Our Privacy Policy
Our Privacy Policy outlines how we collect, use, and protect your personal information. Your privacy and security are our priorities.
Last Updated on December, 10, 2025
Policy Document
Session Pilot (“Software”), owned and operated by the Provider (“we,” “us,” “our”), is designed as a privacy-first transcription and meeting-notes application. This Privacy Policy explains how we process, store, and protect personal data when the Client (“you”, “your”) uses Session Pilot during the pilot or subscription period.
By installing or using the Software, you agree to the practices described in this Privacy Policy.
Scope of This Privacy Policy
We may use the information we collect from you for various purposes, including:
This Privacy Policy applies to:
The Session Pilot desktop / Mobile application,
Local-only processing performed by the Software, and
Limited metadata processed for license verification or support.
Data Security
2.1 Locally Processed Data (Not Transmitted to Provider)
Session Pilot performs transcription and summarisation locally on the Client’s device unless explicitly configured otherwise. The following categories of data may be processed locally:
Audio recordings (user-provided)
Transcriptions and summaries generated by the Software
Meeting metadata such as timestamps, meeting titles, speaker labels, or user-assigned tags
This information never leaves the Client’s device unless the Client manually exports or transmits it.
2.2 Technical and Diagnostic Information (Limited)
To verify license validity and ensure correct functioning, the Software may collect:
Device ID or hash
OS version
Software version
License key validation data
Basic crash logs or error reports
This information is strictly minimal and is not linked to any meeting content or audio data.
2.3 Information You Provide Voluntarily
Examples include:
Contact details provided when creating an account,
Feedback shared during support interactions,
Optional configuration settings.
How We Use Your Data
We use collected information solely for the following purposes:
License validation
Security and fraud prevention
Technical troubleshooting and product support
Improving stability and performance of the Software
Compliance with applicable laws
We do not access, collect, store, or process any audio, transcription, or meeting content unless you explicitly choose to share it with us for support purposes.
4. Local Storage and Handling of Audio Data
All audio files and generated transcriptions remain fully stored on your device or your organisation's on-premise system.
We have no access to your recordings.
The Provider does not create backups, cloud copies, or external transfers of your meeting content.
You retain full control and responsibility over:
Storage location,
Retention period,
Deletion of files,
Compliance with internal governance and legal requirements.
5. No Third-Party Sharing
We do not sell, rent, or share any personal data with third parties.
We do not use third-party analytics tools that process your content.
The only scenarios where data may be shared:
Legal Compliance – If required by law, court order, or regulatory authority.
Support Requests – If the Client voluntarily shares logs or files for troubleshooting.
No meeting content is ever collected or shared automatically.
6. Security Measures
We implement appropriate technical and organisational measures to protect License, metadata, and system information, including:
Encryption in transit for license validation,
Integrity checks,
Access controls,
Secure update mechanisms.
The Provider is not responsible for security risks on the Client’s own devices, networks, or storage systems.
7. Data Retention
7.1 Client Data
Meeting content and transcripts: retained entirely at the discretion of the Client on their local systems.
The Provider does not retain or back up such content.
7.2 License and Technical Data
Maintained only for as long as reasonably necessary for licensing, compliance, and support.
Deleted or anonymised when no longer required.
8. Your Rights
Depending on jurisdiction (including GDPR), you may have rights including:
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Because the Provider does not store meeting data, most rights apply only to:
Account information,
Support data,
Licensing information.
Requests can be made to: abhishek.m@sessionpilot.ai (Provider contact email).
9. Children’s Privacy
The Software is not intended for use by individuals under 16 years of age.
We do not knowingly collect personal data from minors.
10. International Data Processing
Any server-side validation or support requests may be processed in the Provider’s operational region, which may be outside the Client’s jurisdiction.
Such processing:
Is minimal,
Does not involve meeting content,
Complies with applicable data protection regulations.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically.
Material changes will be communicated through:
Updated documentation,
Software notifications, or
Direct email to registered clients.
Continued use of the Software after changes constitutes acceptance.