RolePilot Privacy Policy

This Privacy Policy explains how RolePilot collects, uses, stores, discloses, and protects personal information when you use the RolePilot website at https://rolepilot.io, create an account, connect third-party platforms, communicate with us, or otherwise interact with the RolePilot service.

This Policy applies to information we collect directly from you, automatically through your use of the service, and through authorized interactions with connected services or service providers acting on our behalf.

We may collect account and identity information such as your name, email address, login credentials, subscription status, profile settings, and account preferences.

We may collect professional and profile information you choose to provide, including stage name, union status, location preferences, acting details, special skills, media references, notes, saved search choices, and related workflow settings.

If you connect third-party casting or entertainment platforms, we may collect and store the credentials, account identifiers, saved search preferences, sync history, role data, submission-related metadata, and related platform information necessary to provide the service.

We may collect usage and technical data such as browser type, device information, IP address, approximate location based on IP, timestamps, pages viewed, interactions, diagnostics, log data, and other information reasonably necessary for service operation, security, and troubleshooting.

If you contact us, we may collect the contents of your messages, support requests, feedback, attachments, and related communication records.

If you use Kairo or other in-product AI chat features, we may collect and store the prompts, replies, prior conversation context, account identifiers, subscription tier, device or browser metadata, IP address, timestamps, and related monitoring or safety signals associated with those interactions.

We use personal information to provide, operate, maintain, secure, and improve RolePilot, including authenticating users, managing accounts, supporting connected-platform workflows, syncing data, enabling role filtering, generating or storing settings, and supporting submission-related features.

We use personal information to communicate with you about service use, security matters, account issues, support requests, billing, product changes, and legal or compliance matters.

We use information to detect, prevent, investigate, and address fraud, abuse, unauthorized access, security incidents, technical problems, and violations of our Terms.

We may use information in aggregated or de-identified form for analytics, service improvement, product planning, performance analysis, and operational reporting, provided that such information is not reasonably used to identify you.

We may review and monitor AI chat interactions for moderation, model and prompt evaluation, incident response, support, workflow debugging, quality control, abuse detection, and compliance with our legal obligations and Terms of Service.

Where applicable, we process personal information because it is necessary to perform our contract with you, because it is necessary for our legitimate interests in operating and securing the service, because you have provided consent, or because processing is required to comply with legal obligations.

You may choose not to provide certain information, but some features may not function without it, including account creation, billing, connected-platform access, and certain sync or automation functions.

We may share personal information with service providers and infrastructure vendors that help us host, secure, support, operate, or improve RolePilot, such as cloud hosting providers, database providers, authentication providers, payment processors, customer support tools, or transactional communications providers.

We may disclose information when reasonably necessary to comply with law, regulation, court order, subpoena, lawful request, or legal process, or to protect the rights, safety, property, users, or integrity of RolePilot and others.

We may disclose information in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to customary confidentiality and legal protections.

We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising through the RolePilot marketing site based on the information currently known to us as of the effective date of this Policy.

RolePilot may process login credentials or related authentication materials for connected third-party services at your direction. We use those credentials only to provide the requested functionality and not to take actions beyond the scope of the service features you enable.

We use technical and organizational safeguards designed to protect connected account credentials and sensitive workflow information, including encryption and access controls appropriate to the nature of the data.

Even with reasonable safeguards, no system can be guaranteed to be completely secure. You should use strong passwords, protect your own devices, and notify us promptly if you suspect account compromise.

We and our service providers may use cookies, local storage, session tokens, log files, and similar technologies to keep you signed in, remember settings, maintain security, measure performance, and support core product functionality.

You may be able to control some cookies through your browser or device settings. However, disabling certain technologies may impair essential parts of the service.

We retain personal information for as long as reasonably necessary to provide the service, maintain your account, comply with our legal obligations, resolve disputes, enforce agreements, and protect the integrity and security of RolePilot.

Retention periods may vary depending on the type of information, the purpose for which it was collected, technical needs, account status, and legal or compliance requirements.

Chat logs, monitoring records, security logs, and moderation data may be retained for longer periods where reasonably necessary for fraud prevention, abuse investigation, legal compliance, dispute resolution, service integrity, or enforcement of our Terms.

Depending on where you live, you may have the right to request access to personal information we hold about you, request deletion, request correction, request portability, or object to or limit certain processing, subject to applicable exceptions.

You may also request to close your account or disconnect third-party services. Some information may be retained where legally required or reasonably necessary for security, billing, fraud prevention, dispute resolution, or compliance purposes.

To make a privacy request, contact us through our support channels or by email at hello@rolepilot.io. We may take reasonable steps to verify your identity before fulfilling a request.

If you are a California resident, California law may provide you with rights to know, delete, correct, and obtain information about categories of personal information collected, sources, purposes, and disclosures, subject to applicable exceptions.

We collect the categories of information described in this Policy for the business and commercial purposes described above. We may disclose those categories to service providers and contractors that assist with infrastructure, hosting, authentication, support, billing, communications, product operations, and security.

We do not knowingly sell personal information for monetary value. We do not knowingly share personal information for cross-context behavioral advertising as part of the RolePilot service experience as described in this Policy.

RolePilot is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the service. If we learn that we collected personal information from a child under 13 without legally valid authorization, we will take reasonable steps to delete it.

RolePilot is operated from the United States. If you access the service from another jurisdiction, you understand that your information may be transferred to, stored in, and processed in the United States and other locations where our service providers operate, subject to applicable legal safeguards.

We use safeguards designed to protect personal information against unauthorized access, destruction, loss, alteration, or disclosure. Those measures may include encryption, authentication controls, access limitations, environment separation, and monitoring appropriate to the type of information and risk presented.

Because no system is completely secure, we cannot guarantee absolute security. You are responsible for safeguarding your own account credentials and notifying us promptly of any suspected unauthorized use.

We may update this Privacy Policy from time to time. If we make material changes, we may provide notice through the website, the application, or by email when appropriate. The "Effective date" and "Last updated" dates above reflect the current version.

Your continued use of the service after changes become effective means the revised Policy will apply to your future use of RolePilot.

Questions or requests about this Privacy Policy may be sent through our support channels or by email to hello@rolepilot.io.

This Privacy Policy applies to RolePilot services offered through https://rolepilot.io and product experiences that link to this Policy.