Privacy Notice

DealPilot AI is operated by Anh Minh Trinh Nguyen, who is the data controller for the personal data described here — meaning we decide why and how it is processed. Contact us at support@dealpilot.software.

• Account details (name, email, phone, brokerage or company, license number and state, professional role) — to create and administer your account and verify professional access. Legal basis: performance of our contract with you.
• Login credentials and session data — to authenticate you and keep your account secure. Legal basis: contract performance and our legitimate interest in security.
• Transaction content you upload (contracts, addenda, disclosures, deadlines, tasks, notes, and the names and contact details of transaction participants) — to provide the coordination workspace and generate AI extractions, deadlines, and summaries. Legal basis: contract performance.
• Connected email content (messages, senders, attachments) where you choose to connect a mailbox — to match correspondence to the right transaction and surface action items. Legal basis: your consent, which you can withdraw by disconnecting the mailbox.
• Support messages — to answer your questions. Legal basis: contract performance and our legitimate interest in supporting customers.
• Usage, device and log data (IP address, browser and device identifiers, pages viewed, error reports) — for security, fraud prevention, troubleshooting, and improving the product. Legal basis: our legitimate interests, and legal obligation where applicable.

If you upload information about other people — clients, agents, lenders, title officers — you are responsible for having a lawful basis to share it with us.

• Service providers and subprocessors — cloud hosting and database providers, our AI model provider (used to analyze documents and generate answers), email delivery, and error monitoring. They act on our instructions only.
• Paddle.com, our Merchant of Record, for the sale of subscriptions, subscription management, payments, tax compliance, and invoicing.
• People you invite to a transaction workspace, limited to the transaction you invited them to and the visibility level you set on each document.
• Professional advisers (legal, accounting) and authorities where required by law.

We do not sell your personal data.

Our providers may process data in the United States and other countries. Where data is transferred from the UK or EEA, we rely on appropriate safeguards such as Standard Contractual Clauses or an adequacy decision.

We keep account and transaction data for as long as your account is active. After you close your account, we delete or anonymize personal data within 90 days, except where we must retain records longer to meet legal, tax, or accounting obligations, or to resolve disputes.

Depending on where you live, you may have the right to access, correct, delete, restrict, or port your personal data, to object to certain processing, and to withdraw consent at any time. UK and EEA residents can also complain to their supervisory authority. Email us at the address above and we will respond within one month.

We use appropriate technical and organizational measures to protect your data, including encryption in transit and at rest, row-level access controls that restrict each record to its owner and invited collaborators, private document storage with expiring signed links, and audited access to sensitive actions.

We use essential cookies and local storage to keep you signed in and to remember your preferences. These are required for the service to function. We do not use advertising cookies. You can clear or block cookies in your browser, but signing in will not work without the essential ones.

If we update this notice, we will post the revised version here with a new date and, for significant changes, notify you in the app or by email.