Privacy Policy

How Presence Pilot collects, uses, stores, and deletes personal data, including Google user data and Meta (Facebook/Instagram) platform data, in line with UK GDPR.

Effective: 2 September 2026 · Last updated: 2 September 2026

This Privacy Policy explains how Presence Pilot (“we”, “us”, “our”) collects, uses, stores, shares, and deletes personal data when you visit https://presence-pilot.com, book a demo, or use our online reputation and presence management software (the “Service”).

We designed this policy so it can be reviewed for Google API and Meta (Facebook) app verification. It covers Google user data obtained through Google APIs and data obtained through Meta Platform APIs.

1. Who we are

Presence Pilot is a United Kingdom business providing AI-powered review monitoring, listing sync, reputation dashboards, and related tools for businesses.

For UK GDPR, Presence Pilot is the controller of personal data we collect directly from you (for example account details and website enquiry forms). When we process reviews, listing content, or messages that you instruct us to handle for your business, we typically act as a processor on your instructions; you remain the controller of your customer data.

2. Scope

This policy applies to:

  • Visitors to our marketing website and blog
  • People who submit our demo or contact form
  • Customers, trial users, and authorised workspace members
  • Data obtained when you connect Google (including Google Business Profile) or Meta (Facebook Pages and Instagram professional accounts)

Related documents: Terms of Service, Data Deletion Policy, Cookie Policy, Acceptable Use Policy, and Refund & Cancellation Policy.

3. Data we collect

3.1 Information you provide

  • Name, work email, company name, and number of locations
  • Messages you send us (demo requests, support)
  • Account credentials and workspace membership
  • Billing details processed by our payment provider (we do not store full card numbers)
  • Brand voice, response templates, and workflow settings you configure

3.2 Information from connected platforms

If you authorise the Service, we collect business listing, review, messaging, and performance data from Google and Meta as described in the sections below. We only request scopes needed to provide the features you enable.

3.3 Information collected automatically

  • IP address, browser type, device type, and approximate location
  • Pages viewed, referring URL, and diagnostic logs
  • Cookies and similar technologies (see our Cookie Policy)

3.4 Information from others

A workspace owner may invite colleagues. Payment processors, hosting providers, and email delivery services may send us status information needed to operate the Service.

4. Google user data

When you connect a Google account, we may access only the Google user data you authorise, which can include:

  • Basic profile information (name, email address, Google user ID, profile photo) to identify the connected account
  • Google Business Profile / Google Business Profile APIs data: locations you manage, business name, address, phone, website, hours, categories, attributes, descriptions, photos, posts, Q&A, and related metadata
  • Reviews and owner responses associated with those locations, including reviewer display names, ratings, comments, timestamps, and reply status
  • Performance insights that Google makes available for connected locations (for example search impressions or listing metrics), where you enable that feature

We use Google user data solely to:

  • Display listings, reviews, and metrics in your Presence Pilot dashboard
  • Draft or send review responses that you approve or that you configure to send automatically
  • Keep listing information accurate across directories you enable
  • Send alerts about new reviews, rating changes, or listing issues
  • Provide support, security, and abuse prevention for your workspace

We do not use Google user data to train generalised advertising models, to build unrelated products, or to sell insights about Google users. Review content may be processed by AI features you enable in order to suggest on-brand replies for your business — not to create advertising profiles of reviewers.

5. Google API Services User Data Policy — Limited Use

Presence Pilot's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular:

  • Google user data is used only to provide or improve user-facing features that are prominent in the Presence Pilot interface.
  • We do not transfer Google user data to third parties except (a) as necessary to provide or improve those features with your consent or at your direction, (b) for security, legal compliance, or to investigate abuse, or (c) as part of a merger or acquisition where the successor is bound to this policy.
  • We do not use or transfer Google user data for serving advertisements, including retargeting, personalised ads, or advertising measurement related to that Google user data.
  • We do not allow humans to read Google user data unless (a) we have your affirmative agreement for specific messages, (b) it is necessary for security or to comply with law, (c) the data is aggregated and no longer identifiable, or (d) it is necessary for the operation of the Service and the data is only seen by staff who need it (for example to debug a support ticket you opened).
  • We do not sell Google user data.

You can disconnect Google at any time in Presence Pilot (when available in product settings) and by visiting Google Account permissions at myaccount.google.com/permissions. Revoking access stops new Google API access. To delete data already stored by us, follow our Data Deletion Policy.

6. Meta (Facebook and Instagram) platform data

When you connect Facebook or Instagram through Meta’s login or business integrations, we may access data you authorise, which can include:

  • Your Meta user ID, name, and email (if granted)
  • Facebook Pages you administer: Page name, Page ID, roles, about information, location, and contact details
  • Ratings, recommendations, and reviews on connected Pages, including public comments and your Page’s replies
  • Instagram professional account metadata and public media/comments needed for reputation monitoring if you enable Instagram features
  • Page or Instagram insights that Meta provides for connected assets, where you enable those features

We use Meta platform data solely to:

  • Show Facebook and Instagram reputation data in your dashboard
  • Help you monitor and respond to reviews and public comments
  • Keep connected listing information consistent
  • Operate alerts, reporting, and support

We comply with Meta Platform Terms, Meta Developer Policies, and applicable Platform Terms for Consumer Data. We do not sell Meta platform data. We do not use Meta platform data to decide eligibility for credit, housing, employment, or other restricted uses. We do not use it to build independent advertising products.

You can remove Presence Pilot from your Facebook account under Facebook Settings → Apps and Websites, and from Instagram via connected apps settings. For deletion of copies we store, see our Data Deletion Policy (this is the Data Deletion Instructions URL for Meta app review).

7. How we use data

  • Create and administer accounts, workspaces, and roles
  • Provide review monitoring, AI-assisted replies, listing sync, and dashboards
  • Send transactional email (setup, billing, security, product notices)
  • Respond to demo requests and support tickets
  • Secure the Service, prevent fraud and abuse, and debug incidents
  • Improve features using aggregated or de-identified metrics where possible
  • Meet legal, tax, and accounting duties

Marketing email is sent only where allowed (for example with consent, or soft opt-in for similar products where PECR permits). You can opt out of marketing at any time. Service emails required to run your account still apply.

  • Contract: to provide the Service you request, including connected Google and Meta features.
  • Legitimate interests: to secure the Service, improve reliability, and respond to business enquiries, balanced against your rights.
  • Consent: where required for optional cookies, certain marketing, or specific API scopes. You may withdraw consent at any time without affecting prior lawful processing.
  • Legal obligation: tax, accounting, and responding to lawful requests.

9. Sharing and processors

We share personal data only as needed:

  • Infrastructure: cloud hosting, database, email delivery, error monitoring, and (if you pay) payment processors
  • At your direction: posting a review reply to Google or Meta, or syncing a listing to a directory you enable
  • Professional advisers under confidentiality (legal, accounting)
  • Authorities if required by law or to protect rights and safety
  • Business transfer: if we sell or reorganise the business, with equivalent protections

We do not sell personal data. Processors are bound by contract to use data only on our instructions and to apply appropriate security.

10. Retention

  • Website enquiry data: typically up to 24 months unless you become a customer
  • Account and workspace data: for the life of the account plus a short wind-down period
  • Google and Meta platform data: while the integration remains connected and for a limited period afterwards for backups and dispute handling, then deleted or anonymised as described in the Data Deletion Policy
  • Billing records: as required by UK tax law (generally six years)
  • Security logs: typically 12 months unless needed for an investigation

11. Security

We use administrative, technical, and organisational measures appropriate to the risk, including encrypted transport (HTTPS), access controls, least privilege for staff, and secrets stored in environment configuration. No method of transmission or storage is 100% secure. Notify us promptly at privacy@presence-pilot.com if you believe your account is compromised.

12. Your rights

If UK GDPR applies to you, you may have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Erase data (see Data Deletion Policy)
  • Restrict or object to certain processing
  • Data portability
  • Withdraw consent where processing is based on consent
  • Complain to the Information Commissioner’s Office (ICO)

We may need to verify your identity and authority (for example that you control the workspace). Some rights are limited where we must keep records or where another person has rights in the same data (for example a review author’s public comment hosted by Google or Meta — we cannot delete content from those platforms on their behalf).

13. Deletion and revocation

You can request erasure of Presence Pilot-held data, including Google user data and Meta platform data stored in our systems, via https://presence-pilot.com/data-deletion. We aim to complete deletion within 30 days. Disconnecting an integration in Google or Meta settings stops future API access but does not by itself erase historical copies in our database — submit a deletion request for that.

14. International transfers

We are based in the United Kingdom. Some processors may be located in other countries, including the United States. Where required, we use appropriate safeguards such as the UK International Data Transfer Agreement / Addendum or adequacy regulations.

15. Children

The Service is for businesses, not for children. We do not knowingly collect data from anyone under 18. If you believe we have, contact privacy@presence-pilot.com and we will delete it.

16. Contact and complaints

Privacy and data-protection requests: privacy@presence-pilot.com.

You may complain to the UK Information Commissioner’s Office at ico.org.uk.

We may update this policy. The “Last updated” date at the top will change. Material changes will be notified by email or in-product notice where appropriate. Continued use after the effective date of a revised policy constitutes acceptance where permitted by law.