Privacy Policy

Who we are

GraftPilot is operated by Thomas Sperring, trading as GraftPilot, a sole trader based at 96 Newfoundland Road, Cardiff, CF14 3LD, United Kingdom. For the purposes of UK GDPR, Thomas Sperring is the data controller for information collected through graftpilot.com and the GraftPilot and Clockpilot WhatsApp services.

If you have any questions about this policy or how your data is handled, contact hello@graftpilot.com.

What we collect

We only collect information you choose to give us. Depending on how you contact us, this may include:

• Contact form: your name, email address, industry, and message. Submitting this form opens a pre-filled email in your own device's email app, addressed to hello@graftpilot.com. We do not store form submissions on a server or database — they only exist as the email you choose to send.
• WhatsApp messages: if you message us, or use GraftPilot or Clockpilot, on WhatsApp, we receive your phone number, your WhatsApp display name (if set), and the content of your messages, including any quote details or, for Clockpilot, the live location you choose to share when clocking in or out.
• Website usage: our website uses Google Fonts to display text correctly. Loading these fonts causes your browser to make a request to Google's servers, which may involve your IP address being visible to Google. We don't use Google Fonts to track you, and we don't run any analytics or advertising trackers on this site.

Cookies

This site uses one cookie: a small preference cookie that remembers you've seen our cookie notice, so we don't show it to you again. This cookie doesn't identify you personally and isn't used for tracking or advertising. It's classed as strictly necessary, so it doesn't require your consent under UK/EU cookie rules, but we tell you about it anyway for transparency. We don't currently use analytics, advertising, or tracking cookies. If that changes in the future, we'll update this policy and ask for your consent first.

Why we process your data

We process your information on the following legal bases:

• Consent: when you message us on WhatsApp or send us the contact form, you're actively choosing to share that information with us.
• Legitimate interests: to respond to your enquiry, provide quotes, run the Clockpilot service for our own or a client's team, and operate our business.

Who we share data with

We don't sell your data. It may be processed by:

• WhatsApp / Meta Platforms, Inc. — as the platform that carries messages sent through GraftPilot and Clockpilot.
• Twilio Inc. — our messaging infrastructure provider, which connects WhatsApp to our systems.
• Google LLC — for delivering web fonts.
• Your own email provider, when you use the contact form.

International transfers

WhatsApp/Meta, Twilio, and Google may process data outside the UK and European Economic Area, including in the United States. Where this happens, these providers rely on their own legal safeguards, such as Standard Contractual Clauses, to protect your information.

How long we keep data

We keep WhatsApp messages and enquiry details for as long as reasonably needed to respond to you, provide our services, and meet any legal or accounting obligations, then delete them. Contact form submissions aren't stored by us at all — they exist only as an email you send from your own device.

Your rights

Under UK GDPR, you have the right to:

• Ask what personal data we hold about you and get a copy of it
• Ask us to correct inaccurate data
• Ask us to delete your data
• Ask us to restrict or object to how we use your data
• Ask for your data in a portable format
• Withdraw consent at any time, where consent is the basis for processing

To exercise any of these rights, email hello@graftpilot.com. If you're unhappy with how we've handled your data, you also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, or to your local data protection authority if you're based outside the UK.

Children

Our services are intended for business use by adults working in construction and trades businesses. We don't knowingly collect data from children.

Changes to this policy

We may update this policy as our services change. We'll update the date at the top of this page when we do. If the changes are significant, we'll let you know via WhatsApp or email where we can.

Contact us

Thomas Sperring, GraftPilot
96 Newfoundland Road, Cardiff, CF14 3LD, United Kingdom
hello@graftpilot.com