Privacy Policy

1. Who we are

This policy covers the POS Pilot desktop application and the website at pospilot.co, both operated by POS Pilot ("we", "us"). You can reach us at support@pospilot.co about anything in this document.

2. Where your data lives

POS Pilot is a local-first application. Your products, sales, customers, suppliers, staff records and settings are written to storage on the computer running the app, and the app keeps working with no internet connection at all.

If you create an account and sign in, that same data is also synchronised to a private area of our hosted database so it survives a lost machine and can be reached from another one. Data belonging to one shop is stored under that shop's own identifier and is not shared with other shops.

If you never sign in, your records never leave your computer.

3. What we collect

Account details

The email address you register with, and a password that is handled by our authentication provider — we never see or store it in readable form. If you create logins for your staff, the email addresses and roles you give them.

Your shop's records

Whatever you enter into the app: products, prices, stock, sales, customers, suppliers, expenses, employees and so on. This is your business data. We process it to provide the service and for no other purpose.

Subscription status

Which plan you are on, whether it is active, and the identifier our payment provider assigns to your subscription. We never receive or store your card number — the payment provider handles the card and only tells us whether the subscription is valid.

Support correspondence

If you email us, we keep the message and our reply so we can follow the thread.

4. What we never collect

We think this list matters as much as the one above:

• No analytics or telemetry. The app contains no analytics package and reports no usage back to us. We do not know which screens you open or how often you use it.
• No tracking or advertising. No advertising networks, no tracking pixels, no third-party cookies, no cross-site profiling.
• No card numbers. These go directly to the payment provider.
• No selling or sharing. We do not sell, rent or trade your data, and we do not share it with anyone except the processors listed below, who act on our instructions to run the service.

You do not have to take our word for the first two. Open your browser's network tab on this website or in the app and see what it contacts.

5. Who else processes it

Running the service means relying on a small number of providers. Each one only receives what it needs for its job.

Google (Firebase)

Handles account sign-in and hosts the synchronised database. Receives your account email and your synced shop data.

Paddle

Processes payments and acts as the merchant of record for your purchase. Receives your billing details and card information directly — these do not pass through us.

Brevo

Delivers account emails such as address verification and password resets. Receives your email address and the contents of those messages.

Namecheap

Our domain registrar, which also forwards mail sent to our support address to the inbox we read it in. Anything you email us passes through it.

Render

Hosts the small service that confirms whether a subscription is active. Receives your account identifier and subscription status — not your shop's records.

These providers operate internationally, so your data may be processed on servers outside your country.

6. The AI assistant

The assistant built into POS Pilot runs on your own computer by default. In that mode it answers from your own figures and nothing is sent anywhere.

You may optionally connect it to an external AI provider. This is off until you turn it on, and it requires an API key that you obtain and enter yourself. Once connected:

• Your question, and the specific business figures relevant to it, are sent from your computer directly to the provider you chose. The request does not pass through us and we never see your key.
• Only the matching records are included — the app does not upload your database.
• Your data is then subject to that provider's own privacy terms, not this policy. Please read them before enabling it.
• You can remove the key at any time in Settings and return to local-only operation.

7. This website

The website you are reading sets no cookies, uses no analytics, and loads no fonts, scripts or images from any third-party server. Nothing here identifies you. That is why there is no cookie banner — there is nothing to consent to.

Our hosting provider may keep standard server logs, including IP addresses, for security and reliability. We do not use those logs to build any profile of you.

8. How long we keep it

Your synced shop data is kept for as long as your account exists. Cancelling a paid plan does not delete anything — your account moves to the Free plan and your records stay where they are. If you ask us to delete your account, we remove your synced data from our systems, though copies may persist in routine backups for a short period before those are overwritten.

Deleting your account does not touch the copy on your own computer. That remains yours, and you can export it at any time.

9. Your choices

• Export. Backup and export are available on every plan, including Free, from Settings inside the app. You do not need to ask us.
• Correction. You can edit or delete any record in the app directly.
• Access and deletion. Email support@pospilot.co with "privacy" in the subject to ask what we hold about you, or to have your account and synced data deleted.
• Working offline. If you would rather nothing left your computer at all, simply do not sign in. The app runs without an account.

Depending on where you live you may have further rights over your personal data. Write to us and we will do our best to honour them.

10. Children

POS Pilot is business software intended for people running a shop. It is not directed at children and we do not knowingly collect data from them.

11. Changes

If this policy changes we will update the date at the top of this page. Where a change materially affects how your data is handled, we will tell account holders by email rather than relying on you to notice.

12. Contact

Questions, requests or complaints about privacy: support@pospilot.co. See also our Terms of Service and Refund Policy.