CastPilot is the autonomous podcast operations agent operated by the CastPilot team. This page explains what data we collect, how we use it, who we share it with, and the rights you have over it. If anything here is unclear, write to us at founders@castpilot.ai.
Data we collect
We collect the minimum data needed to operate CastPilot and to contact you about the service. Specifically:
You provide directly
Waitlist signups: name and email address (plus an optional tier interest — Free Beta, Solo, or Studio — if you select one on the pricing page).
Audio uploads: the podcast audio files you upload for processing, stored in cloud object storage.
Account emails: any replies or feedback you send to us.
Generated by the service
Transcripts produced from your audio.
Show notes generated from your transcripts.
Short-form clips with captions and short video files.
Social posts generated per platform (LinkedIn, X, Instagram, etc.).
Weekly digest emails sent to your listeners (content only — recipient list is yours).
Collected automatically
Analytics: page views, referrers, and click events on CTAs (see Cookies and analytics below).
Standard server logs: IP address, user agent, request path, and timestamp, retained briefly for security and debugging.
Cookies and analytics
We use a small number of cookies and pixels to attribute signup sources and measure campaign performance. None of them are essential to using the service — the site works without them — and we don't sell any of this data.
Cookies we set
cp_funnel — a first-party cookie written by our UTM and click tracker. It captures the UTM parameters from your inbound link, a randomly-generated click ID, and the page path. Used only to attribute signups to the campaign that brought them in. 30-day expiry.
lp_ctr — a short-lived first-party cookie that records when a user clicks the main "Try free" call-to-action. Used to attribute the resulting trial signup. 24-hour expiry.
Tracking pixels
Meta Pixel — measures conversions from our Facebook and Instagram ad campaigns into waitlist signups.
Polsia Analytics — first-party anonymous page-view tracking (a randomly-generated visitor ID stored in localStorage) used to measure traffic to the site.
Your controls: you can block or delete cookies in your browser at any time. Blocking tracking cookies won't stop you from using CastPilot — it just means we won't be able to attribute your signup to a specific campaign.
Third-party services
To run the pipeline and the site, we share specific data with a small set of vetted providers. Each one receives only what it needs to perform its function.
AI and content generation
OpenAI — receives your audio transcripts to generate show notes, clip captions, and social-post copy. Audio is not sent; only derived text.
We use the data described above for three purposes, and only those:
Operating the service. Transcribing uploaded audio, generating show notes and clips, drafting social posts, and delivering weekly digest emails to your listeners.
Account communications. Sending you transactional emails about your account (project status, billing, security alerts) and the weekly digest summaries you opt into.
Marketing communications. Sending you product updates and prospect-facing outreach about CastPilot. You can opt out of marketing emails at any time using the unsubscribe link in the footer of every email, or by emailing founders@castpilot.ai.
We do not sell your data, and we do not share it with advertisers beyond the anonymous conversion events described in Third-party services.
Your rights (GDPR & CCPA)
If you are in the European Economic Area, the United Kingdom, or California, you have the following rights over the personal data we hold about you:
Right of access — request a copy of the personal data we hold about you.
Right to deletion — request that we delete your account, uploaded audio, generated artifacts, and waitlist entry.
Right to correction — request that we correct any inaccurate data.
Right to opt out of marketing — opt out of any prospecting or product-update email at any time.
Right to data portability — request a machine-readable export of your data.
Right to object — object to processing that is not strictly necessary to operate the service you signed up for.
To exercise any of these rights, email founders@castpilot.ai. We respond within 30 days. If you are in the EEA or UK and believe we have not handled your request adequately, you also have the right to lodge a complaint with your local data-protection supervisory authority.
California residents: under the CCPA, you may also request that we disclose the categories of personal information collected, the categories of sources, the business purpose, and the categories of third parties with whom it is shared. The disclosures on this page satisfy those requests.
Retention
We retain data only as long as we need it to deliver the service, or as required by law. In practice:
Uploaded audio and generated artifacts (transcripts, show notes, clips, social posts) are kept for the lifetime of your active project. If you delete a project, the underlying audio and generated artifacts are deleted with it.
Waitlist leads — name, email, tier interest, and UTM attribution — are retained until you request removal or 24 months of account inactivity elapse, whichever comes first.
Analytics data — anonymized visitor IDs and page-view counts — is retained for 24 months.
Email records (transactional and prospect emails sent) are retained for the period required by tax and accounting law in the jurisdictions we operate in.
Children's data
CastPilot is not directed at children under 13 (the threshold used by US law under COPPA) or under 16 (the threshold used by GDPR in most EU member states). We do not knowingly collect personal information from anyone in these age groups. If you believe a child in these ranges has signed up or had their audio uploaded, please contact founders@castpilot.ai and we will delete the record.
Changes to this policy
If we make material changes to this policy — for example, adding a new category of data or a new third-party service — we will reflect them here with a new "Last updated" date at the top of this page. For significant changes that affect your rights, we will also email active users ahead of time.
Contact
The data controller for the personal information described in this policy is the CastPilot team. For privacy requests, partnership enquiries, or any question about how your data is handled, reach us at: