Privacy Policy

1. Introduction

RoyaltyPilot, Inc. ("RoyaltyPilot," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our royalty reporting service ("Service").

This Policy applies to information collected through our website, mobile applications, and related services. By using our Service, you consent to the data practices described in this Policy.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, company name, phone number
• Business Information: Company details, licensing agreements, business contacts
• Sales Data: Revenue reports, product sales data, transaction records you upload
• Payment Information: Billing address and payment method details (processed securely by third-party processors)
• Communication Data: Messages, feedback, and support requests

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the Service
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies and Tracking: Session information, preferences, and analytics data
• Log Data: Server logs including access times, pages viewed, and system activity

2.3 Information from Third Parties

• Authentication Services: Information from third-party login providers (Google, etc.)
• Integration Data: Data from connected e-commerce platforms (with your permission)
• Public Sources: Publicly available business information for verification purposes

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

• Processing and transforming your sales data into royalty reports
• Generating formatted reports for various licensors
• Providing customer support and technical assistance
• Maintaining and improving our Service functionality

3.2 Business Operations

• Processing payments and managing subscriptions
• Communicating about your account and service updates
• Analyzing usage patterns to improve our Service
• Ensuring security and preventing fraud

3.3 Legal and Compliance

• Complying with applicable laws and regulations
• Responding to legal requests and preventing illegal activities
• Enforcing our Terms of Service and protecting our rights
• Maintaining records for tax and accounting purposes

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information in these limited circumstances:

4.1 Service Providers

We work with trusted third-party providers who assist in delivering our Service:

• Cloud Infrastructure: Secure hosting and data storage
• Payment Processors: Handling billing and subscription management
• Analytics Providers: Understanding usage patterns (anonymized data only)
• Authentication Services: Secure login and account management

4.2 Legal Requirements

• When required by law, court order, or government request
• To protect our rights, property, or safety, or that of our users
• To investigate fraud, security issues, or Terms of Service violations
• In connection with legal proceedings or disputes

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections outlined in this Policy.

5. Data Security and Protection

We implement comprehensive security measures to protect your information:

• Encryption: Data encrypted in transit and at rest using industry-standard protocols
• Access Controls: Limited access to personal data on a need-to-know basis
• Regular Audits: Ongoing security assessments and vulnerability testing
• Secure Infrastructure: Hosting with enterprise-grade security providers
• Employee Training: Regular privacy and security training for all staff

6. Data Retention

We retain your information for the following periods:

• Account Data: While your account is active and for up to 3 years after closure
• Sales Data: Up to 7 years for tax and legal compliance purposes
• Usage Data: Up to 2 years for analytics and service improvement
• Communication Data: Up to 3 years for support and legal purposes

We may retain certain information longer if required by law or for legitimate business purposes. When data is no longer needed, we securely delete or anonymize it.

7. Your Rights and Choices

7.1 Account Management

• Access: View and update your account information through your dashboard
• Correction: Correct inaccurate or incomplete personal information
• Deletion: Request deletion of your account and associated data
• Data Portability: Export your data in a commonly used format

7.2 Communication Preferences

• Opt out of marketing communications (service-related communications will continue)
• Choose notification preferences for account and service updates
• Control cookie preferences through your browser settings

8. California Consumer Privacy Act (CCPA) Rights

California residents have additional rights under the CCPA. In the past 12 months, we have collected the categories of personal information listed in Section 2 of this Policy.

8.1 Your CCPA Rights

• Right to Know: Request information about what personal data we collect, use, and share
• Right to Delete: Request deletion of your personal information (with certain exceptions)
• Right to Opt-Out: We do not sell personal information, so no opt-out is necessary
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

8.2 How to Exercise Your Rights

To exercise your CCPA rights, contact us at:

• Email: privacy@royaltypilot.com
• Subject Line: "CCPA Request"
• Include: Your name, email address, and specific request

We will respond within 45 days and may request additional information to verify your identity. You may use an authorized agent to make requests on your behalf.

8.3 Categories of Information and Business Purposes

9. International Users

Our Service is operated from the United States. If you are accessing the Service from outside the US, your information may be transferred to, stored, and processed in the US. By using our Service, you consent to this transfer and processing.

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will promptly delete such information.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your login status and preferences
• Analyze usage patterns and improve our Service
• Provide personalized features and content
• Ensure security and prevent fraud

You can control cookies through your browser settings, though some features may not function properly if cookies are disabled.

12. Third-Party Links and Services

Our Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those external sites or services. We encourage you to review the privacy policies of any third-party services you use.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by:

• Posting the updated Policy on our website
• Sending email notification to registered users
• Providing in-app notifications

Your continued use of the Service after the effective date constitutes acceptance of the updated Policy.

14. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

15. Effective Date

This Privacy Policy is effective as of 9/5/2025 and replaces any prior versions.