Privacy notice
How we handle personal data, for website visitors, customers and their guests.
This is a working draft, not finished legal advice. It must be reviewed by a solicitor and the company registered with the ICO before AirPilot processes real customer or guest data. Do not publish it as-is.
Who we are
AirPilot Ltd. Contact: hello@airpilot.co.uk.
Registered company number and address to be added here once the company is registered, as both are required on a published privacy notice.
Two different roles
This matters, because it determines who is responsible for what.
We are the data controller for people who visit this website, make an enquiry, or hold an account with us. We decide what to collect and why.
We are a data processor for your guests' data. When you connect your booking calendar, you remain the controller of your guests' information and we process it on your instructions, under the data processing agreement in our terms.
What we collect
When you enquire: your name, email, phone, company, property address, postcode, and the answers you give about your property and door, including any photo you choose to upload.
As a customer: billing details, property and device records, and support correspondence.
Guest data, on your behalf: guest name and contact details from the booking, stay dates, access credentials issued, and a log of entry times. We ask for no more than access requires.
Website analytics: aggregate, privacy-respecting usage statistics. We do not use advertising cookies or cross-site tracking.
Why we use it, and our lawful basis
- To respond to your enquiry and quote your job: legitimate interests, and steps prior to entering a contract.
- To provide the service: performance of a contract.
- To keep the system working (monitoring, alerts, support) legitimate interests.
- To meet legal and accounting obligations: legal obligation.
- To send marketing: consent, which you can withdraw at any time.
Access logs
Records of who opened a door and when are among the most sensitive data we hold. They exist because they protect you in a dispute. We keep them only as long as that purpose requires, and they are never sold, shared for marketing, or used for anything else. [Retention period to be confirmed. See our open questions.]
Who we share it with
Only the suppliers needed to run the service: hosting, email delivery, payment processing and the device platform behind our hardware, each under contract and only for that purpose. We do not sell personal data. Where a supplier processes data outside the UK, we rely on appropriate safeguards.
Your rights
Under UK GDPR you can request access to your data, ask for corrections, request erasure, object to or restrict processing, request portability, and withdraw consent. Email hello@airpilot.co.uk and we'll respond within one month.
If you're a guest of one of our customers, direct your request to the host or manager who let you the property, as they are the controller. Come to us and we will help route it.
You can complain to the Information Commissioner's Office at ico.org.uk.
Security
Data is encrypted in transit and at rest, access is limited to staff who need it, and credentials are never stored in a recoverable form where that can be avoided.
Last updated: 2026. We'll post any material change here and tell customers directly.