Privacy Policy

Last updated: April 2024

Introduction

APilot ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered Accounts Payable automation platform.

1. Information We Collect

1.1 Personal Information

When you register for APilot, we collect personal information such as:

  • Name, email address, and phone number
  • Company name and GST registration number
  • Business address and bank account details
  • User role and department information

1.2 Invoice and Financial Data

To provide our services, we process:

  • Vendor invoices and billing documents
  • Invoice metadata (vendor names, amounts, dates, GST details)
  • Payment information and transaction records
  • Approval workflows and user interactions

1.3 Usage Data

We automatically collect information about your interactions with APilot:

  • Login times and frequency of platform usage
  • Features accessed and actions performed
  • Device information, IP address, and browser type
  • Cookies and similar tracking technologies

2. How We Use Your Information

We use collected information to:

  • Provide and maintain our AP automation services
  • Process invoices, manage approvals, and execute payments
  • Improve and optimize platform features and AI models
  • Conduct GST validation and compliance checks
  • Send product updates, notifications, and support communications
  • Protect against fraud and ensure data security
  • Comply with Indian regulatory requirements (GST, RBI regulations)

3. Data Security and Protection

We implement industry-standard security measures to protect your data:

  • End-to-end encryption for sensitive financial data
  • Secure HTTPS/TLS connections for all data transmission
  • Regular security audits and penetration testing
  • Access controls and role-based permissions
  • Compliance with NIST and ISO 27001 standards

4. Data Sharing and Disclosure

We do not sell your data. We may share information with:

  • Service Providers: Payment gateways, banking partners, and compliance vendors
  • Legal Compliance: Government agencies as required by Indian law
  • Business Partners: Integrated accounting software (Tally, Zoho) with your consent
  • Fraud Prevention: Relevant authorities to prevent financial crimes

5. Retention and Deletion

We retain financial records and invoices as required by Indian tax law (typically 5-7 years). You can request deletion of personal data subject to compliance obligations. We will retain anonymized data for analytics and service improvement.

6. Your Rights

You have the right to:

  • Access your personal data held by us
  • Request correction of inaccurate information
  • Request deletion of data (subject to legal retention requirements)
  • Export your data in a portable format
  • Opt-out of marketing communications
  • Lodge a complaint with relevant data protection authorities

7. Third-Party Services

APilot integrates with:

  • Payment Gateways: UPI, IMPS, NEFT providers
  • GST Verification Services: Government GST portals and validators
  • Bank APIs: For secure payment execution

These services have their own privacy policies. We are not responsible for their practices.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of changes via email or prominent notice on our platform. Continued use of APilot constitutes acceptance of the updated policy.

9. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

Email: privacy@apilot.ai

Address: APilot Solutions, India

Data Protection Officer: dpo@apilot.ai