Privacy Policy

01 Who we are

ReplyPilot is an appointment-setting service for commercial cleaning companies, operated as a sole proprietorship by Mustapha Naia. For the purposes of applicable data protection law, ReplyPilot is the data controller responsible for the personal data described in this policy.

02 What data we collect

We collect a limited set of business contact information relating to organisations and the professional roles within them. This typically includes:

• Contact name and professional job title
• Business email address
• Company or organisation name
• Company website and publicly listed business details

This information is gathered from publicly available sources, such as Google Maps, company websites, and business directories. We do not knowingly collect special category data, and our outreach is directed at businesses and professionals in a business capacity, not at consumers in a personal capacity.

03 Legal basis for processing

United Kingdom & EU

We process business contact data on the basis of our legitimate interests under Article 6(1)(f) of the UK GDPR — namely, contacting relevant businesses to offer a service that is likely to be of professional interest to them. We have assessed that this processing is proportionate, is limited to business contacts, and does not override the rights and freedoms of the individuals concerned. You have the right to object to this processing at any time (see Section 6).

United States

Our email outreach is conducted in accordance with the CAN-SPAM Act. This means our messages identify who we are, use accurate sender and subject information, include a valid physical postal address, and provide a clear and functioning way to opt out of further messages.

04 How we use your data

We use the business contact information we collect for two purposes:

• Acquisition: to contact commercial cleaning companies about our appointment-setting service, and to follow up where appropriate.
• Delivery: on behalf of our clients, to contact property managers, facility managers, and other relevant businesses in order to book qualified walkthroughs and appointments.

We do not sell personal data, and we do not use it for any purpose incompatible with those described above.

05 Data retention

We retain prospect data only for as long as it remains relevant to the outreach purposes described above. Where a contact opts out, or where their data is no longer relevant, the data is removed from our active systems. Contacts who unsubscribe are added to a permanent suppression list so that they are not contacted again (see Section 7).

06 Your rights

Under the UK GDPR and equivalent data protection laws, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Erasure — request that we delete your personal data.
• Object — object to our processing of your data for outreach based on legitimate interests.
• Rectification — ask us to correct inaccurate or incomplete data.

You can opt out at any time by replying "unsubscribe" to any of our emails, or by emailing hello@replypilot.tech. We will action opt-out and erasure requests promptly, and your details will be removed without undue delay. You also have the right to lodge a complaint with a relevant supervisory authority, such as the UK Information Commissioner's Office (ICO).

07 Suppression & unsubscribes

When you unsubscribe, we honour that request permanently and across all campaigns. Your contact details are retained on a suppression list solely to ensure you are not contacted again. We do not use suppression-list data for any other purpose.

08 Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this page periodically.