Privacy Notice

1. Who is responsible for your data

Nicholas Muriungi (trading as EntryPilot AI), based in Kenya, is the data controller for the personal data described here. This notice applies to the EntryPilot AI website and app.

2. The data we collect and why

Account data

What: your email address, the display name you set, and your sign-in credentials. Why: to create and secure your account and let you sign in. Basis: performance of our contract with you.

Plan and usage records

What: your subscription status, credit balance and top-up history, task counts, file sizes, timestamps, and error logs. Why: to apply plan limits, bill correctly, prevent abuse, and fix faults. Basis: contract performance and our legitimate interest in running a secure, fairly-limited service.

Your documents and instructions

What: the files or public links you submit, the text instructions you type or dictate, and the structured results generated for you. Why: solely to carry out the extraction you asked for and let you review and export it. Basis: contract performance.

Support and correspondence

What: messages you send us and our replies. Why: to answer requests, handle refunds and complaints. Basis: contract performance, legal obligation, and legitimate interest.

Technical and device data

What: IP address, browser and device type, and basic operational telemetry. Why: security, fraud prevention, and debugging. Basis: legitimate interest.

Marketing contact

What: your email address and your preferences. Why: product news, only where you have opted in. Basis: consent, which you can withdraw at any time.

Payment card details are collected and processed by our Merchant of Record, Paddle, and are not stored on our systems.

3. Who we share data with

• Our Merchant of Record, Paddle, for the sale of the product, subscription management, payments, tax compliance, and invoicing.
• Hosting and infrastructure providers — cloud hosting, database and file storage, transactional email delivery, and error monitoring, each acting on our instructions.
• AI model providers, who process the content you submit in order to generate the structured results you requested.
• Professional advisers — our lawyers and accountants, under confidentiality duties.
• Authorities, where we are required by law or to protect someone's vital interests.

We do not sell your personal data.

4. How long we keep data

Account, plan, and usage data is kept while your account is open. Uploaded files and generated results are kept so you can review and re-export them, and are deleted when you delete them or within 90 days of your account closing. Billing records are kept for as long as tax law requires. When data is no longer needed it is deleted or anonymised.

5. Where data is processed

Our providers operate outside Kenya, so your data may be processed in other countries. We use established hosting and service providers and contractual safeguards, such as standard contractual clauses, to protect data that leaves Kenya.

6. How we protect data

We use appropriate technical and organisational measures: encryption in transit, private storage that is only readable by the account that uploaded the file, access controls and least-privilege roles on our systems, and logging so we can detect and investigate incidents.

7. Your rights

Subject to applicable law, you can ask to access your personal data, have it corrected, have it deleted, restrict or object to processing, receive a copy of it in a usable format (portability), and withdraw consent where consent is the basis for processing. You can also complain to the data protection authority in your country. We will respond within one month.

8. Cookies and similar storage

The Service uses essential browser storage to keep you signed in and to remember basic interface preferences; this does not require consent. We do not set advertising or marketing cookies, and we do not run cross-site tracking for advertising.

9. Children

The Service is not directed at people under 18, and we do not knowingly collect their data.

10. Changes to this notice

We may update this notice. Material changes will be announced in the app or by email before they take effect.