 12th St, 5th Floor, Oakland, CA 94607. Email inquiry@pilot.ly.