Privacy Policy

Effective date: May 15, 2026  ·  Pile Pilot LLC

1. Who We Are

PilePilot is a bookkeeping and tax-planning software tool developed and operated by Pile Pilot LLC ("we," "us," or "our"). Our contact email is support@pilepilot.com.

2. What Data We Collect

PilePilot collects only what is necessary to operate the software:

• Email address — used solely to send your magic sign-in link and, where applicable, to identify your account within the application.
• Business profile information — business name, entity type, filing status, and financial figures you enter directly into the app. This data is stored in your private account, isolated from other customers.
• Transaction data — bank transactions you upload via CSV, Plaid, or manual entry. This data is stored in your private account on our hosted infrastructure, isolated from other customers, and encrypted in transit.
• Beta feedback — if you voluntarily submit feedback through the in-app feedback widget, we receive the text of your feedback, a rating, and basic metadata (page URL, browser viewport size, timestamp).
• Error & usage logs — we collect application error reports and basic operational logs (via our error-monitoring provider) to keep the service reliable. These are scoped to diagnostics and exclude your raw financial records.

3. What We Do Not Collect

• We do not store Social Security Numbers, EINs, or government-issued ID numbers. If you use the tax-return import, the uploaded return is processed only to read income and tax totals and is then deleted — the SSNs and ID numbers on it are never saved.
• We do not store credit card or bank account numbers. (Card payments are handled by Stripe; any account numbers on an imported tax return are deleted with the file after processing.)
• We do not track your browsing behavior outside of PilePilot.
• We use only essential cookies for sign-in and session management. We do not use advertising cookies, and we do not sell tracking data.
• We do not sell or rent your personal information to any third party.

4. How We Use Your Data

• Authentication: Your email address is used to generate a one-time magic sign-in link via Resend (resend.com). Resend processes the email delivery on our behalf and is subject to their own privacy policy.
• AI processing: Transaction lines, receipts, bank statements, and tax-return uploads may be sent to Anthropic's Claude API when you ask PilePilot to categorize, extract, or summarize them. Anthropic's data handling policies apply to this processing. We send only what is needed for the requested feature and store the structured result in your account.
• Optional Plaid integration: If you connect a bank account via Plaid, Plaid's privacy policy governs their handling of your banking credentials. We receive only transaction data from Plaid; we do not receive or store your banking credentials.
• Service improvement: Voluntary beta feedback is used to improve the product. We may quote anonymized feedback internally.

5. Where Your Data Lives

PilePilot is a hosted service. Your data is handled as follows:

• Your client data, transaction records, and financial files are stored in a private, per-account workspace on our hosted infrastructure, isolated from other customers.
• Data is encrypted in transit and stored on durable, redundant hosted infrastructure.
• You retain ownership of your data at all times — export it in open formats whenever you want.
• Deleting a workspace, or deleting your account, permanently removes that data from active systems.

6. Third-Party Services

PilePilot integrates with the following third-party services, each governed by their own privacy policies:

• Anthropic (Claude API) — AI categorization, OCR/extraction, and document summarization. Privacy Policy
• Resend — Transactional email delivery. Privacy Policy
• Plaid (optional) — Bank account connectivity. Privacy Policy
• Stripe (optional) — Payment processing for paid software plans and assisted self-prep workflows. Privacy Policy

7. Data Security

We protect your data with encryption in transit, per-account isolation, least-privilege access controls, error monitoring, durable hosted storage, and anytime data export. Because sign-in uses a one-time email link, your account security also depends on the security of your email — we recommend:

• Securing your email account with a strong password and two-factor authentication.
• Not forwarding your sign-in links to anyone.
• Signing out on shared devices.

API keys (Anthropic, Stripe, Resend) are stored as server environment variables, never in code and never alongside your data.

8. Your Rights

You have full control over your data:

• Access & portability: Export any workspace at any time in open JSON and CSV formats. No proprietary lock-in.
• Deletion: Delete a workspace in-app, or email us to delete your entire account and its data.
• Requests: For access, correction, or deletion requests (including GDPR/CCPA), contact us and we will honor them.

To request deletion of your email address from our authentication records, contact us at support@pilepilot.com.

9. Children's Privacy

PilePilot is intended for use by business owners and accounting professionals. We do not knowingly collect information from individuals under 18 years of age.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via the in-app notice. Continued use of PilePilot after a policy update constitutes acceptance of the revised policy.

11. Contact

Questions about this policy? Contact us at:
Pile Pilot LLC
Email: support@pilepilot.com