SalesCopilots ("we," "us," or "our") operates the website located at [SalesCopilots.com] (the "Site") and provides AI-driven prospecting services (collectively, the "Services"). We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Site and Services. By accessing or using our Site or Services, you ("User," "you," or "your") agree to the terms of this Privacy Policy. If you do not agree with any part of this Privacy Policy, you must not use the Site or Services.
1. Information We Collect
We may collect the following categories of information, which may be considered personal data under applicable law:
1.1 Information You Provide to Us
- Account Registration Information: When you create an account, we collect details such as your name, email address, phone number, and company name.
- Payment Information: If you purchase a subscription or other paid services, we may collect payment details (e.g., credit card number, billing address).
- Communications: When you contact us (e.g., via email, support tickets), we collect the content of your messages and any related information.
1.2 Information Collected Automatically
- Log Data: Our servers automatically record information when you visit or use our Site, such as your IP address, browser type, operating system, referring URLs, and pages viewed.
- Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your interactions with our Site. This helps us understand usage patterns, improve our Services, and personalize your experience.
1.3 Information from Third Parties
We may obtain information about you from third-party sources (e.g., business partners, data providers) where those third parties have the right to share such information with us. This may include lead lists, publicly available information, and demographic data.
1.4 AI Prospecting Data
Our AI prospecting tools may process publicly available or licensed third-party data to generate potential leads or business contacts. This data may include names, email addresses, job titles, and related professional information. We process this data to help our users identify and engage with potential customers.
2. How We Use Your Information
We may use your information for the following purposes:
2.1 To Provide and Maintain Our Services
Create and manage your account. Process payments and fulfill subscription services. Enable AI-driven prospecting and lead generation features.
2.2 To Improve, Personalize, and Develop Our Services
Analyze how you use our Site and Services to improve functionality and user experience. Conduct research and develop new products or features using product telemetry and aggregated or de-identified information. We do not use Google Workspace API data or private email content to train generalized AI models.
2.3 To Communicate with You
Respond to your inquiries, support requests, or feedback. Send you updates about our Services, promotions, or news, where permitted by law. Provide important information regarding changes to this Privacy Policy or our Terms of Service.
2.4 To Enforce Our Terms, Agreements, or Policies
Prevent, investigate, or address wrongdoing in connection with our Site or Services. Comply with legal obligations, protect our rights, and resolve disputes.
2.5 Other Purposes with Your Consent
We may use your personal information for other purposes not listed here with your explicit consent.
3. Google Workspace, Gmail, and Calendar Data
Connecting Gmail or Google Calendar is optional. We request the Google permissions needed for the features you select, present an in-context data-use disclosure, and ask for your affirmative consent before starting Google's authorization flow. A normal Gmail connection does not request Calendar access.
3.1 Google Data We Access
For connected Gmail features, we access your Google account email address and basic profile information, Gmail message and thread content and metadata on a read-only basis, and permission to send Gmail messages. We do not request permission to modify or delete messages in your Gmail account. If you separately connect Calendar, Nylas can read calendars and events, which may include titles, descriptions, times, locations, attendees, and meeting links. The Calendar preview displays only your primary calendar name and timezone and upcoming event titles and times. If you choose Add to calendar in Inbox, we separately request permission to manage Calendar events so we can create the event you review and confirm.
3.2 How We Use Google Data
We use Google data to connect your selected integrations; send emails you direct the Service to send; display email activity and history; detect replies, opens, link clicks, bounces, and expired connections; stop outreach after a reply; classify reply intent; and suggest a meeting when a reply contains sufficiently clear meeting details. Optional Calendar access supports an upcoming-events preview, events you explicitly review and confirm, and, when separately enabled, meeting recording and follow-up suggestions. Adding an Inbox meeting creates an entry in your own calendar by default. Attendees are added and invitations sent only if you select that option and confirm the reviewed addresses. The Calendar preview does not create events, send email, record meetings, or send event content to an AI model. We do not use Google data for advertising, sell it, or use it to train generalized AI models.
3.3 Service Providers
Nylas processes connected-mailbox and Calendar authorization and API requests on our behalf. For reply-intent classification, the relevant outbound message and inbound reply are sent through OpenRouter to an AI model provider. If a reply appears to concern a meeting, you can choose Prepare meeting details. We disclose the data use and ask for your affirmative consent before sending the relevant email content through OpenRouter to extract a proposed title, date, time, and timezone for your review. SalesCopilots suggests attendee addresses from the message headers. Prepared meeting details are stored encrypted so you can return after connecting Calendar; preparation does not create an event or send invitations. If you enable meeting recording, Nylas and its subprocessors process meeting audio, video, transcripts, summaries, and action items; Nylas identifies AssemblyAI for speech-to-text and Google Gemini for its Notetaker service. We send meeting action items and meeting time information through OpenRouter to structure follow-up suggestions. Our reply-classification, meeting-preparation, and meeting-follow-up AI requests require endpoints that deny data collection and meet OpenRouter's zero-data-retention policy. This routing restriction does not describe Nylas's storage or a separately connected AI client's settings.
3.4 AI Clients You Connect Through MCP
If you authorize an AI client to use SalesCopilots through the Model Context Protocol (MCP), the connection screen identifies that client and explains its requested access, including Inbox reads and approved email replies. Gmail messages and Google-derived content requested through these tools are returned to your selected client and may be processed by the AI service configured in that client. This transfer supports the tools you request. Use only clients and settings that prohibit using Google data to train or improve generalized AI models, review their privacy and retention settings, and approve the relevant tools before they access or send email. The client's own privacy and retention settings apply to copies it receives; SalesCopilots' OpenRouter routing restrictions do not control that client.
3.5 Storage, Retention, and Deletion
We store the mailbox connection, message activity needed by the Service, and authorization information while providing the connected-mailbox features. Authorization tokens, Nylas grant identifiers, webhook signing secrets, stored email addresses, subjects, and message bodies are encrypted at the application layer. Temporal workflow and activity payloads are also encrypted before being stored in workflow history. Disconnecting Gmail revokes the upstream Nylas grant, stops new Gmail access, and deletes the locally stored authorization token and webhook subscription. The disconnect screen lets you immediately delete stored email addresses, subjects, message bodies, prepared Calendar proposals, and stored identifiers of Calendar events created by the Service. Otherwise, this content and these identifiers are automatically removed after 12 months from the source email. We retain minimal non-content request fingerprints and outcome records to prevent duplicate Calendar events; non-content delivery and aggregate analytics may also be retained as described below. Upcoming Calendar preview results are fetched on demand, are not saved in our application database, and are returned with browser caching disabled. Nylas processes the underlying Calendar data under its applicable service terms and privacy policy. Meeting recordings and generated content, if enabled, are stored separately from this preview and follow the general retention provisions below and the applicable provider terms.
3.6 Google API Services User Data Policy
SalesCopilots' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4. Responsible Outreach, Unsubscribe, and Suppression
Users must accept our responsible sending policy before connecting a mailbox. They may send business outreach only where they have a lawful basis to contact the recipient, must not use harvested addresses or deceptive content, and must honor opt-out requests. Open-pixel and link-click tracking are disabled by default and must be explicitly enabled by an organization; reply detection remains enabled to prevent continued outreach after a response. Outbound Gmail messages include a visible unsubscribe link and one-click unsubscribe headers. When a recipient unsubscribes, sends a classified negative reply, or an address hard-bounces, we add a customer-specific suppression record, cancel pending scheduled messages, and block future automated sends to that address for that customer. Suppression records store a pseudonymous hash of the normalized address rather than the address itself. Database or suppression-check failures cause an automated send to fail closed rather than bypassing the block.
5. Legal Bases for Processing (EEA/UK Users)
If you are located in the European Economic Area (EEA) or the United Kingdom (UK), we process your personal information based on the following legal grounds:
5.1 Contract
Processing is necessary to perform a contract with you (e.g., providing the Services).
5.2 Legitimate Interests
We have a legitimate interest in providing and improving our Services, marketing to you (where permitted), and securing our operations.
5.3 Consent
Where required by law, we rely on your consent to process your personal information (e.g., for certain types of marketing).
8. Data Security
We implement appropriate administrative, technical, and physical safeguards to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Despite our efforts, no security measures are perfect or impenetrable. We cannot guarantee the absolute security of your personal information.
9. Data Retention
We retain your personal information only for as long as is necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we take steps to destroy or anonymize it.
10. Your Rights and Choices
Depending on your jurisdiction, you may have certain rights regarding your personal information:
10.1 Access and Correction
You may request access to or correction of your personal information.
10.2 Deletion
You may request that we delete your personal information, subject to certain exceptions (e.g., legal requirements).
10.3 Objection and Restriction
You may object to or request that we restrict certain processing activities.
10.4 Data Portability
You may request a copy of your personal information in a structured, machine-readable format.
10.5 Withdrawal of Consent
Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.
10.6 Exercising Your Rights
To exercise these rights, please contact us at Nick@salescopilots.com. We will respond to your request in accordance with applicable law. We may require verification of your identity before fulfilling your request.
11. International Data Transfers
SalesCopilots is based in the United States, and the information we collect may be transferred to, stored in, or processed in the United States or any other country where we or our service providers operate. By using our Site or Services, you acknowledge that your personal information may be transferred to and processed in countries other than your country of residence. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy, including entering into data processing agreements and, where applicable, using appropriate transfer mechanisms (e.g., Standard Contractual Clauses).
12. Children's Privacy
Our Services are not intended for use by individuals under the age of 18. We do not knowingly collect or solicit personal information from minors. If you become aware that a minor has provided us with personal information, please contact us at Nick@salescopilots.com, and we will take steps to remove such information and terminate the minor's account.
13. Third-Party Links
Our Site or Services may contain links to third-party websites, plug-ins, and applications. We do not control and are not responsible for the privacy practices of such third parties. When you leave our Site or Services, we encourage you to read the privacy policy of every site or service you visit.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time at our sole discretion. If we make material changes, we will notify you by updating the "Last Updated" date at the top of this page and, in some cases, we may provide additional notice (e.g., via email or a prominent notice on our Site). Your continued use of our Site or Services after any changes to this Privacy Policy indicates your acceptance of those changes.
15. Contact Us
If you have any questions, concerns, or comments about this Privacy Policy or our privacy practices, please contact us:
SalesCopilots
Attn: Nick, Co-Founder2306 Colony Drive
Newport Beach, CA 92660
Email: Nick@salescopilots.com