Last updated October 27, 2026
VOpilot (“VOpilot,” “we,” “us”) provides software that helps voiceover artists track jobs and auditions, send invoices, collect payment, and manage contacts. This policy explains what we collect, how we use it, how long we keep it, and the choices you have. It applies to the VOpilot web application and marketing site.
Account information. Your name, email address, password (stored only as a salted hash by our sign-in provider), and the business profile details you choose to add.
How you found VOpilot. When you sign up, we save where your visit came from (see “Where a visit came from” below) with your new account, along with your answer to “How did you hear about VOpilot?” if you choose to give one. If the link you came in on carried a partner’s or a group’s code (?ref=), we save that code too and fill it in for you in the Promo code box on the Billing page, so its discount applies without typing. You can remove it or type another code, and one code applies per subscription. A partner is credited only when the code is used on a paid subscription. Only VOpilot staff can see this record, and we use it to learn which routes bring people to VOpilot. We do not sell it, share it, or use it for advertising.
Content you enter. The jobs, auditions, invoices, contacts, expenses, residuals, agreements, files, and notes you create, including details about your clients, agents, and end clients. You control this data and are responsible for having the right to store it.
Emails you forward. When you forward an email to your VOpilot address, we receive the whole message, attachments included, and turn it into a draft record. See “How long we keep it” and “AI processing” below.
A connected mailbox. Only if you use Contacts → Add from email. Connecting Outlook gives VOpilot read access to that mailbox until you click Disconnect; we keep the access token, encrypted. Scanning a Gmail, iCloud, Yahoo, or Fastmail inbox uses an app password for that one scan, and we never store it. Either way, the scan runs only when you start it.
Calendars you add. Only if you add another calendar on the Planner. We fetch its events from the private address you paste in (from Google, Outlook, iCloud, or elsewhere) every 6 hours and keep them so they show beside your bookings, until you remove that calendar.
Payment-related data. When you connect Stripe or PayPal to get paid, those providers handle the financial and bank details of the payment directly. We store identifiers and status (such as whether your account can accept charges) but never your clients’ card or bank numbers. Payment instructions you type into your business profile (bank details for a transfer, say) are stored and printed on your invoices like the rest of your profile.
Usage and device data. Standard log and diagnostic data (IP address, browser type, pages visited, error reports) used to operate and secure the service.
Where a visit came from. When you visit one of our public pages (not the signed-in app), our server sets a first-party cookie that is sent to no one else. It counts each visit it records for 30 days, and the cookie itself expires 30 days after it last changed. It records the page you landed on (with any private link token in its address hidden), the site that sent you (its address only, never the part after the “?”, which can hold what you searched for), any utm_ tags and partner code (?ref=) in the link, and, if the link carried a click marker (such as the fbclid Facebook adds to links people tap, ads or not), that marker’s name but never its value.
To provide and maintain the service; to process invoices and payments you initiate; to send transactional email (such as invoices and reminders) and, where you opt in, product updates; to provide support; to learn how people find VOpilot; to detect, prevent, and address fraud, abuse, and security issues; and to comply with legal obligations.
Payments from your clients are processed by Stripe and/or PayPal directly into the account you connect. You are the merchant of record for those transactions; VOpilot is not a party to them and does not hold your funds. Your use of those providers is also governed by their own terms and privacy policies.
Some features send the content they work on to an AI model. These three do it without a separate step from you:
Others run only when you ask: the in-app assistant (your question and the records it needs, from your own account only), Ask your business (your question and a summary of your own records), filling in contacts from a connected mailbox (the matching messages), Find the spot (the audition or job details, script included), contract questions, receipt scanning, the tax review, and any text you ask VOpilot to draft. Emails you send to our support address are read by Claude to draft our reply, which a person reviews before it is sent.
What the AI providers keep. Under Anthropic’s published policy for business customers, it deletes what we send within 30 days and does not use it to train its models; the exceptions it lists are content flagged for breaking its usage policy, which it can keep for up to 2 years, and content the law requires it to keep. When Anthropic’s service is down or overloaded, the features that read email and documents (forwarded and support email, receipt scans, audition emails you paste in, re-reading a record, and filling in contacts from a mailbox) can be retried with Claude on Amazon Bedrock, which under AWS’s published policy does not store prompts or responses by default. Groq’s published policy is that it keeps nothing by default, but it can log a request for up to 30 days to troubleshoot an error or investigate abuse.
We do not use your data to train AI models. Logging an audition or job by hand sends nothing to an AI model by itself, but the features that read your records can include it: the Monday brief (unless you turn it off), Ask your business, and the assistant.
Your account is isolated from every other VOpilot customer at the database level: no other user can read your jobs, clients, invoices, or income, and the public pages you choose to publish never expose your private account data.
We do not sell your information, share it for advertising, or use it to build profiles about you. VOpilot staff do not read your business content in the ordinary course of running the service. We look at it only when we need to: to answer a support request you raise, to investigate a problem or a security issue, or to comply with the law, and then only as much as the task needs.
The access log. Settings → Privacy & security has an access log that shows some of that access: changes we make to your plan access, and our maintenance scripts that record when they read or repair records in your account. It is not a complete record yet. Our reading of a support conversation you started, our work directly in the database, and most maintenance scripts are not listed there.
We do not sell your personal information. We share data only with the service providers (“subprocessors”) that help us run VOpilot, under their terms, which limit their use of it; when you direct us to (for example, emailing an invoice to your client); or when required by law or to protect rights and safety.
The services we use:
Microsoft and Google come in only if you choose to connect an Outlook mailbox or your Google contacts under Contacts → Add from email. We then read from your account with the permission you grant, and you can disconnect at any time. Likewise, a calendar you add on the Planner (from Google, Outlook, iCloud, or elsewhere) is fetched from the private address you paste in, until you remove it.
When you delete your account, your data is deleted from VOpilot’s database and file storage straight away, apart from the few items listed on our Delete your account page, and the copies in backups are gone within 30 days, apart from the older computer backups described above.
Tenant data is isolated at the database level using row-level security, so one customer can never read another's data. Data is encrypted in transit (TLS) and at rest by our database provider, mailbox access tokens are additionally encrypted at the field level, and our own backup copies are encrypted. Two-step login is optional for members: turn it on in Settings and VOpilot asks for a code from an authenticator app after your password. It works with authenticator apps only, not text messages. It is required for VOpilot staff to open the admin area. Either way, use a strong password you do not use anywhere else. The staff accounts that run VOpilot's hosting (Vercel) and database (Supabase) do require two-step login. More on our Security page.
If we ever become aware of a breach affecting your personal data, we will notify affected users and any required authorities without undue delay. No method of transmission or storage is perfectly secure, but we work to protect your information, and you can report a suspected vulnerability to us at support@vopilot.co.
Depending on where you live, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can do most of this in the app: edit or delete any record, export your contacts, expenses, report totals, and transactions, and delete your account in Settings. If your trial or plan has ended, you can still delete your account from the plan screen you see when you sign in, and we will send you a copy of your data if you ask. Or contact us at support@vopilot.co. Organizations that need one can put our Data Processing Addendum in place.
We use cookies and similar technologies that are necessary to sign you in and keep the app working, plus limited diagnostics. On our public pages we also set one first-party cookie, vp_src, that records where your visit came from (see “Where a visit came from” above). It counts each visit it records for 30 days, expires 30 days after it last changed, is sent to no one else, and is deleted when you sign up. We do not use third-party advertising trackers.
VOpilot is intended for professional use by adults and is not directed to anyone under 16. We do not knowingly collect information from children.
We may update this policy from time to time. If we make material changes, we will update the date above and, where appropriate, notify you in the app or by email.
Questions about this policy or your data? Email us at support@vopilot.co.