ZenPilot Reports

Privacy Policy

Effective date: July 3, 2026

This policy describes what information ZenPilot Reports ("the Service", "we", "us") collects, how we use it, and the choices you have. The short version: we collect what we need to run the product, we do not sell your data, and we do not run third-party advertising or trackers.

1. Information we collect

  • Account information. Your name, email address, and optional avatar, provided when you sign in with Google or an emailed sign-in link.
  • ClickUp workspace data. When a workspace admin connects ClickUp, we sync time entries, tasks, lists, folders, spaces, and workspace member names and email addresses so we can build reports.
  • Financial inputs. Rates, costs, projects, and expenses that your workspace admins enter into the Service.
  • Billing information. Payments are processed by Stripe. We store your subscription status and Stripe customer reference. We never see or store card numbers.
  • Technical data. Standard server logs and the cookies needed to keep you signed in.

2. How we use information

We use this information to operate the Service: calculating reports, syncing with ClickUp, processing subscriptions, sending transactional email (sign-in links, workspace invites, weekly digests, and project alerts), providing support, and keeping the Service secure. You can turn off digest emails from your profile page.

3. Who we share it with

We do not sell personal information. We share data only with the service providers that run the product:

  • Vercel (application hosting and file storage)
  • Neon (database hosting)
  • Stripe (payments)
  • Resend (transactional email delivery)
  • Google (sign-in, if you choose Google sign-in)
  • ClickUp (the workspace you connect, under your ClickUp account's terms)

We may also disclose information if required by law or to protect the rights, safety, or security of ZenPilot, our users, or others.

4. Cookies

We use only the cookies required for authentication and session management. We do not use advertising cookies or third-party analytics trackers.

5. Data retention and deletion

We keep workspace data while the workspace is active. Workspace owners can permanently delete their workspace and all of its data from within the app (Billing and account settings). You can also email us to request deletion or export of your personal data and we will respond within thirty days.

6. Data retention window

Synced ClickUp data (time entries and the tasks they belong to) is retained for as long as your plan's data window, plus a short operational buffer. Data older than that window is removed on a weekly schedule; your historical totals are not affected—only the underlying detail rows age out. If you change plans, the previous window keeps applying for a 30-day grace period before the new one takes effect, so you have time to review your data first. If you upgrade to a plan with a longer window, we restore the older history by re-syncing it from ClickUp. Deleting your workspace, as described above, erases all of its data immediately—there is no separate retention window for a deleted workspace.

7. Security

Data is encrypted in transit, and credentials for connected services (such as ClickUp access tokens) are additionally encrypted at rest at the application layer. Access is limited by role-based permissions inside each workspace, and production access is restricted. No system is perfectly secure; if we learn of a breach affecting your data we will notify affected workspace owners without undue delay.

8. Your rights

Depending on where you live (including the EEA, UK, and California), you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain processing. Contact us and we will honor these requests as required by applicable law.

9. Children

The Service is for business use and not directed to anyone under 16.

10. Changes to this policy

We may update this policy as the product evolves. If a change is material we will notify you by email or in the app before it takes effect.

11. Contact

Privacy questions or requests: gray@zenpilot.com. See also our Terms of Service.