Privacy Policy

Version: 2.0
Last updated: July 2026

1. Introduction

InsideOut Ideas Limited ("Parcel Pilot", "we", "our" or "us") is committed to protecting the privacy, security and confidentiality of the information entrusted to us.

This Privacy Policy explains how we collect, use, store and protect personal information when:

• you visit the Parcel Pilot website;
• you enquire about or request information about Parcel Pilot;
• you create or use a Parcel Pilot account;
• your organisation uses the Parcel Pilot platform; or
• we provide support, billing or other services relating to Parcel Pilot.

We recognise that privacy is fundamental to the trust our customers place in us. We have designed Parcel Pilot using principles of security, data minimisation and customer control, and we continually review our practices as the platform evolves.

This Privacy Policy should be read alongside our Cookie Policy and Terms of Service. Where separately provided or published, our Data Processing Addendum, Security Overview and other legal documentation may also apply.

2. About Parcel Pilot

Parcel Pilot is a cloud-based warehouse management, fulfilment and logistics platform provided as Software as a Service (SaaS).

The platform enables organisations to manage warehouse operations including inventory, goods receiving, storage, picking, packing, shipping, returns, reporting, customer integrations and related operational workflows.

Parcel Pilot integrates with a range of third-party ecommerce, marketplace, carrier, accounting and business systems to automate operational processes. These integrations are enabled by customers according to their own business requirements.

3. Who We Are

Parcel Pilot is operated by:

InsideOut Ideas Limited
Registered in England and Wales
Company Number: 07066298
VAT Number: GB986633370

Registered Office:
72a Windsor Street
Beeston
Nottingham
NG9 2BW
United Kingdom

Website:
https://parcelpilot.co.uk

Support:
support@parcelpilot.co.uk

Unless otherwise stated, references to "Parcel Pilot", "we", "our" or "us" throughout this Privacy Policy refer to InsideOut Ideas Limited.

4. Scope of this Privacy Policy

This Privacy Policy applies to:

• visitors to our website;
• prospective customers;
• organisations using Parcel Pilot;
• authorised users of customer accounts;
• individuals whose information is processed when we provide support, onboarding or billing services.

Different rules may apply where our customers connect third-party services to Parcel Pilot. In those situations, those third-party providers remain responsible for their own privacy practices.

5. Our Role When Processing Information

Parcel Pilot performs two distinct roles depending on the circumstances.

When we are the Data Controller

We act as the Data Controller when processing information relating to our own business operations, including:

• website visitors;
• sales enquiries;
• marketing communications;
• onboarding enquiries;
• customer accounts;
• billing;
• subscriptions;
• support requests;
• recruitment (where applicable);
• legal and regulatory obligations.

In these situations, we determine why and how personal information is processed.

When we are the Data Processor

When our customers use Parcel Pilot to manage their warehouse, inventory, orders and fulfilment operations, we generally process information on behalf of those customers.

Examples include:

• customer orders;
• delivery addresses;
• shipment information;
• inventory records;
• fulfilment history;
• operational reporting.

In these situations:

• our customer is the Data Controller;
• Parcel Pilot acts as the Data Processor;
• we process information only in accordance with our customer's instructions and applicable law.

If you have questions about information processed by one of our customers, you should normally contact that organisation directly.

6. Information We Collect

The categories of information we process depend on how Parcel Pilot is used.

Account Information

This may include:

• name;
• business email address;
• telephone number;
• job title;
• account credentials;
• user role;
• account preferences.

Organisation Information

This may include:

• organisation name;
• registered address;
• trading address;
• billing information;
• VAT details;
• company registration details;
• operational preferences.

Operational Data

Customers using Parcel Pilot may store operational business information including:

• product information;
• stock keeping units (SKUs);
• barcodes;
• warehouse locations;
• inventory levels;
• purchase receipts;
• stock movements;
• order information;
• shipment information;
• tracking references;
• returns;
• operational notes.

Customer Order Information

Depending on the integrations enabled by our customers, Parcel Pilot may process information relating to customers receiving shipments, including:

• names;
• delivery addresses;
• contact information;
• order references;
• delivery instructions;
• shipment tracking information.

Parcel Pilot processes this information solely to provide the fulfilment services requested by our customers.

Support Information

When you contact us, we may collect:

• correspondence;
• support tickets;
• diagnostic information;
• attachments you provide;
• information necessary to investigate or resolve an issue.

Website Information

When you visit our website we may collect technical information including:

• browser type;
• operating system;
• device information;
• IP address;
• pages visited;
• referring website;
• where analytics cookies have been accepted, our analytics providers may infer approximate geographic information from technical signals such as IP address;
• cookie preferences;
• website usage information where analytics cookies have been accepted.

Integration Information

Where customers connect third-party services, Parcel Pilot may store information required to maintain those integrations, including:

• platform identifiers;
• OAuth tokens;
• API credentials;
• webhook metadata;
• synchronisation status;
• integration configuration.

Sensitive integration credentials are protected using appropriate technical safeguards and are only accessible to authorised processes and personnel where necessary to provide the service.

7. How We Collect Information

We collect information in several ways depending on how you interact with Parcel Pilot.

Information You Provide

You may provide information directly when you:

• complete a contact or enquiry form;
• request a demonstration;
• create an account;
• complete our client discovery or onboarding process;
• contact our support team;
• purchase or subscribe to our services;
• upload files or documentation;
• communicate with us by email or other supported channels.

Providing certain information may be necessary for us to provide our services or respond to your request.

Information Generated Through Your Use of Parcel Pilot

When authorised users access Parcel Pilot, the platform generates operational information as part of providing the service.

This may include:

• login activity;
• account actions;
• inventory transactions;
• warehouse operations;
• order processing;
• shipment activity;
• audit records;
• system-generated identifiers;
• integration synchronisation events.

This information helps operate, secure and improve the platform.

Information Received From Connected Services

Customers may connect Parcel Pilot to third-party services to automate business processes.

Depending on the integrations enabled by the customer, we may receive information from services including:

• ecommerce platforms;
• online marketplaces;
• shipping carriers;
• accounting platforms;
• payment providers;
• communication services;
• other authorised business systems.

The categories of information received depend on the permissions granted by the customer and the capabilities of the connected service.

Information Collected Automatically

When you visit our website, certain technical information is collected automatically through your browser or device.

Subject to your cookie preferences, this may include:

• technical diagnostics;
• website usage statistics;
• browser information;
• device information;
• session identifiers;
• security information.

Further information is available in our Cookie Policy.

8. How We Use Information

We only process personal information where there is a legitimate business purpose and an appropriate legal basis for doing so.

Depending on how you interact with Parcel Pilot, we may use information to:

Provide Our Services

Including to:

• create and manage customer accounts;
• provide access to Parcel Pilot;
• authenticate users;
• operate warehouse management functionality;
• process inventory movements;
• manage fulfilment workflows;
• synchronise connected platforms;
• generate shipping labels and tracking information;
• provide operational reporting.

Customer Support

Including to:

• respond to enquiries;
• investigate technical issues;
• diagnose faults;
• provide onboarding assistance;
• improve documentation;
• manage support requests.

Service Administration

Including to:

• manage subscriptions;
• administer billing;
• process payments;
• communicate important service information;
• manage licences;
• maintain customer records.

Platform Security

Including to:

• detect unauthorised access;
• investigate suspicious activity;
• prevent fraud;
• maintain audit trails;
• secure integrations;
• protect customer data;
• comply with security obligations.

Improving Parcel Pilot

We continually improve Parcel Pilot using information such as:

• feature usage;
• operational metrics;
• error information;
• support feedback;
• customer suggestions.

Where practical, we use aggregated or anonymised information for product analysis and service improvement.

Legal and Regulatory Requirements

We may process information where necessary to:

• comply with legal obligations;
• establish, exercise or defend legal claims;
• respond to lawful requests from regulators or authorities;
• protect our rights, customers or users.

9. Lawful Bases for Processing

Where UK GDPR or other applicable data protection legislation applies, we rely on one or more lawful bases for processing personal information.

Performance of a Contract

We process information where necessary to:

• provide Parcel Pilot;
• administer customer accounts;
• deliver support;
• provide onboarding;
• fulfil contractual obligations.

Legitimate Interests

We may process information where it is necessary for our legitimate interests, provided those interests are not overridden by the rights and freedoms of individuals.

Examples include:

• improving our services;
• maintaining platform security;
• preventing fraud;
• managing customer relationships;
• responding to enquiries;
• analysing platform performance;
• maintaining audit records.

Legal Obligations

We may process information where required to comply with applicable laws, regulations or legal processes.

Consent

Where required by law, we rely on your consent.

Examples include:

• optional analytics cookies;
• marketing communications where consent is required.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect processing carried out before consent was withdrawn.

10. Sharing Information

We do not sell personal information.

We only disclose information where necessary to provide our services, comply with legal obligations, protect our legitimate interests or where instructed by our customers.

Information may be shared with the following categories of recipients.

Service Providers

We work with carefully selected service providers who help us operate Parcel Pilot.

Depending on the services you use, these providers may include organisations that provide:

• cloud hosting;
• payment processing;
• website analytics;
• email delivery;
• customer communications;
• software infrastructure;
• backup services;
• security services.

Where a provider processes personal information on our behalf, appropriate contractual safeguards are in place.

Customer-Connected Services

Parcel Pilot integrates with third-party platforms selected and authorised by our customers.

Examples include ecommerce platforms, online marketplaces, shipping carriers and accounting systems.

Parcel Pilot exchanges information with these services only where necessary to provide the functionality requested by the customer.

The customer remains responsible for determining which services are connected to their Parcel Pilot account.

Professional Advisers

Where necessary, information may be shared with professional advisers including legal advisers, accountants, auditors and insurers, subject to appropriate confidentiality obligations.

Legal Requirements

We may disclose information where we reasonably believe disclosure is necessary to:

• comply with applicable law;
• respond to lawful requests from courts or regulators;
• protect the rights, property or safety of Parcel Pilot, our customers or others;
• investigate fraud or security incidents;
• enforce our contractual rights.

11. International Transfers

Parcel Pilot is operated from the United Kingdom.

Our production infrastructure is currently hosted within the United Kingdom. Some third-party providers or customer-selected integrations may process information in other countries.

Some of the third-party services used by Parcel Pilot or connected by our customers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure it remains protected in accordance with applicable data protection legislation.

Depending on the circumstances, these safeguards may include:

• adequacy regulations;
• the UK International Data Transfer Agreement (IDTA);
• the UK Addendum to the European Commission's Standard Contractual Clauses;
• contractual commitments with service providers;
• other lawful transfer mechanisms recognised under applicable legislation.

The specific transfer mechanism depends on the provider involved and the countries in which processing takes place.

12. How We Protect Information

Protecting customer information is a fundamental part of how Parcel Pilot is designed and operated.

We use a combination of technical, organisational and administrative measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Our security measures include, where appropriate:

• encrypted communications using HTTPS/TLS;
• authenticated user access;
• role-based permissions;
• logical separation of customer (tenant) data;
• encrypted storage of recoverable credentials and integration secrets;
• secure password hashing;
• audit logging of significant operational activity;
• controlled access to administrative functions;
• regular software maintenance and security updates;
• backup and recovery procedures;
• operational monitoring, regular maintenance and continual improvement of our security practices.

No method of electronic transmission or storage is completely secure. While we work to protect the information entrusted to us, we cannot guarantee absolute security.

If we become aware of a security incident affecting personal information, we will investigate promptly and take appropriate action in accordance with applicable legal obligations.

13. Data Retention

We retain personal information only for as long as it is reasonably necessary to fulfil the purposes for which it was collected, to comply with legal obligations, resolve disputes and enforce our agreements.

Retention periods vary depending on the type of information involved.

Examples include:

Account Information

We retain account information while an account remains active and for an appropriate period afterwards where necessary for legal, contractual or operational reasons.

Operational Data

Customers determine what operational information they submit to and manage through Parcel Pilot.

For some workflows, Parcel Pilot supports limited retention-related configuration, such as order PII anonymisation settings within certain integration policies.

Customers may also delete individual records where the functionality is available within the platform.

Support Information

Support requests, correspondence and related diagnostic information may be retained for a reasonable period to assist with ongoing support, service improvements and legal obligations.

Financial Records

Billing and financial records are retained for the periods required by applicable accounting and taxation legislation.

Website Information

Analytics information is retained in accordance with the configuration of the relevant analytics platform and your cookie preferences.

Cookies

Cookie preference information is retained so that we can remember your consent choices for future visits. Further details are provided in our Cookie Policy.

Where information is no longer required, we delete, anonymise or otherwise dispose of it in accordance with the relevant retention workflow. Current examples include order PII anonymisation, Amazon-specific PII redaction, scheduled deletion workflows, backup-retention limits and cookie-consent retention.

14. Your Rights

Depending on your location and applicable data protection law, you may have rights relating to your personal information.

These may include the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of personal information in certain circumstances;
• request restriction of processing;
• object to certain processing activities;
• request transfer of your information where applicable;
• withdraw consent where processing is based on consent;
• lodge a complaint with a supervisory authority.

These rights are not absolute and may be subject to legal exemptions or limitations.

Where Parcel Pilot is processing information on behalf of one of our customers, requests relating to operational data should usually be directed to that customer, who acts as the Data Controller.

Where we receive such a request directly, we may refer it to the relevant customer where appropriate.

To exercise your rights in relation to information for which InsideOut Ideas Limited acts as the Data Controller, please contact us using the details provided at the end of this Privacy Policy.

15. Cookies and Website Analytics

Parcel Pilot uses cookies and similar technologies to operate our website, improve security, remember user preferences and, where consent has been provided, measure website usage.

We distinguish between:

Strictly Necessary Cookies

These cookies are required for the website to function correctly.

Examples include cookies used for:

• maintaining user sessions;
• protecting against cross-site request forgery (CSRF);
• remembering security-related settings;
• maintaining essential website functionality.

Because these cookies are necessary for the operation of the website, they cannot be disabled through our cookie preferences.

Analytics Cookies

Where you choose to accept analytics cookies, we may collect information about how visitors use our website to help us understand website performance and improve our services.

Analytics cookies are only enabled after you have provided your consent through our cookie preference system.

If you choose not to accept analytics cookies, website analytics will not be enabled.

You can change your cookie preferences at any time using the "Cookie Settings" link available on our website.

Further information about the cookies we use, their purpose and retention periods is available in our Cookie Policy.

16. Marketing Communications

If you contact us or become a customer, we may send communications relating to your account, subscriptions, support requests, service updates or other information necessary to provide our services.

Where we send marketing communications that require consent under applicable law, we will only do so where you have provided that consent or another lawful basis applies.

You can opt out of marketing communications at any time by using the unsubscribe mechanism included in the communication or by contacting us.

Opting out of marketing communications will not affect essential service or account-related communications.

17. Children's Privacy

Parcel Pilot is designed for use by businesses and organisations.

Our services are not intended for children, and we do not knowingly collect personal information directly from children through our website or services.

If we become aware that personal information has been collected from a child in circumstances where it should not have been, we will take appropriate steps to delete that information.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or business practices.

When we make material changes, we will update the "Last updated" date at the beginning of this Privacy Policy and, where appropriate, notify customers through the website, the Parcel Pilot platform or other appropriate communication channels.

We encourage users to review this Privacy Policy periodically to remain informed about how we protect personal information.

19. Contact Us

If you have any questions about this Privacy Policy or the way we process personal information, please contact us.

InsideOut Ideas Limited
72a Windsor Street
Beeston
Nottingham
NG9 2BW
United Kingdom

Email: support@parcelpilot.co.uk
Website: https://parcelpilot.co.uk

If you are not satisfied with our response, you may also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.

Document Information

• Document: Privacy Policy
• Version: 2.0
• Owner: InsideOut Ideas Limited
• Applies to: Parcel Pilot
• Jurisdiction: England and Wales
• Last reviewed: July 2026