Privacy Statement

1. Intro

At PilotX Studio we build digital products that respect people, including their data. This Privacy Statement explains, in plain language, what personal information we collect, how we use it, who we share it with, and the controls you have over your data.

We only collect the information we need to deliver our services, run and improve our products, and communicate with you. We process personal data in accordance with applicable law (including EU GDPR where relevant) and take reasonable technical and organisational steps to protect it.

If you have questions or want to exercise your rights (access, correction, deletion, portability, or to object), email us at privacy@pilotxstudio.com. We’ll respond promptly and clearly.

2. In Short, We ...

• Collect data when you visit our website, contact us, apply for a job, or engage with our services via third-party platforms like LinkedIn. + Use functional cookies to improve website performance and analytical cookies (Google Analytics) to analyze anonymized user behavior. + Store CRM records indefinitely, while job applications are kept for a maximum of 30 days or until the position is filled. + Send newsletters through PipeDrive and email marketing solutions such as Mailchimp, where you can unsubscribe anytime. + Protect your data with security measures, including two-factor authentication (2FA) and restricted access to tools. + Use collected data not only for client work but also for internal projects and new service development. + Do not sell your data and only share it with trusted third parties for essential business functions. + Allow you to access, correct, or request deletion of your data at any time.

3. Who we are

We are PilotX Studio, based in the United States, we design and build digital products. That means we do cool stuff with technology, but we also take your privacy seriously.

• Office address: PilotX Studio, 1021 E Lincolnway Cheyenne, WY 82001

• Mailing address: 30 N Gould St Ste R. Sheridan, WY 82801

• Email: hi@pilotxstudio.com + Phone: +1 202 992 4769

4. How We Obtain Your Data

We believe in transparency, respect, and ethical handling of personal data. We do not use invasive tracking techniques or dark patterns to trick you into sharing data. Our goal is to provide a seamless digital experience while respecting your privacy. To do so we collect your personal data in two ways:

• You provide it to us – for example, when you fill out a contact form, apply for a job, subscribe to our newsletter, browse our website, or contact us directly through third-party platforms. If you reach out via LinkedIn or similar services and request us to contact you, we will also store your details in our CRM in order to manage the conversation.

• We receive it from third parties – we obtain general, anonymized data about browsing behavior and location via Google Analytics.

4. What data we collect

• 4.1 Website Visitors

  • 4.1.1 Functionele cookies

  Our website uses functional cookies to ensure it works quickly and efficiently. Caching, for example, helps speed up your browsing experience. These cookies do not track personal data and help the website to function properly. You can delete these cookies from your own device.

  • 4.1.2 Analytical cookies:

  Additionally, we use Google Analytics to analyze general usage patterns on an anonymized basis. Since they have minimal impact on your privacy and keep your identity anonymous, they do not require consent.

  These include:

  • Your IP address (which Google shortens for anonymity)
  • What pages you visit and for how long
  • The device and browser you use

  This data helps us optimize our website performance and user experience. If you prefer not to be tracked by Google Analytics, you can opt-out via Google’s opt-out tool.

  We currently do not use a cookie consent banner but will update this statement if our use of cookies changes in the future.

• 4.2 Contact Form

When you reach out via our contact form, we ask for: Your name, company name(optional for individuals), email address and your message. We use this data to respond to your request. Simple as that.

• 4.3 Job Applications

If you apply for a job with us, we collect:

Your name, your LinkedIn profile, your email address, your message, your resume and portfolio link. We keep this information for a maximum of 30 days, or until the position has been filled, at which point we delete the information. If you want us to remove your data earlier, just email us at hi@pilotxstudio.com.

• 4.4 Newsletter

If you sign up for our newsletter, we collect: Your name, your email address.

Our newsletter is sent via Pipedrive and email marketing solutions such as Mailchimp, which also tracks open and click rates. This helps us improve our content. You can unsubscribe anytime via the link in our emails.

5. Who We Share Data With

We do not sell your data. However, we use third-party tools to improve our services. These tools process data on our behalf, but they do not have permission to use it for their own purposes. Here’s how we use them:

• Google Analytics (to improve website performance)
• Google Suite (for email communication and document storage)
• PipeDrive our CRM system (for handling inquiries, job applications, sending newsletters and tracking engagement)
• Mailchimp or other email marketing solutions (to send our newsletters)

6. How We Protect Your Data

We take data security seriously and implement measures to safeguard your personal information from unauthorized access, loss, misuse or alteration. In addition to the security protocols enforced by our third-party tools, we have enabled two-factor authentication (2FA) on these platforms to enhance protection. Access to tools such as Google Analytics is restricted to authorized personnel within our organization only.

7. Use Of Data For Internal Projects

In addition to working with clients, PilotX Studio also explores and develops its own (digital) products and services. This means that data collected through our website and other interactions may be used to assess interest in new projects, improve our offerings, or communicate about initiatives that are part of PilotX Studio.

If any internal projects require additional data processing, we will provide clear information on how this data is used and ensure compliance with privacy regulations. If these projects operate as a new venture under separate brands or websites, they will have their own privacy statements where needed.

If a new venture is closely related to PilotX Studio’s existing activities, we may use collected data to support its development. In such cases, we will inform affected users in advance and provide an option to opt out. If the venture explores new domains outside PilotX Studio’s core services, any transferred data will first be anonymized so that it is no longer personally identifiable.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, in accordance with legal and regulatory requirements. Below is an overview of how long we keep different types of data:

• Website analytics data is anonymized and stored by Google.
• Emails in Google Suite are kept indefinitely.
• WIthin Pipedrive:
  • CRM records are kept indefinitely.
  • Job applications are kept for a maximum of 30 days, or until the position is filled.
• Within Pipedrive and email marketing solutions such as Mailchimp:
  • Newsletter data remains until you unsubscribe.

9. Your Rights

You have rights over your data. Specifically, you can:

• Request access to the data we have on you
• Ask us to correct inaccurate data
• Ask us to delete your data
• Object to certain processing activities
• Request to transfer your data to another party

Just email us at hi@pilotxstudio.com for any of these requests. We’ll sort it out.

10. Questions, Remarks & Complaints

If you have questions or remarks about this Privacy Statement, contact us at hi@pilotxstudio.com.

If after contacting us you remain dissatisfied with our processing of personal data, you have the right to file a complaint with the competent data protection authority.

10. Changes to this privacy statement

As we continue to improve our services, we may implement new tools for analytics, marketing, or client collaboration. Any major changes will be reflected in this Privacy Statement. If we update this Privacy Statement, we’ll put the new version on our website. We recommend you to check for updates regularly.

Last update on 2025-04-06