Privacy Policy

LeadPilot Enterprise is operated by Calendarharvest ("we", "us", or "our"). We run done-with-you outbound pipeline campaigns for businesses. This policy explains how we collect, use, store, and protect personal data when you visit calendarharvest.com, use the LeadPilot dashboard, or engage us to run outreach on your behalf. It also covers the data we process about the prospects we contact for our clients.

When you become a client we collect account data: your name, email address, company name, and the details you share about your business and ideal client profile. As you use the dashboard we keep technical and security data: for each signed-in session, the IP address and the browser and device description your browser sends; a log of sign-ins, refused attempts, data exports, deletions and other security-relevant account changes; the country and VPN check made on the IP address you sign up or sign in from; how much AI processing your account uses, so plan limits can be applied; your progress through the in-app tutorials; and, in the mobile app, a push-notification token for your device. Our servers' request logs record the time, IP address and address requested for each request, for operation and security. We do not use analytics or tracking tools to record which pages you view or how you move through the dashboard.

To run campaigns we collect prospect data on behalf of our clients. This includes publicly available LinkedIn profile information, professional email addresses, job titles, company details, and public posts and activity used to personalise outreach. For this data, our client decides who is targeted and why, and we process it on their instructions.

Payment data is processed by Stripe. We receive confirmation of payment and limited billing details, but we never see or store your full card number. Finally, we keep communication data: the emails and LinkedIn messages sent and received through the system, and any correspondence you have with us directly.

We use personal data to deliver the LeadPilot service: researching prospects, writing and sending outreach, managing replies, and reporting results to you. We use campaign results to improve performance, for example by learning which messages and audiences produce replies for your account. We also use your contact details to communicate with you about your account, billing, and material changes to the service.

We do not sell your data, or your prospects' data, to third parties. We do not use your data to train AI models without your consent. Where the UK or EU GDPR applies, we rely on performance of our contract with you, our legitimate interests in running and improving the service, and, where required, your consent.

Data is stored on encrypted servers and transmitted over encrypted connections. Our primary database is a managed Neon PostgreSQL database hosted on servers in the European Union and the United States. Access to personal data is limited to the personnel who need it to deliver the service, and passwords are stored only as one-way hashes. No system is perfectly secure, but we review our safeguards regularly and will notify affected users and regulators of a data breach where the law requires it.

We share data with service providers only as far as each needs it to do its job. Always in use: Neon (database), Upstash (Redis cache and job queue), Render (application servers) and Vercel (this website); Anthropic (Claude models write research, strategies and message drafts from prospect data); Resend (account emails such as sign-up verification); Stripe (payments).

Used when the feature is switched on or the connection is made: Google (Gmail API to send from the mailboxes you connect, Google Calendar and Meet for meeting links, Postmaster Tools for sending-domain reputation, Firebase Cloud Messaging for push notifications); Unipile (LinkedIn sending and receiving), with RapidAPI as a fallback for reading public LinkedIn posts; Meta (WhatsApp Business messages); Apollo and Hunter (finding and verifying prospects' business contact details); NewsAPI (news about a prospect's company); OpenAI (a second AI model, when an administrator enables it); Vapi and ElevenLabs (AI phone calls and voicemail audio); Twilio (SMS verification codes); Recall.ai and Zoom (meeting recording and meeting links); Calendly (bookings); HubSpot, Salesforce and Slack (the CRM and chat tools you connect); Mailreach (mailbox health checks); ipapi.co, ipinfo.io, IPQualityScore and proxycheck.io (the country and VPN check on the IP address you sign up or sign in from); and the AegisAudit, PostIQ and SIGNALFORGE tools when you connect them. We do not use Google Analytics or any other analytics or advertising tracker on the website or in the dashboard.

Some of these providers are based outside your country, including in the United States. Where we transfer data from the UK or EU, we rely on appropriate safeguards such as Standard Contractual Clauses.

You can ask us to access, correct, or delete the personal data we hold about you, and you can withdraw any consent you have given at any time. You can also ask for a copy of your data in a portable, machine-readable format.

If you are in the UK or the European Economic Area, the GDPR gives you additional rights, including the right to object to or restrict processing and the right to complain to your data protection authority, such as the Information Commissioner's Office in the UK. If you are a California resident, the CCPA gives you the right to know what personal information we collect and how we use it, to request its deletion, and not to be discriminated against for exercising these rights. As stated above, we do not sell personal information.

If you are a prospect we contacted on behalf of a client, you can ask us at any time to stop contacting you and to delete your data, and we will honour that request.

We use essential cookies only: the cookies needed to keep you signed in, keep the site secure, and make the dashboard work. We do not use advertising cookies, and we do not allow third parties to track you across other websites for advertising purposes.

We keep account data for as long as your account exists. We do not run an automatic deletion schedule for account or prospect data: it stays in your account until it is deleted. The one exception is support chat: a conversation is deleted 30 days after its last message.

You can erase an individual prospect's personal data from the dashboard at any time. Erased: their name, contact details, company, LinkedIn profile and research notes; the subject and text of every message written to them (any message still waiting to be sent is cancelled) and of every reply they sent; call transcripts, recording links and voicemail audio; booking details; meeting notes, transcripts and summaries; meeting briefs and follow-up drafts; notes, custom fields and deal notes about them; and the review, attribution and fact-check copies of their messages. Kept, without those details: the dates, statuses and counts that campaign reports are built from. Their email address, phone number and LinkedIn profile are added to a do-not-contact list that is checked before every send, and a record that the erasure took place is kept. Data already copied into a CRM you connected stays there. Deleting a campaign strategy deletes its research, prospects, sequences, and messages with it. You can download a copy of the data in your account from your profile page.

You can delete your whole account yourself from your profile page, after confirming your password. Any paid plan is cancelled at once and nothing more is charged (if the cancellation cannot be confirmed with the payment provider, nothing is deleted and you are asked to try again), and your account and its data are erased immediately. Connected LinkedIn accounts are also disconnected at Unipile. Kept after that: billing records (amounts, dates, and payment-provider reference numbers, with no name or email address in our copy) for 7 years, for tax and accounting; the consent ledger for your prospects, meaning every recorded opt-in, opt-out, suppression and erasure with the email address or phone number it concerns, its source, its time and a short note on how it was given or withdrawn, and the do-not-contact list, both without a time limit, so that anyone who asked not to be contacted stays protected; and a security record that the account was deleted, without your IP address, device or email address. Stripe, our payment provider, keeps its own customer record of you (name, email and payment details) under its own privacy policy; we do not ask Stripe to delete it.

Outside the database: provider responses used to find and verify contact details are cached for up to 30 days (search results for 1 day) and expire on their own; they are not removed when an account is deleted. Our hosting provider's request logs record the IP address of each request and are kept for the period the hosting provider sets. Access LeadPilot was given inside Google, HubSpot, Salesforce or Slack is removed from LeadPilot but not revoked on the provider's side; you can remove it there. You can also ask us to delete your account or any other data at the address below.

To exercise any of your rights or ask a question about this policy, email ahmadshahid@calendarharvest.com. We may need to verify your identity before acting on a request, and we will respond within 30 days.

We may update this policy as our service or the law changes. If we make a material change, we will notify users by email before it takes effect. The effective date at the top of this page shows the current version.