Privacy Policy

1. Introduction

ClaimsPilot ("we", "us", or "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our Service, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

ClaimsPilot is the data controller responsible for your personal data. If you have questions about this policy or how your data is handled, please contact us through the in-app chat or raise an issue through the Service.

3. Data We Collect

We collect and process the following categories of personal data:

• Account Information: Email address, display name, and authentication credentials.
• Case Data: Details you provide about your legal cases, including claim numbers, court names, opponent names, claim amounts, and case descriptions.
• Documents: Files you upload to the Service, including court forms and supporting evidence.
• Chat Messages: Communications with our AI assistant related to your cases.
• Usage Data: Information about how you interact with the Service, including pages visited and features used.
• Note on Privilege: Communications with ClaimsPilot are not protected by Legal Professional Privilege. Please exercise discretion when uploading highly sensitive strategic notes.

4. Lawful Basis for Processing

We process your personal data on the following lawful bases under UK GDPR:

• Contract (Article 6(1)(b)): Processing necessary to provide the Service you have signed up for.
• Legitimate Interests (Article 6(1)(f)): Improving and securing the Service, preventing fraud, and communicating service updates.
• Consent (Article 6(1)(a)): Where you have opted in to receive marketing communications or enabled optional notifications.
• Legal Obligation (Article 6(1)(c)): Where we are required by law to retain or disclose data.

5. How We Use Your Data

Your personal data is used to:

• Provide, maintain, and improve the Service.
• Generate AI-powered legal guidance and auto-fill court forms.
• Send deadline reminders and case-related notifications you have opted in to.
• Respond to your enquiries and provide customer support.
• Ensure the security and integrity of the Service.
• Comply with legal obligations.

6. Data Storage & Security

Your data is stored securely with industry-standard measures including:

• Encryption at rest and in transit (TLS 1.2+).
• Row-level security ensuring you can only access your own data.
• Regular security reviews and access controls.
• Secure authentication with hashed passwords.

7. Data Sharing & Third Parties

We do not sell your personal data. We may share data with:

• AI Service Providers: To process your queries and generate guidance. Data is sent securely via private API connections. We ensure that our AI sub-processors do not use your Case Data or Documents to train their global machine learning models.
• Infrastructure Providers: Hosting and database services that process data on our behalf under strict data processing agreements.
• Law Enforcement: Where required by law, court order, or regulatory obligation.

8. International Transfers

Where your data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the Information Commissioner’s Office (ICO), or transfers to countries with an adequacy decision.

9. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. After account deletion, we will securely delete your data within 30 days, except where retention is required by law. Chat logs and AI interactions are retained for up to 12 months for service improvement, then anonymised or deleted.

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data ("right to be forgotten").
• Right to Restrict Processing: Request limitation of how we process your data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, please contact us through the in-app chat. We will respond within one month of receiving your request, as required by UK GDPR.

11. Cookies & Analytics

We use essential cookies required for the Service to function. We also use limited third-party analytics and conversion tracking tools (such as Google Ads) to help us understand how users discover our Service and to measure the effectiveness of our marketing campaigns. You can manage your cookie preferences through your browser settings.

12. Children’s Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via the Service or by email. Continued use of the Service after changes constitutes acceptance of the updated policy.

14. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

15. Contact

For any questions about this Privacy Policy or your personal data, please contact us through the in-app chat or raise an issue through the Service.