--- title: "Privacy Policy" description: "How Autopilot collects, uses, shares, stores, and protects information for its dealership software services." source: "https://legal.aplt.ai/legal/privacy" updated: "2026-06-30T09:43:04.298904+00:00" product: Autopilot content_type: legal --- # Privacy Policy How Autopilot collects, uses, shares, stores, and protects information for its dealership software services. This Privacy Policy describes how Autopilot Limited ("Autopilot", "we", "our", or "us") collects, uses, shares, stores, and protects information. Autopilot provides dealership workflow, customer management, reporting, communication, operational, and related software services for dealerships and related businesses. This Privacy Policy explains how Autopilot collects, uses, shares, stores, and protects information when people use Autopilot websites, applications, services, support channels, and related communications. This policy is written for Autopilot customers, users, dealership staff, partners, and people whose information may be entered into Autopilot by a customer or user. Company details: - Autopilot Limited - NZ Company Number: 9436152 - NZBN: 9429053735881 ## Information we collect The information Autopilot collects depends on how a customer uses the service, which features are enabled, and what information users choose to enter. ### Account information We may collect account and user information such as: - names; - email addresses; - job titles; - dealership, group, or business information; - account credentials; - authentication information; - role, permission, and access-control information; and - information provided during onboarding, administration, or support. ### Customer and dealership information Customers and users may enter customer information, dealership information, and operational records into Autopilot. This may include: - customer contact information; - lead information; - vehicle information; - sales activity; - workflow information; - notes; - reporting information; - communications; - documents, attachments, or records; and - other information entered, uploaded, imported, generated, or managed through Autopilot. The exact information processed depends on the customer's configuration, enabled features, dealership processes, and user activity. ### Usage and technical information When people use Autopilot websites or services, we and our providers may collect technical and usage information such as: - IP addresses; - browser information; - device information; - operating system information; - diagnostic information; - log information; - pages, features, and actions used within the service; - approximate location derived from technical information; and - information needed to operate, secure, troubleshoot, monitor reliability, understand service performance, and identify improvement opportunities. ### Billing and subscription information We may collect billing and subscription information such as: - billing contacts; - customer account details; - invoices; - subscription plans and status; - payment-related metadata; - tax or billing address information; and - records needed for billing, accounting, support, and administration. Payment card information is generally processed by Stripe or another payment provider and is not stored directly by Autopilot. ## How information is collected Autopilot may collect information: - directly from customers and users; - when users create accounts, configure settings, submit forms, upload information, or use the service; - from dealership administrators and authorised users; - through support interactions and communications; - through billing and subscription processes; - from integrations, APIs, imports, connected systems, or other services authorised by a customer; and - automatically through the operation, security, monitoring, and maintenance of the service. ## If information is not provided Some information is required to create accounts, provide access to Autopilot, enable requested features, process billing, respond to support requests, maintain security, or comply with legal or operational requirements. If required information is not provided, Autopilot may not be able to provide some or all of the service, enable requested features, verify users, process payments, respond to requests, or meet legal or operational obligations. ## How we use information Autopilot may use information to: - provide, operate, and maintain the service; - authenticate users and manage accounts; - configure dealership, group, and user access; - deliver product features and workflows; - provide customer support; - communicate with customers and users; - process billing, invoicing, tax, and subscriptions; - maintain security and protect the service; - monitor, diagnose, and resolve technical issues; - investigate suspected misuse, incidents, or service problems; - maintain, support, secure, and improve the service using operational, diagnostic, security, service-usage, performance, aggregated, anonymised, or de-identified information where individuals are not identified and Autopilot does not attempt to re-identify them; - comply with legal, accounting, tax, regulatory, or contractual obligations; and - enforce agreements and protect Autopilot, customers, users, and the service. ## Customer information and dealership information Dealership customers, leads, vehicle records, sales activity, operational notes, reporting information, and similar records are generally submitted by Autopilot customers and users. Customers are responsible for deciding what information they enter into Autopilot and for ensuring they have the appropriate rights, notices, permissions, and legal bases for that information and for their use of the service. Autopilot processes customer information primarily as a service provider to the relevant customer, to provide, secure, support, maintain, troubleshoot, investigate incidents, and operate the service, and for related operational purposes described in this policy and applicable customer agreements. Autopilot may use aggregated, anonymised, de-identified, operational, diagnostic, security, service-usage, and performance information to maintain, support, secure, and improve the service, where individuals are not identified and Autopilot does not attempt to re-identify them. Autopilot does not use customer information submitted through Autopilot as general product-training data or to train public AI models. Autopilot does not own customer information entered into the service by customers or users. ## Customer communications Autopilot may be used by customers to send transactional, operational, service-related, automated, and marketing communications to their customers and contacts. Examples may include lead follow-ups, vehicle delivery updates, appointment reminders, service notifications, workflow communications, customer support communications, and marketing campaigns. Customers are responsible for determining the communications they send using Autopilot and for ensuring they have the necessary rights, permissions, consents, and legal bases required for those communications. ## AI features Certain Autopilot features may use AI service providers to support user-requested assistant, analysis, drafting, summarisation, operational, or related functions. When an AI feature is used, prompts, responses, and related context may be processed by Autopilot and its AI service providers to generate the requested output or perform the relevant operational function. The information processed depends on the feature, the user's request, the customer's configuration, and the context submitted to the feature. AI prompts, responses, transcripts, feedback, and related context may be stored where reasonably needed to provide, support, secure, monitor, or troubleshoot the relevant feature, unless another specifically disclosed basis applies. AI services are used only for the relevant feature, support, security, troubleshooting, or operational function. Autopilot does not use customer information submitted through Autopilot as general product-training data or to train public AI models. More information about providers that may process customer information for AI-related functions is available on the [Subprocessors](/legal/subprocessors) page. ## Sharing information Autopilot may share information where needed to provide, secure, support, and operate the service. This may include sharing information: - with selected third-party service providers, including Subprocessors; - with payment providers for billing, subscriptions, invoicing, tax, and payment-related operations; - with support, operations, engineering, administration, and incident-response providers; - with professional advisers where needed for accounting, legal, compliance, or business purposes; - where required by law, court order, regulator, or lawful government request; - where needed to protect rights, safety, security, customers, users, Autopilot, or the service; and - in connection with a business transaction such as a merger, acquisition, financing, restructuring, sale of assets, or similar event. Autopilot does not sell customer information and does not share customer information with third parties for their own independent marketing purposes. A current list of selected third-party service providers that may process customer information is available on our [Subprocessors](/legal/subprocessors) page. ## International data transfers Autopilot is based in New Zealand and uses reputable service providers that may process information in New Zealand, Australia, the United States, and other jurisdictions where Autopilot providers operate. Where customer information is processed outside New Zealand, privacy and data-protection laws may differ from those in New Zealand. Autopilot uses reputable providers and takes reasonable steps and safeguards where applicable to support the protection of information processed through the service. ## Data retention Autopilot retains information for as long as needed for the purposes described in this policy and applicable customer agreements. This may include retaining information: - while customer accounts remain active; - as needed to provide, secure, support, and maintain the service; - for support, troubleshooting, audit, backup, and operational purposes; - to comply with legal, accounting, tax, regulatory, or contractual obligations; - to resolve disputes; - to enforce agreements; and - to protect Autopilot, customers, users, and the service. Retention needs vary depending on the type of information, customer configuration, support activity, legal requirements, and operational context. ## Security Autopilot uses technical, organisational, and operational controls intended to protect customer information. These include HTTPS/TLS for data in transit, access controls, managed infrastructure providers, operational monitoring, and support processes designed to limit access to customer information to appropriate users, personnel, and providers. No service can guarantee absolute security. Autopilot works to protect customer information using reasonable safeguards appropriate to the nature of the service and the information processed. More information is available on the [Security & Trust](/legal/security-trust) page. ## Your rights Under New Zealand privacy law, individuals may have rights to request access to personal information held about them and to request correction of personal information they believe is wrong. If your information was entered into Autopilot by a dealership, business, or other Autopilot customer, that customer will often be the best first point of contact because they control the information they entered and how they use it. In many cases, Autopilot acts as a service provider to the relevant dealership or customer organisation, and that organisation may be responsible for responding to requests relating to information they control. You may also contact Autopilot about privacy questions, access requests, correction requests, or concerns. We may need to verify your identity, understand your relationship to the relevant customer or dealership, and coordinate with the relevant customer where appropriate. If you have a privacy concern, please contact us first so we can try to resolve it. If you are not satisfied with our response, you may contact the New Zealand Office of the Privacy Commissioner. ## Cookies and similar technologies Autopilot and its providers may use cookies, local storage, analytics technologies, authentication technologies, and similar tools. These technologies may be used to: - keep users signed in; - remember settings and preferences; - operate and secure the service; - understand service usage and performance; - diagnose technical issues; - support product improvement; and - protect against misuse or unauthorised access. Browser settings may allow users to block or delete some cookies or local storage. Some parts of the service may not work properly if required authentication or security technologies are disabled. More information is available in the [Cookie & Similar Technologies Statement](/legal/cookies). ## Children Autopilot is intended for business use by dealerships and related businesses. It is not directed at children. ## Changes to this policy Autopilot may update this Privacy Policy from time to time. When we update it, we will publish the updated version with a revised "Last updated" date. If a customer has a separate written agreement with Autopilot that includes different notice or change terms, those agreement terms apply where applicable. ## Contact For privacy questions, requests, or concerns, please contact Autopilot at: privacy@aplt.ai For general questions, please contact your usual Autopilot representative or: hello@aplt.ai