Privacy Policy

At LinearPilot ("we," "our," or "us"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

By accessing or using LinearPilot, you agree to the terms of this Privacy Policy. If you do not agree with the practices described here, please do not use our services.

1. Information We Collect

1a. Information You Provide

• Account registration data (name, email, company name)
• Profile information and preferences
• Communications you send to us (support tickets, feedback)
• Content you create within the platform (documents, projects, tasks)
• Payment and billing information processed by our payment providers

1b. Information We Collect Automatically

• Device information (browser type, operating system, device identifiers)
• Usage data (features used, pages visited, actions taken)
• Log data (IP address, access times, referring URLs)
• Performance data (response times, error logs)

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our platform and services
• Process transactions and manage your account
• Improve and personalize your experience
• Communicate with you about updates, security alerts, and support
• Analyze usage patterns to enhance our platform
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following limited circumstances:

• Service Providers: Trusted third parties that help us operate the platform — hosting, storage, and payment processing
• AI Providers: External AI providers that power search, chat and document understanding. See our Sub-processors page.
• Legal Requirements: When required by law, regulation, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize the sharing of your information

AI Processing

LinearPilot uses external AI providers to power search, chat, document understanding, voice transcription, image generation and code execution. The content you ask LinearPilot to process is sent to those providers. This includes the questions you ask and the context LinearPilot adds to answer them; the text of your documents and the embeddings built from it; images and scanned documents processed for text extraction and visual understanding; the voice you record for dictation; the audio of a meeting you record and the transcript made from it; the prompts you give to generate images; and the rows of the datasets and files that code execution processes for you. Personal and sensitive fields are masked in the text the assistant sends. The other paths are not the same: the embeddings built from your documents are masked only above the default setting, and images, scanned files and recorded audio cannot be masked at all — depending on that setting they are processed on our own infrastructure, withheld from the provider, or sent as they are. Every provider handles this content under API terms that exclude it from training their models. The providers we use, and the data each one receives, are listed on our Sub-processors page.

If your company is evaluating LinearPilot for procurement, our Data Processing Addendum sets out these terms for security and compliance review: Data Processing Addendum.

Data from Gmail

When you connect a Gmail or Google Workspace mailbox, LinearPilot uses Google's APIs to show, organize and send your email inside LinearPilot. With the permission you grant, it:

• reads your messages, threads, labels and attachments to show and search your inbox, link email to the matching customer records, and run the features that use your mail, such as the AI Inbox digest, meeting preparation, finding receipts for bookkeeping and My Email, which puts the orders, bills and bookings in your own mail on your calendar once you turn it on;
• sends email only for something you do in LinearPilot: a message you write and send, or an email LinearPilot writes for an action you start, such as sending a document for signature or a package to your accountant;
• changes your mailbox only when you act on it, or approve an action the assistant proposes: marking messages read or unread, starring, archiving, moving, reporting spam, moving to Trash or restoring, and saving or discarding drafts.

Each mailbox's storage setting decides how much of your mail LinearPilot keeps: nothing (your mail is read from Google when you open it), the headers and a short preview (the default), or the full message. Some features keep what they make from your mail whatever that setting is: the AI Inbox digest keeps subjects, senders and one-line summaries, a receipt found in an email is saved to bookkeeping as a PDF of that email, and My Email keeps each reminder's title, date and details and the subject and sender of the email it came from. Access tokens are stored encrypted. Disconnecting a mailbox deletes the messages LinearPilot stored from it and the My Email reminders read from it; saved receipts and AI Inbox digests are kept separately. You can also remove LinearPilot's access at any time in your Google Account permissions.

Message content goes to an AI provider for the AI features that use it. Some run when you ask: a summary, a translation or a suggested reply on a message, meeting preparation, or a question to the assistant, which is handled as described under AI Processing. The AI Inbox digest runs on its own and is on by default: every few hours it sends the subjects, senders and previews of recent messages to an AI provider to pick out what needs you, and your workspace can turn it off in its email settings. Spam review and the other AI Email features run only when your workspace turns them on. My Email runs only for a person who turns it on: it sends the messages in their mail that look like an order, a bill, a booking or a notice to an AI provider to read their dates and details, unless they choose Rules only.

LinearPilot does not sell Gmail data or use it for advertising, and neither LinearPilot nor its AI providers use it to train AI models. No one at LinearPilot reads it unless you ask us to for support, it is needed to investigate abuse or a security problem, or the law requires it.

LinearPilot'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.

4. Data Security

We encrypt your data in transit, hold it at rest on encrypted storage, and apply an additional layer of encryption to credentials, tokens and tax identifiers. Access controls limit what each person in your company can reach. We run security reviews covering failed-login rates, brute-force attempts, two-factor coverage, token hygiene and encryption-key age, and every change is scanned for outdated dependencies, and our backend services additionally for vulnerable code patterns, before it merges. We hold no third-party security certification and do not claim one. The assistant is off for each person until they turn it on for themselves: without that consent we withhold the external provider entirely, and a failed consent lookup counts as no consent. One thing this does not cover — the reading that makes your documents searchable runs from the start and is not gated on it, though an administrator can switch it off. Personal and sensitive fields are masked before the assistant sends your text to an external AI provider — that is the weakest posture available, not a setting that can be switched off — and an administrator can tighten it further, up to keeping your documents and records out of external processing entirely. Those providers process your data under terms that exclude it from training their models. Files you sync through our on-prem file connector stay on your own storage unless an administrator chooses to mirror them here; where assistant reading is on, we extract the text of those files, store it, and send it to an external AI provider so the files can be searched.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We encourage you to use strong passwords and enable two-factor authentication.

How long we keep things

Your account data stays while your account is active and as long as we need it to run the service and meet our legal obligations. Beyond that, these are the windows we actually operate:

• Backups are kept for 30 days and then rotate out.
• Audit logs are kept for 90 days.
• Meeting transcripts are kept for 30 days, unless your company sets a shorter period.
• Your company chooses how long AI request data is retained, and can set it to purge the same day so nothing is kept.

When you ask us to erase your data we anonymise it rather than deleting the rows: your email and name are replaced with redacted values, linked sign-in identities and your profile picture are removed, and your account is deactivated. We keep the rows so that records other people still rely on — an invoice, an audit trail — do not silently break. When a whole company account closes we destroy that company's encryption key, which makes everything encrypted under it permanently unreadable.

Payments

Subscriptions are billed through Stripe, which collects your payment details directly on its own hosted checkout. LinearPilot never receives a full card number and does not store one. Stripe processes that data under its own privacy policy and as one of our listed sub-processors.

Where your data is

Your data is stored and processed in the United States, and every provider on our sub-processor list processes it there too. If you are outside the United States, using LinearPilot means your information is transferred there, and the rules that protect it may differ from those in your own country.

Why we are allowed to process your data

Where the GDPR or a similar law applies, we rely on one of these:

• Performing the contract we have with you — running the service you signed up for.
• Complying with a legal obligation.
• Your consent, where you gave it. You can withdraw it at any time.
• Our legitimate interests in keeping the service secure, preventing fraud and abuse, and improving how it works, where those interests do not override your rights.

Children

LinearPilot is a tool for work and is not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us information, write to us and we will remove it.

5. Your Rights and Choices

We use essential cookies to keep you signed in and a preference cookie to remember your language. If you are included in measurement on our public website, three more cookies count how often a page or a button is used. We do not run tracking or advertising cookies, and we do not embed third-party measurement scripts. You can control cookies through your browser settings, though disabling the essential ones will stop parts of the platform from working.

• Essential Cookies: Required for platform operation (authentication, security)
• Preference Cookies: Remember your settings and personalization choices
• Measurement Cookies: Set on our public website only if you are included in measurement. lp-visitor holds a random identifier and lp-visit counts your visits to the home page; both are kept for 180 days. lp-attr is kept for 30 days and records which version of the home page you saw; unlike the other two, it is readable across linearpilot.com and its subdomains. Declining in the cookie banner keeps all three off and removes any you already have. lp-ref works differently: it holds the code from a referral link for 30 days, regardless of the choice above, and — like lp-attr — is readable across linearpilot.com and its subdomains.

6. Security

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal obligations
• Portability: Request your data in a structured, commonly used format
• Objection: Object to certain types of data processing

To exercise any of these rights, please contact us at [email protected].

Your choices and rights

Everything you can change yourself, and every request we will carry out for you, is collected in one place: Your Privacy Choices.

If you live in a US state with a privacy law

Several US states give residents specific rights over their personal information. This section is our notice at collection: what we hold, why, and what you can do about it. Not every state grants every right, and we will tell you if one you asked for does not apply where you live.

What we collect, and who sees it

Your rights

Depending on where you live, you can ask us to:

• Tell you what we have collected about you, where it came from, why, and who we gave it to
• Give you a copy, in a format you can take elsewhere
• Correct anything that is wrong
• Erase your personal information
• Opt out of the sale or sharing of your personal information, or limit how sensitive personal information is used
• Not treat you differently for asking

One of those needs saying plainly: we do not sell your personal information, we do not share it for cross-context behavioural advertising, and we do not process sensitive personal information to infer characteristics about you. That right therefore has nothing to act on here. We say so rather than leaving it off the list.

How to exercise them

Every one of these goes through the same front door, which also covers the controls you can change yourself without asking: Your Privacy Choices.

We verify that a request is really yours by matching what you send against what we already hold. Where that is not enough we may ask for one or two more details, used for nothing but the check, and we discard it afterwards.

If we turn a request down you can appeal by replying to our decision. A different person reviews it and we answer within 45 days. If you are still unsatisfied, you can raise it with your state attorney general.

7. Children's Privacy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our platform and updating the "Last updated" date. Your continued use of LinearPilot after any changes constitutes acceptance of the updated policy.

8. Contact Us

If you have questions about this Privacy Policy, please contact us: