Privacy policy
This policy explains what information Promotion Pilot (by Hospitality Edge) collects, why we collect it, and what we do with it. We follow the Australian Privacy Principles.
What we collect
- About you and your team: names, roles, email addresses and mobile numbers.
- About your venue and its promotions: venue name and postcode, prices, times, prizes, offers, notes, logos, brand files, photos and sponsor logos.
- What you send us on our website, including the "Ready to fly?" pre-flight checklist and any files you upload with it.
- Booking details when you book a 15-minute chat with us: your name, email and the time you choose.
- Billing details. Card payments are handled by Stripe. We never see or store your full card number.
- Basic technical information when you use our website and dashboard, such as sign-in times and the pages you use.
Why we collect it
- To plan your promotions, design your artwork and run your dashboard.
- To contact you about your enquiry or booking.
- To send you the messages needed to run your plan: details to check, artwork ready, reminders and receipts.
- To bill you.
- To improve our service.
We do not sell your information.
Who we share it with
We use service providers to run Promotion Pilot, and we send them only what they need:
| Provider | What it does for us |
|---|---|
| Supabase | Database and file storage |
| Vercel | Website and dashboard hosting |
| Resend | Email delivery |
| Stripe | Card payments |
| Calendly | Booking chats |
| Online meetings (Google Meet) and our email | |
| OpenAI | Image tools used to make artwork |
Some of these providers store or process information outside Australia, including in the United States. We choose providers with strong security.
We don't share your information with anyone else unless you agree or the law requires it. We show your artwork in our own marketing only if you agree.
Keeping it safe
- Your own venue only. Each venue can see only its own information in the dashboard. The database enforces this, not just the screen.
- Protected sign-in. Access is protected by password or sign-in links.
- Encrypted. Files are stored privately and encrypted, and everything travels over a secure connection.
- Backups. We back up our data.
- How long we keep it. We keep your information while you are a member. Billing records are kept for as long as tax law requires. Everything else is deleted within 12 months after you leave, unless you ask us to delete it sooner or the law requires us to keep it.
Your choices
- See or correct your information. Ask us at any time through our Contact page, and we'll respond within 30 days.
- Promotional emails. You can opt out at any time. Every promotional email has an unsubscribe link. Messages needed to run your plan, like artwork ready and receipts, still come while you're a member.
- Complaints. If you have a privacy complaint, contact us first. If you're not happy with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).
Last updated: 12 October 2026