Privacy Policy

Last Updated: Jan 31, 2026

1. Introduction

ResponsePilot ("ResponsePilot", "we", "us", or "our") provides a web-based application that helps organizations complete vendor security questionnaires using approved answers and documentation.

This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website and application (the "Service").

If you do not agree with this policy, please do not use the Service.

2. Information We Collect

A. Account Information

  • Name
  • Email address
  • Company name

B. Customer Content

Information you upload to the Service, including:

  • Security questionnaires (XLSX, CSV, etc.)
  • Answer library entries
  • Evidence documents (PDF, DOCX, etc.)
  • Responses and exports generated within the platform

We refer to this collectively as "Customer Content."

C. Usage Data

We collect limited analytics and usage data such as:

  • Pages visited
  • Features used
  • Timestamps of actions
  • Browser type and device information

We do not collect unnecessary personal data from your uploaded documents.

3. How We Use Information

We use information to:

  • Provide and operate the Service
  • Generate questionnaire suggestions and exports
  • Improve matching and workflow performance
  • Provide customer support
  • Send product updates and administrative messages
  • Prevent fraud and maintain platform security

We do not sell your data.

We do not use your Customer Content to train public AI models.

4. Customer Content Ownership

You retain all rights to Customer Content you upload.

We process Customer Content solely to provide the Service to you.

We do not access Customer Content except:

  • To provide support at your request
  • To investigate technical issues
  • As required by law

5. Data Sharing

A. Service Providers

We may share information with hosting, database, file storage, email, and analytics providers solely to operate the Service.

B. Legal Requirements

If required by law, court order, or valid governmental request.

6. Data Retention

We retain:

  • Account data while your account is active
  • Customer Content until deleted by you
  • Backup copies for a limited time as part of standard disaster recovery processes

You may request deletion of your data at any time by contacting support@responsepilot.ai.

7. Security

We implement reasonable safeguards including:

  • Encrypted data transmission (HTTPS)
  • Access controls
  • Secure infrastructure providers
  • Logical separation of customer workspaces

However, no system can guarantee absolute security.

8. International Users

If you are located outside the country where our servers operate, your information may be transferred internationally with appropriate safeguards.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Request data portability

Contact support@responsepilot.ai to exercise rights.

10. Children

The Service is not intended for individuals under 18 years old.

11. Changes to This Policy

We may update this Privacy Policy periodically.

12. Contact

ResponsePilot
Apparatus Labs, LLC
Tennessee, USA
support@responsepilot.ai