Printer Pilot

Privacy Policy

Effective August 4, 2026

This Privacy Policy explains what information Printer Pilot collects, how it is used, and the choices you have. Printer Pilot is operated by TOPSOL Innovative Solutions (“we”, “us”). We designed the app to keep as much processing as possible on your device, and to send content to our servers only when that is required to deliver a feature you asked for.

You can use Printer Pilot as a guest for most local features. In guest mode, your documents stay on your device and are not sent to us.

Information You Provide

  • Account details: your email address, your name, and a password stored only as a one-way bcrypt hash. We never store your password itself.
  • Profile preferences: theme, notification settings, your AI consent setting, and your chosen backup provider.
  • Support requests: the title and description you send through Help & Support. Your name, email address, and account ID are included with the message so we can reply.
  • Documents you choose to import, scan, or print through the app.

Information Collected Automatically

  • Sign-in session records, which include the device and browser identifier your app sends (a “user agent” string) and a one-way hash of your IP address. These let you stay signed in and let us detect suspicious session reuse.
  • Your IP address, recorded temporarily against sign-in and registration attempts to enforce rate limits and prevent abuse.
  • Push notification tokens, only if you grant notification permission.
  • Authentication tokens, stored in the secure keychain on your device to keep you signed in.
  • Crash and error diagnostics through Sentry when crash reporting is enabled in a released build, used to fix stability problems.

Advertising and Tracking

Printer Pilot contains no advertising SDKs, no attribution or analytics SDKs, and no cross-app or cross-site tracking. We do not sell personal information, and we do not share it for behavioural advertising.

Documents, Scans, and OCR

Document scanning and text extraction (OCR) run on your device using the platform OCR engine — Apple Vision on iOS and Google ML Kit on Android. Images you scan are not uploaded for text extraction.

Two features upload document files themselves rather than just text: extracting text from a PDF sends the PDF to our servers for processing, and backing up to Google Drive routes the file through our servers on its way to Drive. In both cases the file contents are processed in transit and are not retained in our document storage. Backing up to iCloud does not pass through our servers at all.

If you use Printer Pilot as a guest, documents and their extracted text remain on your device only.

When you are signed in, the following is sent to and stored on our servers so your library works across devices:

  • The extracted text of your documents, including per-page text.
  • Document metadata: file name, type, size, MIME type, creation date, tags, and category.
  • AI-generated summaries and extracted fields, where you have used those features.

AI Features

AI features — summaries, document chat, field extraction, and smart naming — send the text of the document concerned, and your questions and the answers, to third-party AI providers for processing. Which provider handles a given request depends on the feature and your plan; we currently use Google (Gemini), OpenAI, and DeepInfra. To support document chat, your document text is also split into passages and converted into numerical representations (“embeddings”) by our embedding provider, currently OpenAI.

  • AI features require your consent. You are asked before the first AI request, and you can turn AI features on or off at any time from Settings → AI and Privacy.
  • Content is sent to an AI provider only when you invoke an AI feature.
  • We do not send your name, email address, or account ID to any AI provider — only the content being processed.
  • AI providers process content under their own API terms. We do not control, and do not make any commitment on their behalf about, how those providers handle data submitted through their APIs.
  • AI output is stored with your document and in your chat history so you can revisit it, and is deleted when you delete the document or chat session.
  • AI results may be cached for up to 30 days to avoid reprocessing identical content.
  • Scanning, OCR, the document library, and printing all work regardless of your AI setting.

Printing

Printing is performed by your device using the platform print system — AirPrint on iOS and the Android print framework. Printer Pilot does not transmit your documents to our servers for printing, and we do not see what you print. On iOS, local network access is requested only when needed to discover nearby printers.

Cloud Integrations and Backup

If you connect Google Drive, we request access to the files you explicitly choose to import or export, and we store the email address of the connected Google account along with access tokens encrypted at rest. We do not browse, index, or store your full Drive library. You can disconnect at any time from Settings → Cloud Storage, which revokes our access and deletes the stored connection.

iCloud backup uses your device’s own iCloud Drive container. Those files go directly from your device to Apple and are governed by Apple’s privacy policy.

Subscriptions and Payments

Subscriptions are sold and processed by Apple and Google. We never receive or store your payment card details or billing address. To confirm your subscription we send the transaction identifier or purchase token from your device to Apple or Google for verification, and we store that identifier along with your plan, renewal status, and expiry date.

Data Stored on Your Device

Your document library — including extracted text and AI output — your preferences, and any signatures you save are stored locally on your device. Signatures are stored as images in the app’s local storage. Authentication tokens are held in the iOS Keychain or Android Keystore. Uninstalling the app removes this local data.

Service Providers

We share data only with providers that process it on our behalf to run the Service. We may also disclose information where required by law, to enforce our Terms, or to protect the rights and safety of our users.

Our current providers are:

  • Google Cloud — application hosting and logging.
  • Google (Gemini) — document text and chat messages, for AI features.
  • OpenAI — document text and chat messages for AI features, and document passages for embeddings.
  • DeepInfra — document text and chat messages, for AI features.
  • Google Drive — the files you explicitly import or export.
  • Apple and Google Play — subscription verification.
  • Expo — push notification delivery.
  • Sentry — crash and error diagnostics, where enabled.
  • Google (SMTP) — delivery of the support emails you send us.

Data Retention

  • Documents, extracted text, AI summaries, chat history, and document passages are kept until you delete the document or chat session, or until your account is deleted.
  • AI results in our processing cache expire after 30 days.
  • Sign-in sessions expire automatically and are revoked when you sign out.
  • Records we must keep for tax, accounting, or fraud-prevention purposes — principally subscription transaction records — are retained for as long as the applicable law requires, even after account deletion.

Your Rights and Choices

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, to object to or restrict certain processing, and to lodge a complaint with your local data protection authority. To exercise any of these rights, email topsol.org@gmail.com. We will respond within 30 days.

Within the app you can:

  • Update your account information from Settings → Account Management.
  • Enable or disable AI features from Settings → AI and Privacy.
  • Manage notification preferences from Settings → Notifications and in your device settings.
  • Delete individual documents at any time from your library.
  • Disconnect cloud providers from Settings → Cloud Storage.

Deleting Your Account

To delete your account and its associated data, email topsol.org@gmail.com from the address registered to your account, with the subject “Delete my account”. We will verify the request and complete deletion within 30 days.

Full details of what is deleted and what is retained are on our account deletion page.

Security

We use encryption in transit (HTTPS) for all communication between the app and our servers. Passwords are stored using one-way hashing, cloud provider access tokens are encrypted at rest, and authentication tokens on your device are held in the platform secure keychain. No system is completely secure; please use a strong, unique password and contact us if you suspect unauthorized access to your account.

Children

Printer Pilot is not directed to children under 13 (or the equivalent minimum age in your region). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, contact us so we can remove it.

International Data Transfers

Your information may be processed in countries other than your own, including the United States. Where personal data is transferred out of your region, we rely on the safeguards offered by our service providers, including standard contractual clauses where applicable.

Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes we will update the effective date above and, where appropriate, notify you in the app. Your continued use of Printer Pilot after an update means you accept the revised policy.

Contact Us

If you have questions about this Privacy Policy or how your data is handled, email topsol.org@gmail.com or use Settings → Help & Support in the app.