This notice covers the ExhibitPilot website, app and support communications. “ExhibitPilot,” “we,” and “us” refer to the business operating under the ExhibitPilot brand.
Information we receive
Account information includes your name, email address, sign-in identifier, organization membership and permissions. We use Auth0 for sign-in. If you sign in through Google or another supported identity provider, that provider also handles information under its own privacy practices.
Organizations can enter event plans, budgets, expenses, people and business-contact details, phone numbers, travel reservations, team agendas, tasks, assets, shipments, files and other planning records. Custom fields can contain additional information chosen by your organization. Only submit information you are authorized to share. Do not upload passwords, full payment-card details or unnecessary sensitive personal information.
Support information includes your messages, ticket details, responses and attachments. Email inquiries include the sender’s address and any content supplied. Operational information can include IP addresses, browser information, request times, session information, and security or error records processed by us or our providers.
How we use information
We use information to authenticate users, apply organization permissions, store and display planning records, provide requested integrations, manage subscriptions, send invitations and support updates, respond to requests, and protect and troubleshoot the service. Sending an inquiry does not by itself enroll you in a marketing mailing list.
We use Google Analytics to understand website use, account signups and subscription activity, and Google Tag Manager to manage analytics tags. Analytics data can include page views, browser and device information, pseudonymous browser identifiers, subscription plans, transaction references and payment amounts. Analytics cookies and similar browser storage help connect these activities.
Organization access
Your organization controls the records it enters and the access it grants. Owners, administrators and other authorized users may view or manage information according to their permissions. Information shared through an export, downloaded report or external integration is also handled by its recipient. Contact your organization’s administrator about its own data practices.
Service providers and integrations
Cloudflare provides hosting, database, file storage and security services. Auth0 provides authentication. Resend delivers application emails, including invitations and support updates. Google processes email sent to our published Gmail address. These providers process information needed for their respective services.
Stripe processes subscription payments and billing information. ExhibitPilot handles subscription status and billing references; full payment-card details are entered through Stripe’s hosted payment tools rather than stored in ExhibitPilot’s planning records.
If an authorized user connects HubSpot, ExhibitPilot processes connection credentials and the contact, deal or event information needed for the enabled features. Information may be imported or sent to HubSpot according to the integration settings and actions taken by authorized users. HubSpot’s privacy practices also apply.
Authorized personnel may access information as needed for support, operations and security. We may disclose information when legally required or reasonably necessary to investigate abuse, protect rights or address security incidents.
Cookies and browser features
The app uses session cookies for sign-in and security. Authentication and infrastructure providers may use additional cookies or similar technologies. Blocking them may prevent login or other functions from working. The public marketing site currently uses email links for inquiries and does not accept payments itself.
The optional budget worksheet runs in your browser. The amounts you enter are not submitted to ExhibitPilot by that worksheet. Demonstration videos and screenshots show examples rather than access to another organization’s workspace.
Retention and deletion
We retain information as needed to provide the service, respond to requests, maintain relevant business records, protect security and meet legal obligations. Canceling a subscription does not automatically delete organization data. Deleted information may remain in backups until those backups expire and in records we must retain for legal or security reasons.
Contact exhibitpilot@gmail.com to ask about access, correction, available exports or deletion. We may verify your identity and authority before acting. For records managed by an organization, we may need to coordinate with its authorized administrator. Your rights and any exceptions depend on applicable law.
Processing locations and security
Our providers may process information in the United States and other countries where they operate. We use HTTPS, authentication and access controls to help protect information. No system can guarantee complete security. Report suspected unauthorized access to our support address.
Changes and contact
We may update this notice as the service or its practices change and will provide additional notice where required. The date above identifies the latest update. For privacy questions, email exhibitpilot@gmail.com.