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Privacy Policy

Last updated: April 15, 2026

1. Introduction

InsitePilot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our customer relationship management (CRM) platform and related services, including SMS and WhatsApp messaging features.

2. Information We Collect

We collect information that you provide directly to us, including:

  • Contact Information: Name, email address, phone number, company name
  • Account Information: Username, password, account preferences
  • Communication Data: Messages sent and received through our platform, including SMS and WhatsApp communications
  • Lead Information: Data submitted through lead capture forms
  • Usage Data: Information about how you interact with our services

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our CRM services
  • Send transactional messages, including appointment reminders and notifications
  • Send marketing communications with your explicit consent
  • Process and manage lead information on behalf of our clients
  • Respond to your inquiries and provide customer support
  • Ensure compliance with legal obligations

4. SMS and WhatsApp Messaging

InsitePilot operates as both a direct service provider and a software platform for marketing agencies. SMS and WhatsApp communications on our platform fall into two distinct categories:

A. InsitePilot Platform Messages (Sent by InsitePilot)

InsitePilot, operated by Solutionarian LLC, may send SMS notifications and alerts directly to its registered platform users (marketing agency clients and their authorized team members) who have opted in to receive such communications. These messages are sent under the InsitePilot brand and registered SMS identity, and are limited to:

  • Two-Factor Authentication (2FA): Verification codes for secure login and identity confirmation
  • User Authentication & Password Reset: Account verification, password reset codes, and login security notifications
  • Security Alerts: Unauthorized access warnings, device trust notifications, and account security updates
  • Customer Care & Support: Responses to support inquiries, issue resolution updates, and account assistance
  • Platform Notifications: System status updates, service announcements, and administrative notices

Consent & Opt-Out: By creating an InsitePilot account and opting in to SMS notifications during signup at insitepilot.com/signup, you consent to receive these messages from InsitePilot. Message frequency varies. Standard message and data rates may apply. You may opt out at any time by replying STOP to any message. Reply HELP for assistance. SMS consent is not a condition of account creation or platform access.

B. Client Business SMS (Sent by Individual Businesses)

Businesses that use the InsitePilot platform ("Platform Clients") may send SMS and WhatsApp messages to their own customers and leads. These messages are sent under each business's own registered SMS brand and campaign identity — they are not sent by or on behalf of InsitePilot.

Each Platform Client is independently registered with The Campaign Registry (TCR) under their own business name, EIN, and brand identity. When you receive an SMS from a business that uses our platform, the sending identity belongs to that specific business, not to InsitePilot or Solutionarian LLC.

  • Transactional Messages: Appointment reminders, booking confirmations, and service updates from the business
  • Marketing Messages: Promotional content and offers (only with your explicit opt-in consent to that specific business)

Consent: By providing your phone number through a business's lead capture form or directly to that business, you consent to receive messages from that business under their registered identity. Your consent relationship is with that individual business, not with InsitePilot.

Opt-Out: You can opt out of SMS messages at any time by replying STOP to any message. For WhatsApp, you can block the business number or reply STOP. Standard message and data rates may apply. Opting out of one business's messages does not affect messages from other businesses or from InsitePilot platform notifications.

5. Information Sharing

We may share your information with:

  • Service Providers: Third-party vendors who assist in operating our platform (e.g., Telnyx for SMS, call tracking, and voice; Twilio for WhatsApp)
  • Platform Clients: The businesses that use our platform to manage their customer relationships. Each business operates under its own brand identity and is independently responsible for its communications with its customers.
  • Legal Compliance: When required by law or to protect our rights

We do not sell your personal information to third parties. Text messaging originator opt-in data and consent will not be shared with any third parties for promotional or marketing purposes. InsitePilot does not share SMS opt-in consent data or phone numbers between Platform Clients. Each business's customer data remains isolated within their account. Your mobile information, including phone numbers and SMS consent records, will not be sold to or shared with third parties or affiliates for marketing or promotional purposes.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption of sensitive data, secure authentication protocols, and regular security assessments.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When data is no longer needed, we securely delete or anonymize it.

8. Your Rights

Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Opt out of marketing communications
  • Withdraw consent for data processing

To exercise these rights, please contact us at [email protected].

9. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience on our platform. These help us understand usage patterns and improve our services. You can control cookie preferences through your browser settings.

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after any changes indicates your acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

InsitePilot

Email: [email protected]

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