How ProblemPilot handles your information

ProblemPilot processes the information needed to provide account access, case organisation, evidence storage, drafts, reminders and billing controls.

Only add information that is relevant to the problem you are managing. Never enter passwords, PINs or full payment-card details into a case, message or evidence upload.

This may include your email address, profile preferences, saved cases, uploaded evidence, draft messages, replies, deadlines, family-workspace permissions and security audit events.

• Account and profile information used to provide access and preferences.
• Case records, actions, timelines, reminders, drafts and reply analyses.
• Plan and entitlement information used to apply account access limits.
• Security and audit records created when protected features are used.

Payment-card details are not part of a ProblemPilot case record. Payment and entitlement status is handled through the configured checkout and billing systems.

You decide what problem details, dates, messages and evidence to add. Saved case records may include the problem description, desired outcome, action plan, uploaded evidence metadata, drafts, incoming replies, timeline entries, deadlines and reminders.

Evidence can contain information about other people or organisations. Add only what is relevant, and make sure you are authorised to use the material.

The Conversation record feature supports three distinct ways to preserve a call or meeting: uploading a phone-call recording created by a supported phone or calling feature, recording sound through this device’s microphone while a call is on speakerphone, or adding written call notes without audio. Uploading a saved phone-call recording is the recommended option when the user needs the clearest available record of both sides.

ProblemPilot cannot directly capture the internal audio from an ordinary cellular call occurring in this device’s Phone app. When speakerphone mode is used, ProblemPilot records sound through this device’s microphone. The call must be placed on speaker and the other participant may not be captured clearly. Opening a case or evidence page does not activate the microphone.

Conversation audio metadata can include the case and country, title, recording date and time, conversation type, duration, file type, file size, organisation label, optional participants, notes, a sensitivity marker and the recording-confirmation time. Audio cannot be saved or submitted for optional processing unless the user confirms that everyone has been informed and that they are permitted to record.

ProblemPilot uses the information you provide to:

• create and organise a case;
• identify a practical next action and missing information;
• prepare drafts and analyse replies when you request those features;
• keep evidence, conversation records, timelines, deadlines and reminders connected;
• provide account, family-workspace and case-sharing controls; and
• apply plan limits and protect access to private information.

Drafts and suggested actions are presented for your review. ProblemPilot does not automatically send a draft to another person or organisation.

Case and document processing requires your consent. Depending on the feature you use, relevant information may be processed for an initial problem scan, a saved case, document extraction, draft generation, translation or reply analysis.

An initial problem scan can be used without an account. Saving a case connects the resulting information to the account and case-management features you choose to use.

ProblemPilot stores concise structured outputs and user-facing explanations rather than hidden chain-of-thought reasoning. Generated information can be incomplete or inaccurate, so review it before acting on it.

Transcription and AI-prepared conversation summaries are optional and separate from saving audio. ProblemPilot does not submit every recording for processing. Conversation audio is processed for transcription only after you request it and only where an approved provider adapter has been configured. Names, numbers, specialist terms and speaker labels produced by a machine must be reviewed and corrected before use.

ProblemPilot uses configured services for functions such as authentication, private storage, checkout and AI-assisted processing. Relevant information is used by those services only when needed to provide the feature you choose to use.

A case is private to its owner unless access is explicitly shared through supported participant or family-workspace permissions. Those permissions determine whether a participant can view or edit the case. Conversation recordings use an additional record-level trusted-contact control and are not automatically made available to every person who can access the wider case.

Private documents and conversation audio use protected storage and short-lived signed access. Server-side authorisation and database and storage access policies restrict case information to the account owner or an explicitly authorised participant. The service does not expose a permanent public object URL for a saved recording.

File type, file size, filename and relevant media-signature checks are applied to supported uploads. Duration is checked where the media container exposes reliable metadata. ProblemPilot also treats instructions contained inside uploaded documents as untrusted input.

You can delete individual uploads, delete cases and request permanent account deletion. You can also delete an individual conversation recording or remove its transcript without deleting the audio. Available controls are provided through the relevant case and account settings screens.

The account-deletion workflow removes private storage before deleting the authenticated identity and related account records. Unsaved microphone chunks may be kept temporarily in this browser to offer crash recovery and are removed after saving or discarding where the browser permits. Account settings can store a preferred retention review window of 90, 180, 365 or 730 days. That preference does not by itself automatically delete server records. Use the case, evidence and account deletion controls when you want information removed.

You choose whether to run an initial scan, create an account, save a case, upload evidence, record or upload conversation audio, add notes, request a transcript, use other AI-assisted features or share a case with an authorised participant.

Use account settings for the privacy and account controls currently available to you. Individual case screens provide the controls for case and evidence records.

This policy may be updated when the service or its information-handling practices change. The date at the top of the page identifies the version currently published by ProblemPilot.

The pages below explain the service boundaries and use requirements that apply alongside this policy.