OperPilot Privacy Policy

1. Data Controller

The controller of personal data is Warsaw Trade Spółka z Ograniczoną Odpowiedzialnością, ul. Eugeniusza Kwiatkowskiego 6/12, 03-984 Warsaw, Poland, KRS 0000583526, Tax ID (NIP) 1132897602, REGON 362907969 (the “Controller” or “OperPilot”).

For data protection matters please contact: kontakt@operpilot.com. We have not appointed a data protection officer.

2. Scope

This Policy applies to users of the OperPilot application (app.operpilot.com) and people they invite to workspaces, visitors to operpilot.com, people using the contact form and affiliate program partners.

OperPilot is not intended for persons under 18.

3. Data We Process

• Account data – email address, password hash (bcrypt; we never know the password itself), language, settings and the dates you accepted the Terms and the Privacy Policy.
• Sign-in with Google – Google account ID and verified email address.
• Brands and workspaces – brand name, industry, description, tone of voice, website, logo, editorial guidelines and team members.
• Content – draft and published posts, AI-generated texts and images, uploaded images and videos, and the publishing schedule.
• Connected accounts and channels – IDs and names of connected profiles, pages and channels, and OAuth access tokens stored in encrypted form.
• Publication statistics – results of publications (e.g. views, reactions) retrieved from platforms that provide them.
• Billing – plan and subscription history, Stripe customer ID and invoice details (name, tax ID, address, email). We do not process full card numbers – only Stripe does.
• Affiliate program – referral code, commissions and payout details (recipient, IBAN, SWIFT, optionally company and tax ID). Clicks on referral links are stored only as a hash of the IP address and browser.
• Contact form – email address, optionally name, subject, message and IP address.
• Technical and security data – IP address, session ID, browser type, timestamps and server logs.
• Bot protection (Cloudflare Turnstile) – on signup and in the contact form, Cloudflare checks the IP address and technical browser signals to tell humans from bots.
• Website analytics (Google Analytics 4) – only after consent in the cookie banner – see the Cookie Policy (/polityka-cookies).

4. Sources of Data

Data comes from you (signup, settings, content, forms), from platforms you connect (e.g. Google, Meta, TikTok, LinkedIn, Pinterest) after you grant consent via OAuth, from Stripe (payment and subscription status) and automatically from your browser and our server (technical data).

5. Purposes and Legal Bases (GDPR)

• Performance of a contract (Art. 6(1)(b) GDPR) – account, workspaces, content generation, scheduling and publishing, statistics, subscription handling and account emails (e.g. welcome, password reset, trial ending reminder).
• Legal obligation (Art. 6(1)(c) GDPR) – invoices, accounting and tax records.
• Legitimate interest (Art. 6(1)(f) GDPR) – security, protection against bots and abuse, rate limits, backups, replies to contact form messages, running the affiliate program, and establishing and pursuing legal claims.
• Consent (Art. 6(1)(a) GDPR) – Google Analytics. You can withdraw consent at any time; this does not affect the lawfulness of earlier processing.

Voluntary: providing account data is voluntary, but the application cannot be used without it.

6. Google Integrations (Google API Disclosure)

OperPilot uses Google OAuth 2.0 for sign-in, managing Google Business Profile posts and publishing videos to YouTube.

OperPilot's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Data from Google APIs is not used to train AI models or for advertising.

The YouTube integration uses YouTube API Services. By connecting a channel, you agree to the YouTube Terms of Service (https://www.youtube.com/t/terms), and data processed by Google is subject to the Google Privacy Policy (https://policies.google.com/privacy).

From YouTube we store: the channel ID and name, an encrypted access token, the IDs of videos published through OperPilot and their counts (views, likes, comments). We use them only to publish videos at your request and to show statistics in your account. At least every 30 days we check that access to the channel is still active and refresh the channel name.

You can revoke access at any time by disconnecting the channel in Integrations or on your Google Account permissions page (https://myaccount.google.com/permissions). When you disconnect a channel in OperPilot, we revoke access at Google and delete the token and video statistics without delay, at the latest within 7 days. If another Google service is connected in the same OperPilot account (e.g. a second channel or Google Business Profile), we do not revoke the shared Google consent so as not to interrupt it, but we delete the token and data of the disconnected channel in the same way. After access is revoked in your Google settings, we delete this data at the latest within 30 days. The post itself and the record of its publication remain in the Library. Questions about this data: kontakt@operpilot.com.

7. Artificial Intelligence (OpenAI)

We generate texts, ideas, translations and images at your request through the OpenAI API. OpenAI receives the prompt and the brand data needed to generate the content.

Under OpenAI's policies, data sent through the API is not used to train models by default. When generating posts and ideas we ask OpenAI not to store the responses.

Please do not include particularly sensitive data or third-party personal data in prompts unless necessary.

8. Data Recipients

We share data only with companies that help us provide the service (processors) and with platforms you choose:

• Webh (webh.pl) – server, database and files (Poland).
• Hostido (hostido.pl) – the kontakt@operpilot.com mailbox – contact form messages and correspondence (Poland).
• Cloudflare, Inc. – bot protection for forms (Turnstile) and backup storage (R2, EU region).
• Resend, Inc. – email delivery: account emails, reminders, notifications (USA).
• OpenAI (OpenAI Ireland Ltd and OpenAI, L.L.C.) – AI generation of content and images (Ireland / USA).
• Stripe – payments and subscriptions (EU / USA).
• Fakturownia Sp. z o.o. – issuing invoices and submitting them to the Polish e-invoicing system KSeF (Poland).
• Google – sign-in with Google and Google Analytics after consent (EU / USA).
• Platforms and services you connect – Meta (Facebook, Instagram, Threads), TikTok, LinkedIn, Pinterest, YouTube, Google Business Profile, Bluesky, Telegram, Discord, Slack, WordPress and your own webhooks (e.g. Zapier) – publishing content and retrieving statistics on your instruction, under each platform's own rules.

Other recipients: we may disclose data to public authorities where required by law. We do not sell data.

9. Transfers outside the EEA

Some recipients process data in the USA. Backups are stored in the EU region. Transfer safeguards:

• Resend, Cloudflare, Stripe and Google – participate in the EU-U.S. Data Privacy Framework, covered by a European Commission adequacy decision.
• OpenAI – OpenAI Ireland Ltd contracts with customers in the EEA, and transfers to the USA rely on the Standard Contractual Clauses (SCC) approved by the European Commission.

Safeguards: information about the safeguards and a copy of them can be requested at kontakt@operpilot.com.

10. Retention

• Account and content – for as long as the account is used. After account deletion, data is deleted or anonymised, except data needed for billing.
• Invoices and accounting records – 5 years from the end of the tax year.
• Backups – 14 days on the server and up to 30 days in Cloudflare R2, then deleted automatically.
• Sign-in sessions and password reset – a session is valid for up to 14 days and expired sessions are deleted automatically after a day. A password reset link is valid for 30 minutes and deleted after 7 days.
• Contact form messages – in the kontakt@operpilot.com mailbox for as long as needed to handle the matter and any claims.
• Server logs – briefly, with automatic overwriting (rotation).
• Google Analytics – detailed event data for 2 months, user data for up to 14 months from the last activity. Aggregated reports do not identify individuals.

11. Security

Access tokens and integration keys are encrypted (AES-256-GCM) and passwords are stored only as hashes (bcrypt). Connections are encrypted (HTTPS/TLS). Only authorised persons have access to the admin panel, and backups are checked regularly.

12. Data Deletion and Disconnecting Integrations

You can disconnect an integration at any time in the dashboard or revoke access directly with the provider (e.g. Google, Meta).

To delete your account and its data, please email kontakt@operpilot.com from the address associated with the account.

Facebook users can also remove the OperPilot app in Facebook settings (“Apps and Websites”) and request data deletion. The status of the request can be checked at the link provided by Meta.

13. Your Rights

You have the right to access your data and receive a copy, to rectification, erasure, restriction of processing, data portability, to object to processing based on legitimate interest and to withdraw consent at any time. Please send requests to kontakt@operpilot.com.

You also have the right to lodge a complaint with a supervisory authority, in Poland the President of the Personal Data Protection Office (UODO), ul. Stawki 2, 00-193 Warsaw.

We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you.

14. Cookies

Essential cookies (sign-in session, language, remembering your consent choice) and Google Analytics (only after consent) are described in the Cookie Policy (/polityka-cookies).

15. Changes to this Policy

We inform users of material changes by email or by a message in the application. The current version is always available on this page.