Your data, in plain English
Last updated 27 October 2026
- To check your website we need its address. To send your free report we need your first name and email. That's it.
- We use your email to send the report you asked for and your login emails (a link to set your password, and 6-digit codes). No marketing emails.
- We never sell your personal data. We turn scan results into anonymous statistics, which may be shared or sold. They never name you or your website.
- No tracking cookies. No advertising. No analytics.
- Ask us to see, fix or delete your data at support@aiwebpilot.com. We answer within one month.
Who we are
AI Web Pilot runs the free AI visibility checker at check.aiwebpilot.com, this website, and your dashboard.
Your dashboard opens at app.aiwebpilot.com. It runs on the client dashboard of Red Rocket Growth, our partner agency, which AI Web Pilot uses to show you your results. Your dashboard data is AI Web Pilot's, held under this policy.
AI Web Pilot is an Australian business. Its details are in our legal notice. Our customers are everywhere, so we follow the strictest rules there are, the EU's General Data Protection Regulation (GDPR), for everyone, wherever you live.
AI Web Pilot It is the "controller" of your personal data: it decides why and how your data is used.
Write to us about anything on this page at support@aiwebpilot.com. We are a small business, so we have no data protection officer. The law does not require one for what we do. You deal with us directly.
What we collect
When you check your website
- Your website's address and the kind of business it is (you choose from a list).
- What our scanner reads on your public web pages. It reads up to 25 pages of your site, plus the standard files that tell search engines about it, like a search engine does. It keeps what it finds for the 45 signals: your business name, address and phone number if your pages show them, author names on articles, page titles, and links to your social profiles.
Those details come from your own public website. If they name a person, such as an author, we hold them only as part of your scan.
When you ask for your free report
- Your first name and email address. We need both to send the report.
- A private link to your report, and a one-time link to set your password, sent in the report email.
- The date and time you asked.
- That you ticked the box agreeing to our emails, when, and the words next to it.
- Each scan of your website, with its date.
When you log in to your dashboard
- Anything you choose to add on the login page: your niche, your dream client, two competitors, your location and your social handles. All of it is optional.
- A login cookie that keeps you signed in. See our cookies policy.
- Your password, stored only in scrambled form.
- The 6-digit codes we email you to log in, stored only in scrambled form; each works for 10 minutes.
- A record of each login: when, whether it worked, and which account. Not your internet address.
When you email us
- Your email address, your name if you give it, and what you write.
When you open a link in our emails
- Our email system (HighLevel, sending through Mailgun) records that you clicked a link in an email we sent you.
When you visit our pages
- Our hosting providers' servers see your internet (IP) address, your browser type and the page you asked for. That is how web pages reach you.
- The checker uses your internet address, in its working memory only, to stop more than 10 checks a minute from one connection. It is never saved.
We don't ask for payment details, and we don't collect sensitive data such as health or religion. Please don't send us any.
Why we use it, and the legal basis
The law lets us use personal data only for a clear reason, called a legal basis. Here is ours for each use.
| What we do | Data used | Legal basis |
|---|---|---|
| Scan your website and show your score | Website address, business type, what the scan reads | Providing the service you asked for (contract); for people named on your pages, our legitimate interest in scoring the site you asked us to check |
| Send your free report and your login emails | First name, email, website, scan, your report link and login links | Providing the service you asked for (contract) |
| Run your dashboard | Your scan, what you add at login, your login | Providing the service you asked for (contract) |
| Emails about AI visibility and our services | First name, email | Not sent today. Later, only with your consent, given by an optional tick box |
| See whether the report email's links were clicked | The click, the date, your email | Our legitimate interest in knowing the report reached you |
| Answer your messages | Your email and what you write | Our legitimate interest in replying, or the contract |
| Turn scans into anonymous statistics | Your scan's scores, business type, niche and region | Our legitimate interest in improving the checker and comparing scores |
| Keep the service safe: limit abuse, keep backups, fix faults | Internet address (memory only), server logs, backup copies | Our legitimate interest in a secure, working service |
| Done-for-you work you buy (see below) | What the work needs: your scan, website and contact details | The contract for that work |
| Keep records the law requires, answer the authorities | What the law names, such as invoices | Legal obligation |
A "legitimate interest" is a reason a business has for using data that the law accepts when it doesn't override your rights. Where we rely on one, we have weighed it against your rights. You can object to it at any time (see your rights).
What you must give, and what is optional. We need your website address to check it, and your first name and email to send the report. Without them we can't send it. Everything on the login page is optional.
Automatic scoring. Your score is worked out automatically from what the scanner finds. It is a measure of your website, not a decision about you, and it has no legal or similar effect on you.
Our emails, and how to stop them
Today the checker asks you to tick a box agreeing to our emails before it sends your free report. Because that box can't be skipped, we don't treat it as your consent. So we send you only the report you asked for and the emails you need to log in, and no marketing emails.
We'll start other emails, such as tips on AI visibility, only once the box is optional and your choice is recorded, and only to people who tick it.
Our email system records when you click a link in our emails. We use that only to see that the report reached you.
You can say no at any time, free. Reply to any of our emails with "unsubscribe", or write to support@aiwebpilot.com. We stop within 5 working days. Every email we send says who it is from.
When you unsubscribe, we mark your email address "do not email" in our email system, so we never email you again by mistake.
Anonymous statistics
Each scan adds to a pool of statistics. The pool holds totals and averages, such as the average score of home-service businesses in Australia this month. It never holds a name, an email address or a website address. To keep the totals right when you check again, we keep a separate note of which group your website counts in. That note sits with your free-report request and is deleted with it.
We use it to improve the checker, and later to compare your score with businesses like yours. We may also share or sell these anonymous statistics. We only ever release a figure built from at least five websites, so no single business can be picked out. Before we share or sell any statistics, a lawyer checks they are truly anonymous.
We never sell your personal data: not your email, your name, your website or your scan.
AI
The checker itself uses no AI model. It reads your pages and scores them with a fixed formula, the same way every time.
We use Claude, an AI assistant made by Anthropic, to help us build and run AI Web Pilot. While it works on our systems it can see what they hold, such as your free-report request, for example when we check that something works. We don't use your data to train any AI.
Who we share it with
We use a few trusted suppliers to run the service. Railway, HighLevel, Mailgun, Cloudflare, Bluehost and Anthropic handle your data only for us. We are putting data-processing agreements in place with each of them. Cloudflare also runs the bot check on our checker's forms: your browser loads it from Cloudflare, which sees your internet address.
| Supplier | What it does for us | Where |
|---|---|---|
| Railway | Runs the checker and the dashboard, and stores their data | United States |
| HighLevel (GoHighLevel) | Sends our emails, keeps our email list, receives mail sent to support@aiwebpilot.com | United States |
| Mailgun | Carries our emails for HighLevel | United States |
| Cloudflare | Stores our encrypted backup copies | European Union |
| Bluehost | Hosts this website, aiwebpilot.com, and passes on mail sent to support@aiwebpilot.com | United States |
| Cloudflare Turnstile | The bot check on the checker's forms (scan, report request, login, "send me a link"); it sees your internet address when those pages load | Worldwide network |
| Anthropic | Claude, which helps us build and run the service (see AI) | United States |
Red Rocket Growth. AI Web Pilot's done-for-you services are delivered by Red Rocket Growth, our partner agency, also in Australia. If you buy from it, or ask us to introduce you, we pass it what the work needs: your name, email, website and scan. We pass nothing to Red Rocket Growth unless you ask.
We may also share data when the law requires it, or with a buyer if the AI Web Pilot business is ever sold as a going concern. That buyer would have to keep these promises. We never sell your personal data on its own.
Where in the world your data goes
We are in Australia, and our suppliers are in the United States and the European Union. Wherever your data goes, we hold it to the same GDPR standard, and our suppliers work under protections the EU recognises:
- United States: under the EU–US Data Privacy Framework where the supplier is certified, or the European Commission's standard contractual clauses. We are putting these in place with each supplier.
- Australia: Australia has no EU "adequacy" decision, so we apply the GDPR's rules to your data ourselves, and Red Rocket Growth handles what we pass it under the same rules.
Write to us for a copy of the safeguards that apply to your data.
How long we keep it
- Your free report and scan: 2 years after your newest scan. Then we delete your name, email and scan.
- Your dashboard: while you use it, and 2 years after your last login.
- The "do not email" list: your email address, for 3 years after you unsubscribe.
- Emails you send us: 2 years after the last one.
- Done-for-you work: for the work, and 3 years after it ends. Red Rocket Growth keeps what it receives under its own policy.
- Server logs: the short period each hosting provider sets.
- Backup copies: encrypted backups at Cloudflare (EU), kept 30 days, then deleted automatically.
- Anonymous statistics: with no time limit, because they no longer identify anyone.
Our data policy has the full table, and how deletion works.
Your rights
You can ask us to:
- see the personal data we hold about you, and get a copy;
- correct it if it is wrong;
- delete it;
- limit how we use it while a question is sorted out;
- take it with you, in a common file format;
- object to a use based on our legitimate interest, such as the anonymous statistics;
- stop our marketing emails, at any time, with no reason needed;
- withdraw your consent, as easily as you gave it. What we did before stays lawful.
Email support@aiwebpilot.com from the address we hold. We may ask a question to check it is you. We answer within one month, free of charge.
When you ask us to delete your data, we do it by hand and confirm when it's done. The checker deletes free-report requests and accounts automatically at the end of their keeping period. Dashboard data is still deleted by hand; nothing is due before June 2028. Our first free-report request dates from June 2026.
Complaints
If you're unhappy with how we handle your data, tell us first at support@aiwebpilot.com. We acknowledge every complaint within 30 days and answer it as quickly as we can.
You can also complain to the data protection authority where you live: in the EU, your country's authority (for example the CNIL in France, cnil.fr); in the UK, the ICO (ico.org.uk); in Australia, the Office of the Australian Information Commissioner (oaic.gov.au).
The rest
Security. Your data travels encrypted (HTTPS), backups are encrypted, your password and the codes we email you are stored only in scrambled form, and only the owner of AI Web Pilot can reach the stored data. Read more in our data policy.
Children. AI Web Pilot is for businesses. It is not for anyone under 18.
Cookies. See our cookies policy.
Changes. When we change this policy, we update the date at the top. If a change affects how we use data you have already given us, we email you before it applies.