Privacy Policy

Last updated: 9 October 2026

This policy explains what data AI Support Copilot handles, why, and what you can do about it. It covers visitors to this website, businesses we contact, our customers, and the people who email our customers' support inboxes.

1. Who is responsible

Thomas Volz, sole proprietor, trading as AI Support Copilot, No. 8, Unit No. J1-B06-09, Moo 6, Surasak Sub-district, Sriracha District, Chonburi 20110, Thailand. Email: hello@getaisupportcopilot.com.

For website visitors, business contacts and our customers' account details, we decide how the data is used. For the support emails of our customers' stores, the store decides and we process the data only on its behalf.

2. This website

This website sets no cookies and uses no analytics, tracking or advertising tools. Fonts are served from our own website, so your browser does not contact third parties when you visit. Our hosting provider (Cloudflare) processes technical connection data, such as your IP address, to deliver the pages and protect them against attacks.

If you start a free trial on this website, we receive the email address you enter. We use it only to contact you about setting up your trial.

If you email us, we use your name, email address and message to reply and to keep a record of our conversation.

3. Businesses we contact

We may email online stores at business addresses they publish on their own websites, to offer our service. We keep the store name, the contact name and email address, the public page where we found them, and the history of our messages. If you reply that you are not interested or ask us to stop, we stop and keep a minimal record so we never contact you again.

4. Our customers

For customers we keep the business name, contact details, store policies, billing records and our correspondence, to provide the service and meet accounting duties. Payments are processed by Paddle.com, which acts as Merchant of Record and handles card details under its own privacy policy. We never see full card numbers.

5. Support emails of our customers' stores

When a store connects its support inbox, new emails are processed to write reply drafts. This can include:

• the sender's name and email address
• the subject and text of the email
• an order number, if the customer wrote one
• the topic, priority and language assigned, and the draft that is written

Attachments are not opened or read. This data is used only to write drafts for the store. It is not sold, not used for advertising and not used to build profiles. Our drafting service does not store email content. We keep only counts per store and month (for example, how many drafts were written) for the monthly usage report.

6. Service providers

• OpenAI: the AI model that sorts each email and writes the draft. Requests are sent with response storage turned off. Under OpenAI's API policies, API data is not used to train its models by default and may be kept for up to 30 days for abuse monitoring.
• Cloudflare: hosts this website and our drafting service.
• Paddle: payments, invoices and taxes, as Merchant of Record.
• Google: our own business email.

The store's own Make account and Google account are services of the store, under the store's agreements with those providers. These providers may process data in the United States, the European Union and other countries.

7. How long we keep data

• Email content in our drafting service: not stored after the draft is returned.
• Usage counts and store policies: for as long as the service runs, deleted within 30 days after it ends, or earlier if the store asks.
• Billing records: as long as tax and accounting law requires.
• Business contact and outreach records: for as long as needed for our conversation, plus a minimal opt-out record for as long as needed to respect it.

8. Legal bases

Where the EU or UK GDPR applies, we rely on these legal bases:

• Delivering and protecting this website, answering your emails and contacting businesses about our service: our legitimate interest in running and offering our business (Art. 6(1)(f) GDPR).
• Trial sign-ups and customer accounts: taking steps before a contract and performing it (Art. 6(1)(b) GDPR).
• Billing records: our legal duties under tax and accounting law (Art. 6(1)(c) GDPR).
• Support emails of our customers' stores: we process them on the store's behalf, and the store decides the legal basis.

Thailand's Personal Data Protection Act provides matching bases, which we rely on in the same way.

9. Security

Each store gets its own access key, which we can switch off at any time. Access to customer data is limited to the person running the service and to the providers listed above. Stores can remove inbox access at any time in their Google Account.

10. Children

This website and our service are for businesses. They are not directed to children, and we do not knowingly collect personal data from children under 13 (or under 16 in the EU). If you believe a child has sent us personal data, email us and we will delete it.

11. Your rights

Depending on where you live, you may have the right to see, correct or delete your data, to object to its use, and to complain to a data protection authority. This includes rights under Thailand's Personal Data Protection Act, the EU and UK GDPR, and US state privacy laws such as the CCPA. We do not sell or share personal data for advertising.

If you emailed one of our customers' stores, please contact that store first. We will help the store answer your request. For anything else, email hello@getaisupportcopilot.com.

12. Changes

If we change this policy, we update the date above. Customers are told by email about changes that affect them.