BookPilotPrivacy notice
Effective 26 September 2026. This notice covers the BookPilot website, account service, secure product access and support. BookPilot is operated by NGC Studios LTD, company number 17482349.
We collect information you provide when creating or using an account, including your name, email address, business-size selection and support messages. We also process security and access information such as session identifiers, verification and password-reset records, download events, a hashed form of the connecting IP address and user-agent information.
We use account information to create and administer your account, control product access, provide support and deliver requested services. We use security and access information to authenticate users, prevent abuse, investigate incidents and protect BookPilot. The main lawful bases are performance of a contract or steps requested before a contract, legitimate interests in operating and protecting the service, and legal obligations where they apply.
BookPilot is designed to work with business records such as invoices, expenses, receipts and evidence. Where connected or cloud features process this information, it is used to provide the feature you request. Information is only sent to HMRC through an enabled HMRC connection when the user or authorised agent initiates the relevant action. BookPilot does not claim HMRC production recognition unless that status has been formally obtained.
Ask BookPilot can run using its local smart guide or, where an owner or admin chooses, connect to OpenAI or a compatible AI provider. External AI features receive only the BookPilot context selected for the question. Minimal privacy mode is the default and redacts business names and free-text fields before external processing; full context requires an explicit owner/admin choice. The built-in OpenAI connector requests that response storage is disabled, but a third-party or self-hosted provider is governed by that provider's own privacy, retention and security terms. You should only connect a provider you are authorised to use and should consider whether sending the selected business information to that provider is appropriate for your organisation.
We use service providers to operate BookPilot, including Cloudflare for website, security and hosted account services, Resend for transactional email, and Microsoft 365 for business and support email. These providers process information under their own service terms and data-protection arrangements. HMRC receives tax information only where an authorised HMRC-connected workflow is used; HMRC is a public authority rather than a BookPilot service provider. If you deliberately connect OpenAI or another compatible AI provider, the selected data is disclosed to that provider at your direction. We may also disclose information where required by law or where necessary to establish or defend legal rights.
BookPilot's Microsoft 365 tenant has a United Kingdom committed geography for in-scope Microsoft 365 Core Online Services. Other providers, including Cloudflare and Resend, may process information in more than one country under their contractual data-protection and international-transfer safeguards. BookPilot does not promise that all hosted information remains exclusively in the UK or EU. Where UK data-protection law requires safeguards for an international transfer, we rely on an appropriate transfer mechanism or other lawful safeguard provided by the relevant service arrangement.
We keep information only for as long as needed for the purpose for which it is held and any applicable legal, tax, accounting, security or dispute requirement. Our normal BookPilot policy is to retain authentication, security and protected-download logs for 12 months, ordinary support correspondence for 24 months after a case closes, and encrypted operational backups on a 30-day rolling rotation unless a documented legal or security exception applies. Account information is reviewed after closure and unnecessary profile information is removed or anonymised. Business and tax records may need to be retained for longer statutory periods; for example, VAT records are normally retained for at least six years and self-employed Income Tax records can require a different statutory period. Password-reset links expire after one hour and email-verification links after 24 hours where verification is enabled.
Depending on the circumstances, UK data-protection law may give you rights to access, correct, erase or restrict use of your personal information, object to certain processing and receive certain data in a portable format. Erasure is not absolute: BookPilot may need to retain particular accounting, tax, security or legal records where there is a lawful reason to do so. Eligible data is removed or anonymised after review, and residual copies in encrypted operational backups normally expire through the 30-day backup rotation. Where processing relies on consent, you can withdraw that consent. You can also complain to the UK Information Commissioner's Office.
BookPilot uses an essential secure session cookie to keep signed-in users authenticated. We do not currently describe advertising or marketing-tracking cookies as part of the public site. If non-essential analytics or marketing cookies are added, this notice and any required consent controls must be updated before they are enabled.
For privacy, account or data-rights requests, email support@bookpilot.uk.
BookPilot is operated by NGC Studios LTD, company number 17482349.
Registered office: 66 Paul Street, London, EC2A 4NA, United Kingdom.
Support and legal enquiries: support@bookpilot.uk.