Privacy Policy

1. Scope

• This Privacy Policy applies to information collected through autopilotsolutions.us, our contact forms, scheduling pages, lead or intake forms, email inquiries, demos, chat experiences, and other digital interactions with Autopilot Solutions LLC.
• It also applies to information we receive from prospective customers, current customers, referral sources, vendors, and business contacts in connection with our services.
• This Policy does not replace any separate written agreement, including a Master Services Agreement, Statement of Work, or related addendum. If a service agreement governs a client relationship, that agreement may contain additional privacy, data, or compliance terms.

2. Two Types of Data We Handle

• Website visitor and lead data. This includes information we collect directly from people who visit our website, submit forms, book demos, contact us, or interact with our website tools, chat experiences, or automated lead-handling systems.
• Client-submitted operational data. This includes information clients provide to us so that we can configure, support, or operate agreed systems on their behalf, such as scripts, prompts, routing details, customer records, consent records, recordings, transcripts, and related business data.
• This Privacy Policy applies to both categories, but client operational data may also be governed by the MSA, SOW, addendums, account ownership structure, and service-specific terms that apply to the engagement.

3. Information We Collect

• Contact information, such as name, business name, job title, email address, phone number, and mailing information.
• Inquiry and lead information, such as services of interest, business details, project goals, website submissions, booking requests, and communication history.
• Client and operational information, such as service preferences, configuration details, workflow requirements, routing rules, approved content, and support records.
• Technical and usage information, such as IP address, browser type, device information, pages viewed, timestamps, referring source, and site interaction data.
• Communications-related information, such as messages sent to us, call details, recordings or transcripts where legally permitted and where we are a party to the communication or otherwise have appropriate consent, chat content, and automation history.
• Billing or payment-related information where applicable, such as invoice contact details, billing contact information, and payment-processing information handled through approved payment providers if we enable website-based payments or deposits.
• Any other information a user or client chooses to provide to us voluntarily.

4. How We Collect Information

• Directly from you when you submit a form, schedule a demo, request information, start a chat, email us, call us, or otherwise contact us.
• Automatically through website technologies such as cookies, analytics tools, pixels, and similar technologies, where enabled.
• From service providers and business tools used to operate our website and business, such as CRM systems, scheduling platforms, communication providers, analytics providers, advertising platforms, and automation tools.
• From clients who provide business data, customer data, or account access to allow us to configure or support services on their behalf.

5. How We Use Information

• To respond to inquiries, schedule meetings, provide proposals, and evaluate potential engagements.
• To create, store, organize, and manage leads, prospects, customer records, and relationship history in our internal systems or CRM tools.
• To provide, configure, improve, and support our services, including AI voice, inbox, workflow, chat, automation, reporting, and related setup or optimization services.
• To communicate about our services, updates, support matters, billing issues, onboarding, and follow-up communications where permitted by law.
• To analyze website usage, improve our content and user experience, understand demand, and measure campaign or traffic performance.
• To protect our business, website, users, and systems, including fraud prevention, security monitoring, and policy enforcement.
• To comply with legal obligations, resolve disputes, and enforce our agreements.

6. SMS and Text Messaging

7. Cookies, Pixels, and Advertising Technologies

8. CRM, Scheduling, AI, and Communication Providers

• We may use CRM tools to capture, store, organize, and manage lead and customer information gathered through website forms, demos, inquiries, chat interactions, or service delivery.
• We may use scheduling tools to allow prospective customers and clients to book calls, demos, or meetings.
• We may use AI, automation, messaging, or communication providers to support lead handling, customer service, service delivery, routing, reminders, or related automation workflows.
• Some website experiences, lead intake steps, chat interactions, or automated follow-up processes may be AI-assisted or powered by automated systems.
• We may use communication providers such as Twilio, Retell, email platforms, or similar vendors in connection with services we provide or systems we help configure.
• We may use payment processors such as Stripe to process deposits, payments, invoices, or related billing transactions where enabled. These providers may process payment-related information in accordance with their own terms and privacy practices.
• These providers may process personal information on our behalf or on a client's behalf depending on the engagement structure, account ownership, and services involved.
• We may use AI-assisted or automated outbound voice calling systems to contact prospective customers, current customers, or individuals who have inquired about our services, for purposes such as support, appointment reminders, scheduling, and inquiry follow-up, where permitted and where appropriate consent or disclosure has been provided.

9. Client-Submitted Data and Business Data

• Clients may provide us with business data, customer data, scripts, prompts, recordings, transcripts, routing details, consent records, and other operational information to allow us to configure or support systems.
• When we collect information directly from website visitors, prospects, and inbound leads, we act for our own business purposes, such as lead management, sales, scheduling, support, and internal operations.
• When clients provide us with operational or end-customer data so that we can configure or support systems on their behalf, we may handle that information as a service provider or vendor in support of the client engagement, subject to the MSA, SOW, addendums, account structure, and agreed service scope.
• Clients are responsible for ensuring they have the legal right to provide such data to us and to authorize the requested processing or configuration.
• Unless otherwise agreed in writing, clients remain responsible for their own customer relationships, consent practices, disclosures, lawful basis for communications, and industry-specific compliance obligations.
• We may use client-submitted data only as reasonably necessary to provide, support, improve, document, or troubleshoot the agreed services, subject to any written agreement with the client.

10. Data Retention

• We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including lead management, service delivery, customer support, legal compliance, dispute resolution, recordkeeping, and enforcement of agreements.
• Retention periods may vary depending on the nature of the information, the type of relationship, contractual obligations, legal requirements, and operational needs.
• When we no longer reasonably need information, we may delete, de-identify, archive, or securely limit access to it, subject to legal or contractual obligations.

11. Security

• We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, or disclosure.
• No website, system, transmission method, or storage platform is perfectly secure, and we cannot guarantee absolute security.
• Users and clients should also take appropriate precautions, including protecting login credentials, using secure devices, and providing information through approved channels.

12. User Choices and Rights

• You may contact us to request access to, correction of, or deletion of personal information we hold about you, subject to legal, contractual, and operational limitations.
• You may opt out of certain marketing communications by following the unsubscribe instructions in those communications or by contacting us.
• Where applicable law provides additional privacy rights, we may honor qualifying requests in accordance with that law and subject to verification and permitted exceptions.
• If you are a client, some information may also be governed by your service agreement, account ownership structure, or the systems you control directly.

13. Children's Privacy

• Our website and services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through our website.
• If we learn that we have collected personal information from a child under 13 without appropriate authorization, we will take reasonable steps to delete it.

14. Changes to This Policy

• We may update this Privacy Policy from time to time to reflect changes in our business, website, services, legal obligations, or operational practices.
• If we make material changes, we may update the effective date, post the revised version on our website, and where appropriate provide additional notice by email or another reasonable method if we have your contact information and the law or circumstances make that appropriate.
• Continued use of our website or continued interaction with us after an updated version becomes effective may be treated as acceptance of the revised Policy where permitted by law.

15. Contact Us

• Autopilot Solutions LLC
• Tampa, FL
• Email: info@autopilotsolutions.us
• Website: autopilotsolutions.us