PRIVACY POLICY

Last updated: May 2026

  1. Who we are

Omni Pilot AI is a service provided by Omni Pilot AI Ltd, a company registered in England and Wales, company number 16776575.

We are the data controller responsible for the personal data described in this policy. If you have any questions, you can contact us at hello@omnipilotai.co.uk.

We are registered with the Information Commissioner's Office (ICO) under registration number ZC127744.

This policy covers personal data we collect from visitors to our website and from electricians (and their businesses) who sign up for a free trial or a paid subscription to Omni Pilot AI ("contractors").

Our service also processes personal data belonging to the end customers who call our contractors (for example, voicemail recordings, WhatsApp messages, and photos). For that data, we act as a data processor on behalf of the contractor, who is the controller. How we handle end-customer data is governed by our Terms of Service and the data processing terms within them, not by this privacy policy.

  1. The personal data we collect

Depending on how you use our website and service, we may collect the following categories of personal data:

Website visitors

• IP address and approximate location
• Device, browser, and operating system information
• Pages viewed, time on site, referring URL
• Information you submit via contact or enquiry forms

Trial sign-ups and contractors

• Full name and business name
• Email address and mobile number
• Business address and postcode
• Mobile network provider
• WhatsApp Business number (if provided)
• Working hours and call handling preferences
• Account activity and usage data within the service
• Support correspondence between you and us
Paying contractors

Paying contractors

• Billing name and billing address
• Payment card details — these are collected and processed directly by Stripe. We do not see, store, or have access to your full card number.
• Subscription status and payment history

We do not knowingly collect special category data (such as health, racial or ethnic origin, or biometric data) from contractors or website visitors.

  1. How we use your data and our lawful basis

We process personal data under the following lawful bases set out in the UK GDPR:

To provide the service (contract) We use your account, contact, and usage data to deliver Omni Pilot AI to you, including setting up your account, routing calls, generating transcripts, sending WhatsApp messages, and coordinating callbacks. Without this data we cannot provide the service.

To take payment (contract) We use your billing information to take recurring subscription payments via Stripe once your free trial ends.

To communicate with you (legitimate interests and contract) We send you service emails (onboarding, account updates, trial reminders, payment notifications, and occasional product updates). We do not send marketing emails to contractors without a separate opt-in.

To run and improve our website (legitimate interests, or consent where required) We use website analytics and tracking tools (see Section 7) to understand how the site is used, measure the performance of our ads, and improve the experience. Where the law requires consent (for example, non-essential cookies and the Meta Pixel), we only use these after you give consent through our cookie banner.

To keep the service secure and meet our legal duties (legitimate interests and legal obligation) We process data to detect fraud and abuse, maintain system logs, comply with tax and accounting obligations, and respond to lawful requests from regulators or law enforcement.

  1. Who we share your data with

We don't sell your personal data. We share it only with the service providers and partners we need to run Omni Pilot AI. 

Each of these providers processes personal data on our behalf under a written data processing agreement.

We may also share personal data with professional advisers (accountants, lawyers), with regulators or authorities where we are legally required to, and with a buyer or successor if the business is sold or restructured.

You can ask us for more information about the specific safeguards used for any transfer by emailing hello@omnipilotai.co.uk.

  1. How long we keep your data

We keep your personal data only for as long as we need it.

Voicemail audio, transcripts, WhatsApp messages, photos, videos, and lead records Deleted 30 days after they are created, unless the contractor deletes them sooner.

Contractor account data Kept for the duration of your subscription, and for up to 6 years after your account is closed where we need to meet our legal, tax, and accounting obligations.

Billing records Kept for 6 years after the end of the financial year in which the transaction took place, as required by UK tax law.

Website analytics and cookie data Kept in line with the retention periods set by our analytics providers, typically no longer than 26 months.

Support and email correspondence Kept for up to 2 years after the last contact, unless we need to keep it longer for legal reasons.

  1. Your rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Ask us to correct inaccurate or incomplete data

  • Ask us to delete your data ("right to erasure"), subject to legal exceptions

  • Restrict or object to our processing of your data

  • Ask for your data to be transferred to another provider ("data portability")

  • Withdraw any consent you have given us, at any time

  • Lodge a complaint with the Information Commissioner's Office (see Section 11)

To exercise any of these rights, email hello@omnipilotai.co.uk. We will respond within one month. There is usually no charge.

If you are an end customer whose data was collected because you called one of our contractors, please contact that contractor directly. They are the controller of your data, and we can only act on their instructions.

  1. Cookies and tracking

We use cookies and similar technologies on our website. These fall into two categories:

Strictly necessary cookies Required for the website to work. These are set without consent.

Analytics and advertising cookies Used to measure website performance, understand how visitors use the site, and measure the effectiveness of our advertising on Meta (Facebook and Instagram). These include the Meta Pixel and Framer analytics. We only set these cookies if you give consent through our cookie banner.

You can change or withdraw your cookie consent at any time by clicking the cookie settings link in the footer of the website, or by clearing your browser cookies.

  1. How we protect your data

We take security seriously. Measures include:

  • Encryption of data in transit (TLS) and at rest (AWS-managed encryption)

  • Access controls and least-privilege permissions for staff and systems

  • Signed webhooks and idempotency checks between systems

  • Regular review of suppliers and sub-processors

  • Logging and monitoring of system activity

No system is 100% secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours where required, and inform you without undue delay where the law requires us to.

  1. Children

Omni Pilot AI is a business-to-business service for tradespeople. It is not directed at, or intended for, children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

  1. . Changes to this policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top. If the changes are significant, we will notify contractors by email. Please check back occasionally.

  1. . How to contact us and how to complain

For any privacy question, data request, or complaint, contact us first:

Omni Pilot AI Ltd  Email: hello@omnipilotai.co.uk

Registered office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF

If you're not happy with how we've handled your data or your complaint, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk Helpline: 0303 123 1113 Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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© 2026 Omni Pilot AI Ltd · Registered in England and Wales · Company number: 16776575 · Registered office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF

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