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yPilot Customer Input Privacy Policy

Effective Date: September 29, 2026

1. Introduction

Welcome to yPilot's Customer Input Privacy Policy. This policy explains how yPilot collects, uses, protects, and manages Customer Input provided through yPilot's software and AI services.

2. Definitions

  • Customer Input: All prompts, questions, documents, files, instructions, policies, procedures, and other information submitted by or on behalf of a Customer to the yPilot Software Services.

  • Restricted Data: Personally identifiable information (PII), nonpublic personal information (NPI), protected banking information, payment-card data, or other similarly sensitive information.

  • Customer: The customer or organization providing Customer Input to yPilot.

  • yPilot Software Services: The AI applications and related services offered by yPilot or its affiliates.

  • Subprocessor: A third-party service provider that processes Customer Input on yPilot's behalf to support delivery of the yPilot Software Services.

3. Data Collection and Use

  • Purpose: Customer Input is collected and processed solely to enable the functionality of yPilot’s AI applications and to deliver agreed-upon services.
  • Scope: Only data explicitly provided by the Customer for use in yPilot Software Services will be collected.

  • PII Input:  Customers should not input, upload, or otherwise provide Restricted Data to yPilot Software Services unless yPilot has expressly agreed in writing to process such data.

  • Aggregated Data: yPilot may use aggregated, anonymized, or de-identified usage and technical data for product improvement, analytics, troubleshooting, and performance monitoring. yPilot does not use identifiable Customer content for these purposes unless specifically authorized by the Customer.

  • AI Model Training: yPilot does not use Customer Input to train or fine-tune foundation models, large language models, or other AI models. 

  • Model Provider Retention: Prompts and responses sent to foundation model providers are processed for inference and are not retained or reused by the foundation model provider for model training.

4. Data Protection and Security

  • Security Measures: yPilot employs industry-standard security measures, including data encryption, access controls, and secure data transfer protocols to protect Customer Input.

  • Access Controls: Only authorized personnel with a legitimate business need will have access to Customer Input. Access is subject to least-privilege and confidentiality controls. Authorized yPilot personnel may access Customer Input when reasonably necessary for support, troubleshooting, security, or service delivery.

  • Customer Segregation: Customer Input is logically segregated from other Customers’ information and is not exposed to or used in other Customers’ AI contexts.

  • Data Breach Notification: In the event of a data breach affecting Customer Input, yPilot will notify affected Customers promptly, in accordance with applicable data protection laws.

5. Data Ownership and Sharing

  • Customer Ownership: Customers retain full ownership and intellectual property rights over all Customer Input. yPilot does not claim ownership of Customer Input.

  • License to Use: Customers grant yPilot a limited, non-exclusive, non-transferable license to process Customer Input solely as necessary to provide the Software Services.

  • Third-Party Sharing: yPilot will not share Customer Input with third parties except as required by law or with the explicit written consent of the Customer.

  • Customer Ownership: Customers retain full ownership and intellectual property rights over all Customer Input. yPilot does not claim ownership of Customer Input.

  • License to Use: Customers grant yPilot a limited, non-exclusive, non-transferable license to process Customer Input solely as necessary to provide the Software Services.

  • Third-Party Sharing: yPilot may use approved cloud, infrastructure, AI, and other service providers to help provide the Software Services. These subprocessors may process Customer Input only as necessary to provide their services to yPilot and are subject to appropriate confidentiality, privacy, and security obligations. yPilot may also disclose Customer Input where required by law.

  • Subprocessor List: yPilot maintains a list of material subprocessors used to provide the Software Services and will make this information available to Customers upon request.

6. Data Retention and Deletion

  • Retention Period: yPilot Software Services may retain Customer Input in order to satisfy its obligations to the Customer. Data will only be stored for as long as required to fulfill the purposes of the Software Services or as mandated by law.

  • Data Deletion: Upon termination of the Software Services Agreement or at the Customer’s request, yPilot will delete or return all Customer Input per the terms of the agreement. Data deletion requests will be fulfilled within a reasonable timeframe.

7. Customer Responsibilities

  • Data Accuracy: Customers are responsible for ensuring the accuracy and legality of the Customer Input provided.

  • Compliance Obligations: Customers must ensure that their collection, use, and provision of Customer Input to yPilot complies with all applicable data protection laws and regulations.

  • Consent Management: Customers must ensure they have obtained all necessary consents before providing any data to yPilot.

8. Updates to this Policy

  • Policy Changes: yPilot reserves the right to update this policy periodically to reflect changes in legal, regulatory, or operational requirements.

  • Notification: Customers will be notified of any significant changes to this policy via email or a notice posted on yPilot’s website.

9. Relationship to Customer Agreements

If this policy conflicts with an executed Order Form, Data Processing Addendum (DPA), or other written agreement between yPilot and a Customer, the executed agreement will govern.

9. Contact Information

For any questions or concerns regarding this policy, please contact:

Email: admin@ypilot.ai