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This Privacy Policy applies to the Post Pilot website and managed article publishing service. It explains how Goup Space Sp. z o.o. processes personal data when you browse postpilot.agency, request the free trial, contact us, become a customer, or use Post Pilot on your website. |
1. Data Controller
The controller of personal data processed for the operation of Post Pilot, customer enquiries, free trial requests, contracts, billing and direct communication is:
Goup Space Sp. z o.o.
ul. Hoża 86/210, 00-682 Warsaw, Poland
KRS: 0000932799
REGON: 520583134
NIP: 7011061440
Website: https://postpilot.agency/
Privacy contact: hello@postpilot.agency
Goup Space Sp. z o.o. operates the Post Pilot service.
2. Scope of This Policy and Our Role
This Policy applies to website visitors, persons who contact us, persons requesting the 4-article free trial, customers of the monthly Post Pilot service, and business contacts involved in service delivery.
For personal data we collect for our own business purposes, Goup Space Sp. z o.o. acts as the data controller.
When Post Pilot accesses a customer's website or CMS and processes personal data contained there solely on the customer's instructions, the customer remains the controller of that data and Goup Space Sp. z o.o. may act as a processor. Where required, such processing is governed by a data processing agreement under Article 28 GDPR.
3. Personal Data We May Process
Depending on how you use Post Pilot, we may process the following categories of personal data:
Contact data - name, business email address, phone number or messenger contact if you choose to provide it.
Business and service data - company name, industry, website address, services, target audience, preferred topics, writing style, language preferences and other information used to configure the Post Pilot content profile.
Free trial and onboarding data - information needed to assess your website, configure the publishing process and prepare the 4 free trial articles.
Website and CMS access data - login details, API credentials, tokens or other technical access information required to publish content on your website.
Communication data - emails, support messages and information exchanged through WhatsApp or Telegram if you choose to use those channels.
Contract and billing data - billing contact details, company details, invoice data and payment status. We do not need to store full payment-card details where payments are handled by an external payment provider.
Technical data - IP address, browser and device information, server logs, timestamps, security events and basic website usage information.
Content-related personal data - names, roles, biographies or other personal information about authors, experts or other persons where you ask us to use such information in an editorial profile or publication.
Please do not send passwords, special-category personal data, confidential personal information or unnecessary third-party personal data through a general contact form unless we specifically request it through an appropriate channel.
4. How We Collect Personal Data
We may obtain personal data:
directly from you through forms, email, telephone or messenger communication;
during onboarding, free trial setup and service delivery;
from your company website or other sources you ask us to use for the content profile;
automatically through server logs, cookies or similar technologies used on postpilot.agency;
from publicly available sources when researching article topics or verifying factual information.
5. Purposes and Legal Bases for Processing
We process personal data only where we have an appropriate legal basis. The main purposes are:
|
Purpose |
Examples |
Legal basis |
|
Responding to enquiries |
Contact requests, questions, quotations and service information. |
Art. 6(1)(b) GDPR or Art. 6(1)(f) GDPR |
|
Free trial and onboarding |
Website assessment, content-profile setup, preparation and publication of 4 trial articles. |
Art. 6(1)(b) GDPR |
|
Providing Post Pilot |
Content planning, article generation, editing, translation, publication, support and service administration. |
Art. 6(1)(b) GDPR |
|
Billing and accounting |
Invoices, payment records and legally required accounting documentation. |
Art. 6(1)(c) GDPR |
|
Security and service protection |
Logs, fraud prevention, access control, incident investigation and service stability. |
Art. 6(1)(f) GDPR |
|
Direct marketing, where used |
News or offers sent where you have consented or where otherwise permitted by applicable law. |
Art. 6(1)(a) GDPR or Art. 6(1)(f) GDPR, as applicable |
|
Legal claims and compliance |
Establishing, exercising or defending claims and responding to lawful authority requests. |
Art. 6(1)(c) or (f) GDPR |
6. AI-Assisted Content Processing
Post Pilot is an AI-assisted managed publishing service. To generate, edit, translate and quality-check articles, we may process information from your content profile, your website, your instructions and article drafts through AI tools used in our workflow.
The information used for AI-assisted content processing may include:
company and service descriptions;
target audience and topic preferences;
tone of voice, editorial style and author or expert profile information;
keywords, website context and relevant internal pages;
article drafts and translations.
We aim to minimise personal data included in AI prompts and do not require sensitive personal data for the standard Post Pilot service. If you provide personal data about employees, experts, authors, customers or other third parties for publication, you are responsible for ensuring that you are entitled to provide and publish that information.
AI output may contain inaccuracies. Post Pilot therefore uses separate editing and quality-control stages and may apply manual review where required. The use of AI does not constitute automated decision-making about individuals producing legal or similarly significant effects.
7. Website Access and CMS Credentials
To publish articles directly on your website, Post Pilot may require access to WordPress, Otack Engine or another technically compatible CMS.
We use such access only to the extent necessary to provide the agreed service. Where possible, we recommend that customers:
create a dedicated Post Pilot user account instead of sharing a personal administrator account;
grant only the permissions required for article publication;
use secure credentials or tokens and change or revoke them after the service ends if appropriate.
Access credentials and technical tokens are treated as confidential information and are retained only for as long as they are needed for service delivery, security, troubleshooting or legal obligations.
8. Cookies and Similar Technologies
postpilot.agency may use cookies and similar technologies. Strictly necessary cookies may be used without consent where required for the website to function, maintain security or remember privacy choices.
Analytics, marketing or other non-essential cookies, if used, are activated only where permitted by law and, where required, after your consent. You can reject non-essential cookies through the cookie banner or cookie settings available on the website.
The actual cookie categories and providers used on the website should be reflected in the cookie banner and any dedicated cookie information presented to visitors.
9. Recipients and Service Providers
We do not sell personal data. We may disclose personal data only where necessary to:
hosting, cloud infrastructure and IT service providers;
email, communication and customer-support providers;
AI service providers used for content generation, editing, translation or quality control;
analytics and security providers, where enabled;
payment, invoicing and accounting providers;
professional advisers, including legal or accounting advisers;
public authorities, courts or law-enforcement bodies where disclosure is legally required.
Service providers that process personal data on our behalf are required to process it only for the agreed purposes and in accordance with applicable data-protection requirements.
10. International Data Transfers
Some technology or AI providers used in the Post Pilot workflow may process data outside the European Economic Area. Where personal data is transferred internationally, we use an appropriate legal transfer mechanism where required, such as an adequacy decision, Standard Contractual Clauses or another safeguard recognised under the GDPR.
We also seek to minimise the amount of personal data transferred through content-generation workflows.
11. Data Retention
We retain personal data only for as long as necessary for the purpose for which it was collected. In particular:
enquiry and free-trial data is kept for the period needed to respond, provide the trial and manage reasonable follow-up;
customer and service data is kept for the duration of the service and, where necessary, afterwards for administration, security and legal claims;
invoice and accounting data is retained for the period required by applicable tax and accounting law;
CMS credentials and access tokens are retained only while needed for the service, troubleshooting or agreed support and should be revoked when no longer required;
data processed on the basis of consent is retained until consent is withdrawn or the purpose ends, unless another legal basis requires longer retention;
security and technical logs are retained for a limited period appropriate to security, incident response and system integrity.
12. Data Security
We apply technical and organisational measures appropriate to the nature of the data and the risks involved. These measures may include access controls, account separation, secure transmission, backups, logging, restricted administrator access and procedures for handling security incidents.
No method of electronic transmission or storage is completely risk-free. If we become aware of a personal data breach, we will handle it in accordance with applicable GDPR requirements.
13. Your GDPR Rights
Subject to the conditions set out in the GDPR, you may have the right to:
access your personal data and obtain information about its processing;
request correction of inaccurate or incomplete data;
request deletion of personal data;
request restriction of processing;
object to processing based on legitimate interests, including direct marketing;
receive personal data in a portable format where the right to data portability applies;
withdraw consent at any time where processing is based on consent, without affecting processing carried out before withdrawal;
lodge a complaint with a competent supervisory authority.
In Poland, the supervisory authority is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych - UODO).
To exercise your rights, contact us at hello@postpilot.agency. We may ask for information necessary to verify your identity before completing a request.
14. Automated Decision-Making
Post Pilot uses automation and AI to support content generation, editing, translation, quality control and publication. We do not use personal data collected through Post Pilot to make decisions about individuals based solely on automated processing that produce legal effects or similarly significantly affect them.
15. Third-Party Websites and Communication Channels
Our website may link to third-party websites, stock-media sources or other external services. Those services operate under their own privacy policies.
If you choose to communicate with us through WhatsApp, Telegram or another external platform, that provider may independently process your personal data under its own terms and privacy policy.
16. Children's Data
Post Pilot is a business service and is not directed at children. We do not knowingly collect personal data from children through the service.
17. Changes to This Privacy Policy
We may update this Privacy Policy when the Post Pilot service, our technology providers or legal requirements change. The current version will be published on postpilot.agency together with the date of the latest update.
18. Contact
Questions about this Privacy Policy or the processing of personal data can be sent to:
Goup Space Sp. z o.o.
ul. Hoża 86/210, 00-682 Warsaw, Poland
Email: hello@postpilot.agency
Website: https://postpilot.agency/
Post Pilot is operated by Goup Space Sp. z o.o.