Privacy Policy

Last updated: 11 February 2026

SystemPilot (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our website, services, and communications.

By using our website or submitting your information through our forms, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect and process the following types of personal information:

Information you provide directly

Full name
Phone number
Email address
Property address (where relevant)
Details you submit through enquiry or booking forms
Appointment preferences and scheduling details
Any additional information you voluntarily provide via calls, texts, or email

Information collected automatically

When you visit our website, we may automatically collect:

IP address
Browser type and device information
Website usage data (pages visited, time spent, referral source)
Cookies and tracking information (where enabled)

2. How We Use Your Information

We use your personal information to:

Respond to enquiries and requests
Contact you by phone, SMS, or email regarding your enquiry
Schedule, confirm, and manage appointments
Provide customer support and service updates
Improve our services and internal processes
Maintain business records and communication logs
Comply with legal and regulatory obligations

3. SMS Messaging & Communications

If you provide your phone number, you may receive SMS messages relating to:

Appointment confirmations and reminders
Follow-up messages regarding your enquiry
Rescheduling requests
Customer service and support communications

Message frequency varies depending on your enquiry and appointment status.

Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP.
You may request help by replying HELP.

Consent to receive SMS messages is not a condition of purchase.

4. How We Share Your Information

We do not sell your personal information.

We may share your information only when necessary to deliver services, including with:

Messaging providers (e.g. Twilio) for sending and receiving SMS
Voice providers and telephony platforms for call handling
Scheduling platforms and calendar tools used to manage appointments
CRM and automation tools used to manage enquiries and communication history
Hosting, analytics, and website service providers

All third parties we work with are required to handle your information securely and only for the purpose of providing services to us.

5. Data Storage & Security

We take appropriate technical and organisational security measures to protect your personal data against loss, misuse, unauthorised access, alteration, or disclosure.

We store personal information only as long as necessary to fulfil the purposes described in this Privacy Policy, unless a longer retention period is required by law.

6. Cookies

We may use cookies and similar tracking technologies to improve website performance and user experience.

You may disable cookies through your browser settings, though some website functionality may be affected.

7. Your Rights

Depending on your location, you may have the right to:

Request access to your personal data
Request correction of inaccurate data
Request deletion of your personal data
Object to processing in certain circumstances
Request restriction of processing
Request data portability

To exercise any of these rights, please contact us using the details below.

8. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party websites.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your personal data, contact us at:

SystemPilot
Email: will@systempilot.ai
Website: https://systempilot.ai

Terms and Conditions

Last Updated: 11 February 2026

These Terms and Conditions (“Terms”) govern your access to and use of the website, software, automation systems, messaging services, communication tools, integrations, and related services (collectively, the “Services”) provided by SystemPilot (“Company,” “we,” “us,” or “our”).

By accessing or using our Services, you agree to be bound by these Terms.

1. Description of Services

SystemPilot provides automation systems, CRM integrations, AI-powered workflows, appointment scheduling systems, messaging infrastructure, and related digital services.

We reserve the right to modify, suspend, or discontinue any portion of the Services at any time.

2. Eligibility

You must be at least 18 years old to use our Services.

By using our Services, you represent that:

You have legal capacity to enter into these Terms.
The information you provide is accurate and complete.

3. User Responsibilities

You agree not to:

Use the Services for unlawful purposes
Send unsolicited or spam communications
Transmit misleading, fraudulent, or harmful content
Attempt to interfere with system security
Use the Services in violation of telecom or carrier regulations

You are solely responsible for any content sent using our systems.

4. Accounts and Security

If access credentials are provided:

You are responsible for safeguarding them.
You are responsible for all activity under your account.
You must notify us of any unauthorized access.

5. Payments (If Applicable)

If Services are provided under a paid agreement:

Fees are due as agreed in writing.
Late payments may result in suspension.
Fees are non-refundable unless otherwise agreed.
You are responsible for applicable taxes.

6. Intellectual Property

All proprietary systems, workflows, software, branding, and documentation remain the intellectual property of SystemPilot unless otherwise agreed in writing.

You may not reproduce, resell, or distribute our proprietary materials without permission.

7. Third-Party Services

Our Services may integrate with third-party providers including but not limited to:

Twilio
Telnyx
Google
SupaBase
OpenAI
Hosting providers
ElevenLabs

We are not responsible for outages, filtering, delays, or policy changes by third-party providers.

8. Limitation of Liability

To the maximum extent permitted by law, SystemPilot shall not be liable for:

Indirect or consequential damages
Loss of revenue or profits
Business interruption
Data loss
Carrier message filtering or blocking

Total liability shall not exceed the amount paid to us in the preceding three (3) months.

9. No Guarantee of Delivery or Performance

We do not guarantee:

SMS delivery rates
Lead conversion rates
Revenue results
Carrier approval outcomes

Telecom carriers may filter or block messages at their discretion.

10. Indemnification

You agree to indemnify and hold harmless SystemPilot from any claims arising from:

Your misuse of the Services
Failure to obtain proper consent
Messaging content violations
Regulatory non-compliance caused by your actions

11. Termination

We may suspend or terminate access if:

You violate these Terms
You engage in prohibited messaging practices
Your actions expose us to regulatory or carrier risk

12. Privacy

Your use of our Services is governed by our Privacy Policy:

https://systempilot.ai/privacy

13. SMS Messaging Terms (US A2P 10DLC Compliance)

Program Name

SystemPilot Appointment & Customer Communication SMS Program

Program Description

The SystemPilot Appointment & Customer Communication SMS Program provides appointment confirmations, reminders, scheduling updates, service notifications, and customer support communications related to services requested through SystemPilot or our clients.

Message Frequency

Message frequency varies depending on user interaction. Customers may receive multiple messages per week during active service or scheduling periods.

Message and Data Rates

Message and data rates may apply depending on your mobile carrier plan.

Opt-In

Users opt in to receive SMS messages by:

Submitting booking or enquiry forms on our website
Providing their phone number during service scheduling
Giving verbal consent during a call
Opting in through a client-operated website using our systems

Consent to receive SMS messages is not a condition of purchase.

Opt-Out

You may opt out at any time by replying STOP.
After you send STOP, you will receive a confirmation message and will no longer receive SMS messages unless you opt in again.

Help

For assistance, reply HELP or contact:

will@systempilot.ai
https://systempilot.ai

Carrier Disclaimer

Carriers are not liable for delayed or undelivered messages.

Prohibited Messaging

Our SMS program does not permit: