Privacy Policy
Last updated: 29 July 2026
This policy explains what information BatchPilot ("we", operated by [Company Legal Name]) collects, how we use it, and the choices you have. It applies to companies and users of the BatchPilot batch-record-review service.
Information we collect
Account and company information. When you or your administrator create an account, we collect your name, work email, company name, role, and a securely hashed version of your password. We never store your password in a readable form.
Content you provide. The batch records, review comments, deviations, and related documentation you enter into the service. This content belongs to your company.
Activity and audit data. A record of actions taken in the service (sign in, record uploaded, flag decided, review signed, record edited) with the user, time, and reason where applicable. This audit data exists to support data integrity and regulatory expectations.
Cookies. We use a single strictly necessary session cookie to keep you signed in. We do not use advertising or third-party tracking cookies.
How we use your information
To provide and secure the service: to run the AI-assisted review, to attribute actions to the right person, to keep companies' data separate, to maintain the audit trail, and to support and improve the product. We use it for these purposes only.
How the AI review works with your data
To draft a review, the text of a batch record is sent to our AI provider (Anthropic) over an encrypted connection and processed to produce the summary and flags. Our AI provider does not use content submitted through its API to train its models. The AI never makes a final decision; a qualified person on your team reviews and approves every result.
How we share information
We do not sell your information.We share it only with service providers who help us run the product (our AI provider and our hosting provider), under agreements that require them to protect it, and when required by law. We do not share one company's data with another.
Keeping companies separate
Each company's users, records, deviations, and audit trail are isolated. A company can only ever see its own data. See our Security page for how this is enforced.
Data retention and deletion
We keep your data while your account is active. Because batch-record and audit data may need to be retained for regulatory reasons, deletion is handled in line with your company's retention obligations. You can request a copy or deletion of your data by contacting us.
Your rights and choices
Depending on where you are, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. These include rights under the EU/UK GDPR and the California Consumer Privacy Act (as amended by the CPRA). To exercise a right, contact us at [privacy@yourcompany.com]. We will not discriminate against you for exercising these rights.
International data transfers
We and our providers may process data in [hosting region(s)]. Where data is transferred across borders, we rely on appropriate safeguards such as standard contractual clauses.
Children's privacy
BatchPilot is a workplace tool and is not directed to children. We do not knowingly collect information from anyone under 16.
Changes to this policy
We will post any changes on this page and update the date above. Significant changes will be communicated to account administrators.
Contact
Questions about this policy or your data: [privacy@yourcompany.com], [Company Legal Name], [postal address].