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Privacy Policy

Last updated: 10 May 2026  ·  Effective date: 10 May 2026

This Privacy Policy sets out the basis on which GreenPilot AI, as data controller, collects, processes, and protects personal data in connection with the Service. It applies to all Users of the GreenPilot AI website and platform and is to be read alongside the Terms of Service.

GreenPilot AI is built for European business users, with an EU cloud governance focus. The Service is currently focused on business users in Europe, including the EU and EEA, with onboarding reviewed case by case. Processing of personal data is governed by the General Data Protection Regulation (EU) 2016/679 ("GDPR").

1. Definitions

"Company" means GreenPilot AI, contactable at info@greenpilotai.com.

"Service" means the GreenPilot AI website (greenpilotai.com), cloud optimisation platform, and any related services offered by the Company.

"User" means the individual or legal entity accessing or using the Service, acting in a professional or commercial capacity.

"Personal Data" has the meaning assigned to it under GDPR Article 4(1): any information relating to an identified or identifiable natural person.

"Processing" has the meaning assigned to it under GDPR Article 4(2): any operation performed on Personal Data, including collection, recording, storage, use, disclosure, or erasure.

2. Data Controller

The data controller responsible for the Processing of Personal Data in connection with the Service is:

All data protection enquiries shall be directed to info@greenpilotai.com.

3. Personal Data Collected

The Company shall collect Personal Data only where the User voluntarily provides it. Personal Data collected through the AWS Optimization Assessment Request Form includes:

  • Full name
  • Organisation name
  • Business email address
  • Job role or title
  • Country of operation
  • Primary cloud provider or roadmap interest (AWS, Azure, Google Cloud, or multi-cloud)
  • Approximate monthly cloud spend (optional)
  • Main challenge or optimization goal (optional)
  • Optional message describing cloud infrastructure and objectives
  • Confirmation of consent to be contacted regarding the pilot programme

The Company also collects limited technical data automatically through third-party analytics tools, but only where the User has provided explicit consent via the cookie consent banner on the website, in accordance with Section 7 of this Policy. Analytics data collection is not activated before consent is received.

4. Purposes and Legal Basis for Processing

The Company shall process Personal Data solely for the purposes and on the legal bases set out in the table below:

Purpose Legal Basis (GDPR)
Responding to assessment requests and commercial enquiries Legitimate interest (Art. 6(1)(f))
Communicating with the User regarding the pilot programme and related updates Consent (Art. 6(1)(a)), given via the form consent checkbox
Improving and maintaining the Service Legitimate interest (Art. 6(1)(f))
Website analytics (GA4) — only after consent Consent (Art. 6(1)(a)), given via the cookie consent banner
Compliance with applicable legal obligations Legal obligation (Art. 6(1)(c))

5. Data Retention

The Company shall retain Personal Data only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law. The following retention periods apply:

  • Assessment request data: Retained for up to 24 months from the date of submission, or until the User submits a valid erasure request, whichever is earlier.
  • Marketing communications data: Retained until the User withdraws consent.
  • Analytics data: Retained in accordance with Google Analytics 4's default retention period (14 months). Analytics data is only collected after the User has accepted analytics cookies.

6. Third-Party Processors

The Company engages the following third-party service providers to operate the Service. Each may process Personal Data on behalf of or in connection with the Company. Appropriate data processing agreements or equivalent contractual arrangements are maintained with each provider.

Service Provider Purpose Privacy Information
Formspree Assessment request form submission processing and delivery formspree.io/legal/privacy-policy
Vercel Website hosting and content delivery — may process IP addresses and request logs vercel.com/legal/privacy-policy
Google Analytics 4 (GA4) Website traffic and usage analytics — loaded only after explicit cookie consent policies.google.com/privacy

The Company shall not sell, rent, or otherwise transfer Personal Data to any third party for marketing or commercial purposes.

7. Cookies and Analytics

The Service uses Google Analytics 4 (GA4) to collect anonymised information regarding User interaction with the Service, including pages visited, time on site, and general geographic location at country level. No personally identifiable information is disclosed to Google Analytics in connection with this tracking.

Google Analytics is loaded dynamically only after the User has explicitly accepted analytics cookies via the cookie consent banner displayed on the website. If the User selects "Reject analytics", no GA4 script is loaded and no analytics data is collected.

The User may withdraw analytics consent at any time by visiting the Cookie Policy page and using the consent withdrawal tool. The User may also prevent Google Analytics data collection across all websites by installing the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.

8. International Transfers of Personal Data

Personal Data may be processed by third-party providers (including Formspree, Vercel, and Google) in jurisdictions outside the European Economic Area. Where such transfers occur, the Company shall ensure that appropriate safeguards are in place in accordance with GDPR Chapter V. Such safeguards may include:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Transfers to countries subject to an EU adequacy decision

9. Your Rights Under GDPR

Users located in the European Union or European Economic Area have the following rights with respect to their Personal Data, exercisable subject to the conditions and limitations set out in the GDPR:

  • Right of access (Art. 15) — to obtain a copy of the Personal Data held by the Company
  • Right to rectification (Art. 16) — to require correction of inaccurate or incomplete Personal Data
  • Right to erasure (Art. 17) — to require deletion of Personal Data where the conditions for erasure are met
  • Right to restriction of processing (Art. 18) — to require that the Company limits the manner in which Personal Data is used
  • Right to data portability (Art. 20) — to receive Personal Data in a structured, commonly used, and machine-readable format
  • Right to object (Art. 21) — to object to Processing carried out on the basis of legitimate interest
  • Right to withdraw consent (Art. 7(3)) — to withdraw consent at any time, without affecting the lawfulness of Processing carried out prior to withdrawal

To exercise any of the rights set out above, the User shall submit a written request to info@greenpilotai.com. The Company shall respond within 30 calendar days of receipt of the request, in accordance with the GDPR.

10. Data Security

The Company implements appropriate technical and organisational measures to protect Personal Data against unauthorised access, alteration, disclosure, or destruction, including encrypted data transmission (HTTPS/TLS) and access controls. No method of transmission over the internet is absolutely secure. The Company cannot guarantee the absolute security of Personal Data transmitted to or from the Service.

11. Children's Privacy

The Service is directed exclusively at organisations and business professionals. The Company does not knowingly collect Personal Data from individuals under the age of 18. Where the Company becomes aware that Personal Data has been collected from a minor, it shall take prompt steps to delete that data. Users should notify the Company immediately at info@greenpilotai.com if they believe such data has been inadvertently collected.

12. Amendments to This Policy

The Company reserves the right to amend this Privacy Policy at any time. Material changes shall be indicated by an updated "Last updated" date at the top of this page. Continued use of the Service following publication of an amendment constitutes acceptance of the revised Policy. Users who do not accept an amendment must cease use of the Service.

13. Complaints

Users who consider that the Processing of their Personal Data is inconsistent with the GDPR have the right to lodge a complaint with the competent Data Protection Authority (DPA) of their EU member state of residence.

The Company encourages Users to contact it in the first instance at info@greenpilotai.com before referring a complaint to a supervisory authority.

14. Contact

All enquiries regarding this Privacy Policy or the Processing of Personal Data shall be directed to:

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