Electrical Pilot
Privacy Policy
Electrical Pilot Ltd
Last updated: 27 October 2026
1. Who we are
Electrical Pilot is business management software for electrical contractors, provided by Electrical Pilot Ltd, a company registered in England and Wales (company number 17406845), whose registered office is at 3 Annie Senior Gardens, Bolton Upon Dearne, Rotherham, South Yorkshire, S63 8FL (we, us, our). Electrical Pilot Ltd is the registered controller with the Information Commissioner's Office under registration reference ZC273132, registered on 12 October 2026 and expiring on 11 October 2027.
If you have any questions about this policy or your personal data, contact us at admin@electricalpilot.co.uk or write to us at the address above.
2. Our two roles
We handle personal data in two different roles, and this matters for who you should contact:
- We are the controller for personal data about the businesses that use Electrical Pilot and their users – for example your account and billing details and how you use the Service. This policy explains how we handle that data.
- We are a processor for the personal data our customers (electrical contractors) store in Electrical Pilot about their own customers – for example names, addresses, job photos and certificates. The contractor is the controller of that data and decides how it is used. If you are a customer of an electrician who uses Electrical Pilot, please contact that electrician about your data. We process it only on their instructions, under a data processing agreement.
3. The personal data we collect
3.1 Account and contact information
Names, email addresses, phone numbers, company name and address, job title or role, login details (passwords are stored securely by our authentication provider and never in readable form), and the details you give when you contact us.
3.2 Billing and payment information
Subscription plan, payment history, Prepaid Balance transactions and VAT details. Card payments are processed by Stripe – we never see or store your full card details.
3.3 Usage and technical information
Information needed to run, secure and improve the Service, such as login times, the features used, AI credit and Prepaid Balance usage, error logs, device and browser type, IP address, and push notification tokens for devices where you enable notifications.
3.4 Connected accounts
If you connect Facebook, Instagram, Google Business Profile, Stripe, Xero, QuickBooks or Sage, we store the access tokens and basic account details needed to carry out the actions you ask for. You can disconnect at any time.
3.5 Business data you store in the Service
Customer records, jobs, quotes, invoices, certificates, photos, videos, signatures, notes, call transcripts from the AI phone assistant and other business data. As explained in section 2, we process this on behalf of the contractor who stores it.
4. How we use personal data and our lawful bases
| What we use it for | Lawful basis |
|---|---|
| Creating and running your account and providing the Service you signed up for | Performance of a contract |
| Taking payments, managing Subscriptions and Prepaid Balance, and keeping financial records | Performance of a contract; legal obligation (tax and accounting records) |
| Providing AI Features you choose to use | Performance of a contract |
| Keeping the Service secure, preventing fraud and misuse, and fixing problems | Legitimate interests (keeping the Service and our customers' data safe) |
| Understanding usage and costs, and improving the Service, using aggregated or de-identified information where possible | Legitimate interests (running and improving our business) |
| Sending service messages, such as account, security, billing and important changes | Performance of a contract; legitimate interests |
| Sending news and offers about Electrical Pilot | Legitimate interests for existing business customers (you can opt out at any time) |
| Responding to enquiries and support requests | Legitimate interests |
| Complying with the law and responding to lawful requests | Legal obligation |
Where we rely on legitimate interests, we will complete a legitimate interests assessment for each relevant processing activity before launch, balancing our interests against your rights and freedoms.
5. AI features
Some features use artificial intelligence provided by OpenAI. When you use one of these features, only the information needed for that feature is sent to OpenAI, for example the text you type, a photo you choose to have read, or a recording you dictate. Under OpenAI's terms for its API, data sent through the API is not used to train its models and is retained by OpenAI only for a limited period for abuse monitoring before deletion.
AI features suggest content for the user to review. We do not use AI to make decisions about individuals that have legal or similarly significant effects.
Audio recorded for dictation or the voice assistant is converted to text and is not kept by us as a recording. Videos uploaded to Job Notes are stored with their sound. The point above about audio not being kept applies to dictation and the voice assistant, not to uploaded videos. For the AI phone assistant, the caller's speech is converted to text by Twilio and the text may then be processed by OpenAI. We keep the text transcript and summary for the contractor, but not an audio recording. The AI phone assistant is off unless the contractor switches it on. Callers are told they are speaking to an automated assistant and that what they say is turned into text. A separate setting controls whether the assistant can move a caller's existing booking itself; when that setting is off, the assistant only passes the caller's request to the contractor. The assistant automatically sends the caller a text message in four cases. It texts the caller when it takes a new enquiry, for example a quote request, confirming the enquiry has been received and the contractor will be in touch. It texts the caller when it moves a booking. It texts the caller when it passes on a booking change request. It texts the caller when it flags something urgent.
6. Who we share personal data with
We do not sell personal data. We share it only with the service providers we use to run Electrical Pilot, who act on our instructions under contracts that protect the data:
| Provider | What they do for us |
|---|---|
| Supabase | Database, user authentication and file storage |
| Vercel | Hosting the application |
| Stripe | Payment processing |
| OpenAI | AI features, including speech-to-text |
| Twilio | Text messages and the AI phone assistant |
| Resend | Delivering emails |
| Ideal Postcodes | Postcode address lookup |
| Google (Firebase) | Push notifications to your devices |
| Meta, Google Business Profile, Xero, QuickBooks, Sage | Only if you choose to connect your own account, to carry out the actions you ask for |
We may also share personal data with professional advisers (such as lawyers and accountants), with authorities where the law requires it, and with a buyer or successor if our business is sold or reorganised (who would have to protect it in line with this policy). Where a user applies to a distribution network operator (DNO) through the Service, for example to connect an EV charger, we pass the application to that network operator so it can process it. The application includes the customer's name, contact details and installation address. The network operator is a separate controller of that information and handles it under its own privacy terms.
Electrical Pilot does not use the WhatsApp Business Platform. If a user chooses WhatsApp, the Service opens a pre-filled message in the user's own WhatsApp app, where WhatsApp's own privacy terms apply.
7. International transfers
Some of our providers process personal data outside the UK, mainly in the United States. Where this happens we make sure there is a lawful safeguard in place, such as the UK International Data Transfer Agreement or Addendum, or the UK-US data bridge where the provider is certified under it. You can contact us for more information about these safeguards.
8. How long we keep personal data
| Data | How long |
|---|---|
| Account and business data | While your account is active. For 30 days after your account closes you may ask us for an export of your data. After that period we delete it from the live service within a further 30 days, and it drops out of our backups as those backups are overwritten on their normal cycle. Records we must keep by law are kept separately for the period the law requires. |
| Invoices, payments and financial records | 6 years after the end of the financial year they relate to, as required for UK tax purposes. |
| Technical logs | Up to 90 days, unless needed longer to investigate a security issue. Logs are not currently deleted automatically. |
| Support correspondence | 2 years after the enquiry is closed. |
| Marketing preferences | Until you opt out, and a record of the opt-out so we respect it. |
Full contents of emails and text messages sent through the Service, and phone assistant transcripts and summaries, are kept while the relevant customer record and job to which they relate remain in the Service. Full copies of DNO applications are kept for as long as needed to evidence the application and to meet any regulatory or warranty requirement, and are then deleted. Deletion is currently carried out manually. Automatic deletion is not yet in place and the retention periods stated above are the position Electrical Pilot is moving to before launch. Contractors control how long their own customers' data is kept in the Service and can delete records themselves.
9. How we keep personal data secure
We use appropriate technical and organisational measures, including encrypted connections, encrypted storage provided by our hosting providers, database-level controls that keep each company's data separate from every other company's, role-based access so staff members only see what they need, secure handling of passwords by our authentication provider, and limiting access by our own staff to what is needed to run and support the Service. No system is completely secure, but we work to protect your data and will tell you and the ICO about a personal data breach where the law requires.
10. Your rights
Under UK data protection law you have the right to:
- be informed about how your personal data is used (this policy);
- access a copy of your personal data;
- have inaccurate data corrected;
- have your data deleted in certain circumstances;
- restrict or object to certain uses, including direct marketing at any time;
- data portability (receive your data in a reusable format) in certain circumstances; and
- withdraw consent at any time where we rely on consent.
To exercise any of these rights, email admin@electricalpilot.co.uk. We will respond within one month. If your data is held by an electrician who uses Electrical Pilot (see section 2), please contact that electrician first; we will help them respond.
You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). We would appreciate the chance to put things right first.
11. Cookies and local storage
Electrical Pilot uses only the cookies and device storage that are strictly necessary for the Service to work, to keep you securely logged in, remember settings such as your login email and preferences, and save work on your device when you are offline until it can be uploaded. We do not use advertising or third-party analytics cookies.
12. Children
Electrical Pilot is a business service and is not intended for anyone under 18. We do not knowingly collect personal data from children for our own purposes.
13. Changes to this policy
We may update this policy from time to time. We will show the date it was last updated at the top and, for significant changes, tell account holders by email or in the Service.
14. Contact
Electrical Pilot Ltd, 3 Annie Senior Gardens, Bolton Upon Dearne, Rotherham, South Yorkshire, S63 8FL. Email: admin@electricalpilot.co.uk.