Privacy Policy

Who we are

TravoPilot (“we”, “our” or “us”) is an AI platform for travel businesses. Our website is travopilot.com. For any privacy-related questions, contact us at [email protected].

What data we collect and why

Contact and inquiry data

When you submit a demo request or contact form on our website, we collect:

• Name — to address you personally in our reply.
• Email address — to respond to your enquiry and send a confirmation.
• WhatsApp number — so our team can follow up via your preferred channel.
• Website URL (optional) — to research your business before the demo.
• Business type and location — to tailor our demo to your industry and region.
• Your goals — the reason you want to use TravoPilot, so we can personalise our response.

The legal basis for processing this data is your consent (Article 6(1)(a) GDPR / equivalent applicable law), given when you voluntarily submit the form.

Usage and technical data

Our web server logs standard request metadata (IP address, browser type, referring URL, timestamp) when you visit the site. This data is used solely for security, uptime monitoring and to diagnose technical issues. It is not used to track individual users and is not sold or shared with third parties for marketing.

Session data (admin only)

When our team accesses the administration panel (/admin), the server issues a session cookie to maintain the authenticated session. This cookie is not set for regular website visitors and is deleted when the browser session ends.

How we use your data

We use the information you provide to:

• Respond to your demo request or enquiry.
• Send you a confirmation email via AWS Simple Email Service (SES) to acknowledge receipt.
• Follow up on your enquiry by email or WhatsApp.
• Improve our platform based on the types of businesses that contact us (aggregated, non-personal analysis).

We do not use your personal data to send unsolicited marketing emails, share it with advertising networks or sell it to third parties.

Third-party services

We use the following third-party providers to operate our website:

• Amazon Web Services (AWS) SES — for transactional email delivery (confirmation and notification emails only). Your email address is transmitted to AWS SES solely to send the relevant email. AWS processes data under their privacy policy at aws.amazon.com/privacy.
• Cloudflare — for CDN, DDoS protection and HTTPS. Cloudflare may process request metadata (IP address, headers) as part of providing its service. See Cloudflare’s privacy policy.

Data storage and security

Contact form submissions are stored in a SQLite database on our web server, secured behind server-level access controls and protected by our web server configuration (.htaccess rules). The database file is never publicly accessible. We use HTTPS across the entire site and encrypt sensitive configuration data (such as email credentials) using AES-256-GCM.

We retain contact form submissions for as long as necessary to manage the sales relationship — typically up to 24 months — after which they are deleted.

Cookies

Our public website does not use tracking, advertising or analytics cookies. The only cookie in use is an HTTP-only session cookie for our password-protected administration panel, which is only set for authenticated team members — not for visitors to the public site.

Because we do not use any cookies for tracking or non-essential purposes, no cookie consent banner is required for general visitors.

Your rights

Depending on your location and applicable law, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Delete your data (the “right to be forgotten”).
• Restrict or object to how we process your data.
• Data portability — receive a copy of your data in a structured, machine-readable format.
• Withdraw consent at any time (without affecting prior processing).

To exercise any of these rights, email us at [email protected]. We will respond within 30 days.

International data transfers

Our website is hosted on a server in a shared hosting environment. If you contact us from outside that jurisdiction, your data may be processed in a different country. Where required, we rely on appropriate safeguards (such as standard contractual clauses) for any international transfers.

Children’s privacy

TravoPilot is a B2B platform intended for business use. We do not knowingly collect personal data from children under 18 years of age. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of the page. We encourage you to review this page periodically. Continued use of the site after a policy update constitutes acceptance of the revised policy.

Contact us

For any questions, concerns or requests relating to your privacy, reach us at:
[email protected]