Privacy Policy

Who we are

AdvocatePilot makes referral program software. Businesses use it to give their customers personal referral links, track the referrals those links produce, and manage the rewards they promise. This policy explains what personal information moves through the product and the site at advocatepilot.com, and how we handle it.

If anything here is unclear, email us at support@advocatepilot.com and a person will answer.

Information we collect

We collect the following kinds of information:

• Account information: your name, work email, workspace name, and a password. Passwords are stored as salted hashes, never as plain text.
• Program data our customers add: advocate names and email addresses, and campaign and reward settings.
• Referral submissions: when someone submits a referral form, we collect the contact details entered (email or phone), the consent confirmations checked, and technical details such as IP address, browser information, and form timing. The technical details exist to catch fraudulent submissions.
• Billing information: payments run through Stripe. Stripe collects and stores your card details; we keep only your plan, billing status, and invoice history.
• Usage information: standard server logs and, if analytics is enabled, page-level usage data. See the cookie notice for details.

How we use it

We use this information to run the product: creating workspaces, generating advocate links and portal pages, tracking referrals through the pipeline, computing fraud signals, managing reward approvals, and producing exports.

Fraud signals deserve a specific mention. To flag suspicious referrals, we compare emails, IP addresses, email domains, and submission timing across referrals in the same workspace. The result is shown to the workspace owner as a list of named signals; nothing is auto-rejected.

We also use contact information to respond to support requests, send service emails such as password resets, and send billing receipts. When a business connects SendGrid or Twilio, invitation emails and SMS messages are sent on that business's behalf, under its instructions.

If you were referred, or you are an advocate

The business running the referral program controls the program data, including your contact details. We process that data on the business's instructions.

If you want your details corrected or removed from a program, the fastest route is asking the business that runs it. If you don't know who that is or you don't hear back, email us at support@advocatepilot.com and we will help.

Who we share it with

We do not sell personal information. We share it only with the service providers needed to run the product, and only for that purpose:

• Stripe, for payments and billing.
• SendGrid, for email delivery when configured.
• Twilio, for SMS delivery when configured.
• Our hosting and database providers, which store the product's data.
• Authorities, if the law requires it and the request is valid.

How long we keep it

Account data is kept while the account exists. Program data is kept until the business that owns the workspace deletes it or closes the workspace. Billing records are kept as long as tax and accounting rules require.

To close your account and request deletion, email support@advocatepilot.com from the email on the account.

How we protect it

Traffic is encrypted in transit with TLS. Passwords are hashed with a modern algorithm. Session tokens are stored as hashes, not raw values. Access to workspace data is limited by workspace membership and roles.

No system is perfectly secure, and we won't claim ours is. If we learn of a breach affecting your personal information, we will notify affected customers without undue delay.

Your choices

You can view and update your account information after signing in. Marketing-style emails include an unsubscribe link. SMS messages sent through the platform honor STOP replies.

For access, correction, deletion, or export requests, email support@advocatepilot.com. We answer these requests ourselves and aim to resolve them within 30 days.

Changes to this policy

If we change this policy, we will post the new version here with a new effective date. For significant changes, we will also email account owners.