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Privacy Policy

Last updated: September 2026

This privacy policy explains how NOVELDO AI GmbH ("we", "us", "our") collects, uses, and protects your personal data when you use PILOT and our website at withpilot.ai. We are committed to protecting your privacy in accordance with the EU General Data Protection Regulation (GDPR/DSGVO).

1. Controller

NOVELDO AI GmbH
Am Salzhaus 2
60311 Frankfurt am Main, Germany
Telefon: +49 69 17392320
Email: contact@noveldo.com

2. Data We Collect

We collect the following categories of personal data:

  • Account data: Name, email address, and company information you provide during registration.
  • Usage data: Information about how you interact with PILOT, including voice inputs, email content (when you connect your accounts), and task data.
  • Technical data: IP address, browser type, device information, and cookies necessary for the service to function.
  • Communication data: Messages you send us via contact forms or email.
  • WhatsApp data (only when you connect a WhatsApp Business number): The messages you send and receive on that number, any media attached to them, delivery confirmations, and the phone numbers and saved contact names of the people you message. Where you consent during setup, also your WhatsApp contact list and up to 180 days of past one-to-one conversations. Group chats are never included. See section 7.

3. How We Use Your Data

We process your data for the following purposes:

  • Providing and operating the PILOT service
  • Generating your daily briefings, voice transcriptions, and email triage
  • Showing your WhatsApp conversations alongside your other channels, summarising what was discussed, and drafting replies that you approve before they are sent
  • Building and maintaining your personal knowledge graph
  • Improving our service and developing new features
  • Communicating with you about your account and the service
  • Complying with legal obligations

4. Legal Basis

We process your personal data based on: (a) performance of our contract with you (Art. 6(1)(b) GDPR), (b) your consent where applicable (Art. 6(1)(a) GDPR), (c) our legitimate interests in improving and marketing our services (Art. 6(1)(f) GDPR), and (d) compliance with legal obligations (Art. 6(1)(c) GDPR).

5. Data Hosting and Storage

Customer data is hosted on Microsoft Azure infrastructure within the European Union (Azure in the EU). EU-resident AI processing is available as an option. Where a processing step involves a provider outside the EU, it is covered by a data processing agreement and the safeguards required by the GDPR.

6. Third-Party Services

We use the following third-party services to deliver PILOT:

  • Anthropic — AI processing for briefings, triage, and knowledge management. Data is processed under a data processing agreement.
  • ElevenLabs — Voice synthesis for audio briefings and voice interactions.
  • Microsoft Graph — Email and calendar integration (only when you connect your Microsoft account).
  • Google APIs — Gmail and Google Calendar integration (only when you connect your Google account).
  • Meta Platforms Ireland — WhatsApp Business Platform (only when you connect a WhatsApp Business number). Acts as our processor for messages, contacts, and message history on that number. See section 7.
  • Vercel — Website hosting.

7. WhatsApp Integration

PILOT can connect to a WhatsApp Business number using WhatsApp Coexistence, a feature of the WhatsApp Business Platform. This section explains what that means, because it changes how your WhatsApp conversations are handled.

What we receive. Once connected, we receive the messages sent to and from that number, including messages you type yourself in the WhatsApp Business app on your phone, together with attached media, delivery confirmations, and the phone numbers and saved names of the people you message. If you consent during setup, we also receive your WhatsApp contact list and up to 180 days of past one-to-one conversations. Group chats are never synchronised and we never receive them.

Third-party data. These conversations contain personal data about the people you message, who have no direct relationship with us. We process it solely to provide the service to you, as your processor. You remain responsible for having a lawful basis for the conversations you conduct.

Change to end-to-end encryption. Connecting a number changes how WhatsApp secures its one-to-one chats: they are managed through a secure service operated by Meta rather than being end-to-end encrypted between the two devices alone. This is what makes the messages available to the WhatsApp Business Platform. WhatsApp shows a notice about this inside the affected chats, so the people you message are informed of it as well.

Sending on your behalf. PILOT drafts replies but does not send them on its own initiative. Any message sent from your number through PILOT requires your approval first.

Disconnecting. You can disconnect at any time in the WhatsApp Business app under Settings → Account → Business Platform → Disconnect. After that we receive no further WhatsApp data. Your number and your chats continue to work on your phone as before. To also delete the WhatsApp data we already hold, contact us using the details below.

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with the service. When you delete your account, we remove your personal data within 30 days, except where we are required to retain it for legal purposes.

9. Your Rights

Under the GDPR, you have the right to:

  • Access the personal data we hold about you
  • Rectify inaccurate or incomplete data
  • Erase your data ("right to be forgotten")
  • Restrict or object to the processing of your data
  • Data portability — receive your data in a structured, machine-readable format
  • Withdraw consent at any time where processing is based on consent
  • Lodge a complaint with a supervisory authority

To exercise any of these rights, contact us atcontact@noveldo.com.

10. Security

We implement appropriate technical and organizational measures to protect your personal data, including encryption in transit and at rest, per-user database isolation, access controls, and regular security reviews.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes by email or through the service. The latest version is always available on this page.

Contact

If you have questions about this privacy policy or our data practices, contact us at:
contact@noveldo.com