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Privacy Policy

Effective Date: 26 August 2026

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Gift Pilot Services (“Gift Pilot”, “we”, “our” or “us”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, disclose and protect personal information when you use the Gift Pilot website, web application and related services (together, the “Service”).

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By using Gift Pilot, you acknowledge the practices described in this Privacy Policy.

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1. Information We Collect

The information we collect depends on how you use Gift Pilot.

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Account Information

When you create or use a Gift Pilot account, we may collect information such as:

  • your name;

  • email address;

  • account type or subscription plan;

  • country and currency preferences;

  • login and account information;

  • subscription status; and

  • information you provide when contacting Gift Pilot.

 

Recipient Information

Gift Pilot allows you to create profiles for people you wish to send gifts to.

Depending on the information you choose to provide, recipient information may include:

  • recipient name;

  • relationship to you;

  • age range;

  • gender;

  • country;

  • email address;

  • physical delivery address;

  • important occasions and dates;

  • gift preferences;

  • gift categories or styles;

  • notes about interests or preferences;

  • things to avoid when selecting gifts; and

  • previous, upcoming or scheduled gift information.

 

You should only provide recipient information that is reasonably necessary for Gift Pilot to provide the Service.

Please avoid entering unnecessary sensitive or confidential information about a recipient.

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Occasion and Gift Information

When you create or manage an occasion, we may collect information such as:

  • occasion type and date;

  • gift budget and currency;

  • preferred gift type or category;

  • specific gift or retailer requests;

  • notes and gifting instructions;

  • whether you wish to review a gift before purchase;

  • gift recommendations;

  • gift approval status;

  • gift purchase and fulfilment information; and

  • delivery information.

 

Payment Information

Subscription payments and payments for physical gifts may be processed securely by third-party payment providers such as Stripe.

Gift Pilot does not store your full payment card number.

Our payment provider may securely store payment details or payment credentials so that it can process recurring subscription fees and gift purchases that you have authorised.

Gift Pilot may receive limited payment-related information from our payment provider, such as:

  • payment status;

  • transaction or payment identifiers;

  • subscription status;

  • customer identifiers;

  • payment failure information;

  • amount and currency; and

  • payment dates.

 

2. How We Use Personal Information

We may use personal information to:

  • create and manage Gift Pilot accounts;

  • provide and administer subscriptions;

  • create and manage recipient profiles;

  • track occasions and scheduled gifts;

  • generate and review gift recommendations;

  • search for suitable products and retailers;

  • personalise recommendations based on information you provide;

  • arrange and manage gift purchases;

  • process authorised payments;

  • arrange delivery and fulfilment;

  • communicate with you about recommendations, approvals, payments, occasions and gifts;

  • provide customer support;

  • maintain and improve Gift Pilot;

  • monitor the performance and security of the Service;

  • detect or prevent fraud, misuse and security incidents;

  • comply with legal, taxation, accounting and regulatory requirements; and

  • enforce our Terms & Conditions.

We aim to use personal information only where reasonably necessary to provide, operate and improve the Service or where otherwise permitted or required by law.

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3. Gift Recommendations, Artificial Intelligence and Product Search

Gift Pilot uses technology, including artificial intelligence and product-search services, to assist with generating and sourcing gift recommendations.

Information relevant to a gift recommendation may be processed by third-party service providers.

This may include information such as:

  • recipient age range;

  • gender;

  • relationship;

  • occasion;

  • country;

  • gift style or category;

  • gift budget and currency;

  • interests or preferences;

  • specific gift or retailer requests;

  • additional gifting notes; and

  • things you have asked Gift Pilot to avoid.

Gift Pilot uses services including OpenAI to assist with generating gift recommendations and SerpAPI to assist with product search.

We aim to provide only the information reasonably necessary for these services to perform their relevant function.

Recipient physical addresses and email addresses are not intended to be provided to artificial intelligence or product-search providers solely for the purpose of generating gift recommendations unless reasonably necessary for a particular feature and disclosed appropriately.

Gift recommendations may also be manually reviewed or adjusted as part of the Gift Pilot service.

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4. Payment Processing

Gift Pilot uses third-party payment providers, including Stripe, to securely process payments.

Stripe may process information necessary to:

  • create and manage subscriptions;

  • process recurring subscription payments;

  • securely store payment credentials;

  • process authorised physical gift purchases;

  • manage failed payments;

  • process refunds where applicable; and

  • prevent fraudulent transactions.

Gift Pilot does not receive or store your complete card details.

Stripe’s handling of personal information is governed by its own privacy policies and applicable terms.

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5. Service Providers

Gift Pilot uses third-party providers to operate different parts of the Service.

These currently include services such as:

Adalo — application hosting, user accounts, database and application functionality.

Make — workflow automation and integration between Gift Pilot systems.

OpenAI — artificial intelligence used to assist with gift recommendations.

SerpAPI — product-search functionality used to help identify suitable gifts and retailers.

Stripe — subscription and payment processing.

Google Workspace / Gmail — service-related email communications.

Wix — operation and hosting of the Gift Pilot marketing website.

Website analytics providers — measurement and analysis of website usage and performance.

These providers may process personal information only to the extent required to provide their relevant services to Gift Pilot, subject to their own contractual, privacy and security obligations.

We may change or add service providers as Gift Pilot develops. Where this materially changes how personal information is handled, we will update this Privacy Policy as appropriate.

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6. Retailers, Suppliers and Delivery Providers

When Gift Pilot arranges a physical gift, information may need to be provided to retailers, merchants, delivery providers or other fulfilment partners.

This may include information such as:

  • recipient name;

  • delivery address;

  • recipient email address or contact information where required for fulfilment;

  • product or order information; and

  • delivery instructions.

We provide information reasonably necessary to arrange the relevant purchase or delivery.

Retailers and delivery providers may handle that information under their own privacy policies and terms.

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7. Communications

We may use your contact information to send service-related communications necessary to operate Gift Pilot.

These may include:

  • account information;

  • upcoming occasion communications;

  • gift recommendations;

  • requests for gift approval;

  • payment notifications;

  • failed payment notices;

  • purchase and fulfilment updates;

  • delivery information;

  • security communications; and

  • important changes to Gift Pilot or these Terms and policies.

Service-related communications may be necessary for Gift Pilot to provide the Service and may not always be optional while you maintain an active account.

If we send marketing or promotional communications, we will provide an appropriate way to unsubscribe where required by law.

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8. Website Analytics and Cookies

The Gift Pilot website may use cookies and similar technologies to operate the website, understand how visitors use it and improve its performance.

We may collect technical and usage information such as:

  • browser type;

  • device type;

  • pages visited;

  • approximate location derived from technical information;

  • referring website or source;

  • date and time of visits; and

  • interactions with the website.

We may use website analytics services, including Google analytics services, to help us understand website usage and performance.

Where required, visitors may be provided with options to manage non-essential cookies through browser or website settings.

Third-party services may also set or use cookies in accordance with their own privacy policies.

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9. How We Share Personal Information

Gift Pilot does not sell personal information.

We may disclose personal information where reasonably necessary:

  • to service providers that help us operate Gift Pilot;

  • to payment processors;

  • to retailers, suppliers and delivery providers to fulfil gifts;

  • where you direct or authorise us to do so;

  • to professional advisers where reasonably necessary;

  • to prevent or investigate fraud, security incidents or misuse;

  • to comply with a legal obligation, court order or lawful government request;

  • to protect the rights, property or safety of Gift Pilot, our users or others; or

  • in connection with a business restructuring, sale or transfer, subject to appropriate safeguards.

We seek to limit disclosure to information reasonably necessary for the relevant purpose.

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10. International Processing

Gift Pilot operates using technology and service providers that may process or store information in countries outside Australia.

As a result, personal information may be transferred to or processed in countries including the United States and other locations in which our service providers operate.

Privacy and data protection laws in those countries may differ from Australian laws.

Where reasonably practicable, we select reputable service providers and rely on their security, privacy and contractual safeguards when personal information is processed internationally.

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11. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Gift Pilot uses established third-party technology and payment providers to operate the Service.

However, no internet-based service or method of electronic storage can be guaranteed to be completely secure.

You are responsible for keeping your Gift Pilot login credentials secure and should contact us if you believe your account has been compromised.

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12. Data Retention

We retain personal information for as long as reasonably necessary to:

  • provide and maintain your Gift Pilot account;

  • manage active or historical gifts and transactions;

  • provide customer support;

  • maintain appropriate business and financial records;

  • resolve disputes;

  • prevent fraud or misuse; and

  • comply with legal, taxation, accounting or regulatory requirements.

When information is no longer reasonably required, we may delete, de-identify or securely dispose of it, subject to any legal obligations requiring us to retain it.

Cancelling a Gift Pilot subscription does not automatically delete your account or all information associated with it.

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13. Accessing, Correcting or Deleting Your Information

You may contact Gift Pilot to request access to, correction of or deletion of personal information associated with your account.

Some information can also be updated directly through your Gift Pilot account.

To request account deletion or make a privacy-related request, contact:

hello@gift-pilot.com

We may need to verify your identity before completing certain requests.

Some information may need to be retained after an account is deleted where required or permitted by law, including records relating to payments, taxation, fraud prevention, disputes or legal obligations.

Where we cannot fulfil a request in full, we will explain the reason where appropriate.

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14. Information About Other People

Gift Pilot allows users to provide information about recipients who may not themselves have a Gift Pilot account.

If you provide personal information about another person, you are responsible for ensuring you have an appropriate basis to provide and use that information for the purposes of the Service.

You should only provide information reasonably necessary for Gift Pilot to manage gifts for that recipient.

Gift Pilot does not require users to provide highly sensitive information about recipients and you should avoid including unnecessary sensitive or confidential information in free-text notes.

If a person believes Gift Pilot holds personal information about them as a recipient and wishes to raise a privacy concern, they may contact us at hello@gift-pilot.com.

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15. Children’s Privacy

Gift Pilot accounts are intended for users aged 18 years or older.

Users may create recipient profiles relating to children for legitimate gifting purposes.

Where information about a child is provided as recipient information, users should only provide information reasonably necessary for arranging appropriate gifts and should avoid entering sensitive or unnecessary personal information.

Gift Pilot does not knowingly allow children to create their own Gift Pilot accounts.

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16. Links and Third-Party Services

Gift Pilot may contain links to retailers, suppliers or other third-party websites and services.

Those third parties operate independently from Gift Pilot and may have their own privacy policies and terms.

We encourage you to review the privacy practices of third parties where appropriate.

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17. Privacy Complaints

If you have a question or concern about how Gift Pilot handles personal information, please contact us first so that we can investigate and respond.

Email: hello@gift-pilot.com

We will take reasonable steps to investigate privacy complaints and respond within a reasonable period.

Nothing in this Privacy Policy limits any right you may have to make a complaint to an applicable privacy or consumer regulator.

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18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as Gift Pilot develops, our service providers change or applicable requirements change.

The latest version will be published on the Gift Pilot website with its effective date.

Where a change materially affects how we handle personal information, we will take reasonable steps to notify affected users where appropriate or required by law.

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19. Contact Us

For privacy questions, requests or complaints, please contact:

Gift Pilot Services
Email: hello@gift-pilot.com
Website: gift-pilot.com

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