Privacy Policy

1. Who We Are

ShowPilot, Inc. (“ShowPilot,” “we”) is the controller of the personal information described in this Policy. Reach us at pilot@showpilot.co.

2. Information We Collect

Account information

When you create an account we collect your name, email address, and a hashed password. If an administrator invites you, we also process the organizations and roles you’re assigned to.

Content you submit

ShowPilot stores the event documents, run-of-show files, integration configurations, voice transcripts, dashboards, reports, and other content you choose to upload or generate inside the Service. We treat this as your data; see “Your Content” in our Terms of Service.

Usage data

We log technical events necessary to run a reliable Service: request timestamps, status codes, IP address, browser/user-agent string, and the pages or API endpoints you accessed. We use this for security, debugging, abuse prevention, and capacity planning — not for advertising.

Voice input

When you use the “Hey Show” voice agent, audio is processed to produce a text transcript. Audio is processed by our model provider in transit, the transcript is stored against the relevant event, and only people with access to that event can read it.

3. How We Use It

• To provide, secure, and improve the Service.
• To authenticate you and remember your session on this device.
• To answer support questions and send essential service notices.
• To investigate and prevent fraud, abuse, or violations of our Terms.
• To comply with legal obligations and respond to lawful requests.

We do not sell personal information. We do not use the substance of your Customer Data to train general-purpose AI models. Aggregated, de-identified statistics that cannot be tied back to you may be used to operate and improve the Service.

4. Cookies and Similar Technologies

ShowPilot uses a single, strictly necessary cookie:

• __sp_session — an authentication session cookie set after you log in. It is HttpOnly, SameSite=Lax, and Secure in production. It expires 30 days after issue and is removed when you log out.

We do not use analytics, advertising, or tracking cookies, and we do not embed third-party scripts that profile you. Because the session cookie is strictly necessary for the Service to function, no separate consent banner is required under GDPR/ePrivacy or CCPA/CPRA. If we ever add non-essential cookies, we’ll update this Policy and provide a consent mechanism before they load.

5. Who We Share Data With

We share personal information only as needed to run the Service:

• Cloud infrastructure— hosting, databases, and file storage providers process Customer Data on our behalf under confidentiality and security obligations.
• AI model providers— large-language-model providers (e.g. Anthropic) process the prompts and content you submit to generate AI output. We use providers whose terms prohibit training on Customer Data.
• Other people in your organization— users you share access with see the content of the events they’re a member of.
• Legal and safety— we may disclose information in response to a lawful request, to enforce our Terms, or to protect the rights, property, or safety of ShowPilot, our users, or the public.
• Business transfers— if ShowPilot is involved in a merger, acquisition, or sale of assets, personal information may transfer as part of that deal subject to this Policy.

A current list of subprocessors is available on request at pilot@showpilot.co.

6. Data Retention

We retain account information for as long as your account is active. Customer Data is retained for as long as your organization keeps the related event. Backups may persist for up to 30 days after deletion. We may retain limited information longer where required for legal, accounting, or security purposes.

7. Your Rights

Depending on where you live, you may have the right to access, correct, delete, or export your personal information; to object to or restrict certain processing; or to withdraw consent where we rely on it. You can manage most of this directly from your account settings, or write to pilot@showpilot.co. We won’t charge you for exercising your rights and we won’t discriminate against you for doing so. You also have the right to lodge a complaint with a supervisory authority in your country.

8. International Transfers

ShowPilot is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States and other countries where we or our subprocessors operate. Where required, we use appropriate safeguards such as the EU Standard Contractual Clauses to protect international transfers.

9. Security

We use industry-standard technical and organizational measures to protect personal information — including TLS in transit, encryption at rest with our hosting provider, access controls, and least-privilege engineering practices. No system is perfectly secure; if we become aware of a personal-data breach affecting you, we’ll notify you and the relevant authority as required by law.

10. Children

ShowPilot is built for live-event professionals and is not intended for anyone under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

11. California Notice (CCPA/CPRA)

California residents have rights to know what personal information we collect, to delete it, to correct it, and to opt out of any sale or sharing for cross-context behavioral advertising. We do not sell or share personal information for cross-context behavioral advertising. To exercise any California right, contact pilot@showpilot.co.

12. Changes to this Policy

We may update this Policy from time to time. If we make a material change, we’ll post the new Policy here, update the effective date, and where reasonable notify you in-app or by email. Your continued use of the Service after a change means you accept the updated Policy.

13. Contact

ShowPilot, Inc.
[Mailing address to be confirmed]
Email: pilot@showpilot.co