Privacy policy
Last updated 24 September 2026
The short version
- We only collect what Autopilot needs to work: your account, your sign in activity and the company records you add.
- Your records are encrypted before they are stored. You choose whether they are kept on our servers or in your own storage.
- Every sign in needs your password and a code sent to your email.
- We do not sell your data, show advertising, or use tracking or analytics tools. Autopilot loads nothing from third parties.
- You can download your records at any time and delete your account yourself.
1. Who we are
Autopilot is a service of Grant & Graham Ltd, a company registered in England and Wales under number 11575770, with its registered office at 167 to 169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom. Autopilot is built by Soundcheck Software.
Grant & Graham Ltd is the controller of the personal data described in this policy. For any question about your data, or to use your rights, email privacy@grant-graham.co.uk.
2. What we collect
| Data | What it includes | Where it comes from |
|---|---|---|
| Account | Your name, email address and password. We store only a secure one way hash of your password, never the password itself. | You, when you create an account |
| Sign in and security | Sign in times, the IP address and browser used, sign in codes (stored only as a secure hash), failed attempts, password changes and storage changes. | Created automatically when you use Autopilot |
| Your records | The companies, deadlines, notices, notes and settings you add, including any advisor or accountant contact details you enter. | You |
| Company register data | Public information about companies you look up, such as status, address, dates and the names, roles, appointment dates and country of residence of officers, where the register publishes them. | Official public registers (see section 6) |
| Documents | Files you add to a company, such as filed accounts or letters, with their name, type and who added them. Encrypted before they are stored. | You, and people you share your workspace with |
| Shared access | The email address of each person you invite, what they may do, and when they accepted | You |
| Register watch | Each company's name, registration number and country, and the last details seen at its public register, so changes can be spotted. Encrypted. | Autopilot, from your records and the public registers |
| Notifications | For each device where you switch notifications on: the address of that browser's notification service and its encryption keys. Encrypted. | Your browser |
| Payments | The payment link and invoice number Grant & Graham sends after you accept a quote, and whether it is paid. Autopilot does not handle card or bank details. | Grant & Graham |
| Requests to Grant & Graham | Meeting requests and requests for work that you send, with the messages, quotes, times and your acceptance of a quote (including the date, time and the IP address it was sent from) | You, and the Grant & Graham team members who handle them |
| Reminders and calendar | A list of your upcoming deadlines (company name, filing, authority and date), your reminder choices and your time zone. If you create a calendar link, a secure hash of it. | Autopilot, from your records, so it can email reminders and serve your calendar link |
| Own storage link | If you choose to keep your records in your own storage: the link, the username and the app password. The app password is encrypted and never shown again. | You |
If you add information about other people, such as directors, advisors or accountants, please make sure you are allowed to share it with us.
3. Why we use it, and our legal basis
| Purpose | Legal basis |
|---|---|
| Creating and running your account, storing and syncing your records, building your compliance calendar, sending sign in codes, account emails and the deadline reminders you choose | Performing our contract with you |
| Protecting accounts: email codes, blocking repeated wrong passwords, keeping a security log, investigating misuse | Our legitimate interest in keeping Autopilot and your data secure |
| Looking up companies in public registers at your request and showing their officers | Our and your legitimate interest in accurate company information, using data the registers publish for this purpose |
| Keeping records where the law requires it | Legal obligation |
We do not use your data for advertising or profiling, and Autopilot makes no automated decisions about you with legal or similarly significant effects.
4. Where your data is kept
Autopilot secure cloud. If you choose it, your records are stored in our database on servers of our hosting provider, Mijndomein Hosting B.V. in the Netherlands. Before they are stored, your records are encrypted with AES 256 using a key that is held separately from the database.
Your own storage. If you link your own storage, your records are kept as one file, autopilot-data.json, in the folder you choose. Your account, sign in details and security log stay with us. How your storage provider handles that file is governed by your agreement with them.
Reminders. To send reminder emails and keep your calendar link up to date, a list of your upcoming deadlines is kept on our server, encrypted, even if your records are in your own storage. You can switch reminder emails off in Settings.
Register watch. Each night Autopilot looks up your companies at their official registers and tells you about changes. You can switch this off in Settings.
People you share with see your companies, deadlines and documents in your workspace. You choose whether they can only view or also make changes, and you can remove their access at any time.
Notifications are sent through the notification service of your browser (for example Apple, Google or Mozilla). The message is encrypted so that service cannot read it. You can switch notifications off per device.
Support messages. When you contact support from Autopilot, your name, email address, message, any screenshot you add, the page you were on and your browser version are emailed to our IT team, so we can help you. Autopilot does not keep a copy, apart from a note in your security log that a message was sent. The email is kept by our IT team for as long as needed to handle your question.
Error reports. When something goes wrong on our server, a technical report is logged and emailed to our IT team, so it can be fixed. It can contain the part of Autopilot involved and an error message, but not your records. Error reports are deleted after 90 days.
Your calendar link is private. Anyone who has it can see the deadlines in it, so do not share it. You can stop it at any time in Settings, and it then stops working at once.
Emails such as sign in codes, confirmation links, password reset links and reminders are sent through the mail servers of our hosting provider. Links in reminder emails that add a deadline to Google Calendar or Outlook send that deadline to Google or Microsoft only if you click them.
When you contact Grant & Graham through buttons such as "Ask Grant & Graham", Autopilot opens a prepared email in your own email program. Nothing is sent until you choose to send it.
5. Who we share data with
We share personal data only as needed to run Autopilot:
- Our hosting provider, Mijndomein Hosting B.V., which stores the database and sends our emails on our behalf, under a data processing agreement.
- Grant & Graham advisors, only when you choose to send them a request or book a call, and only what that request contains: your name, email, any phone number, preferred times, the company it concerns, your message and any colleagues you add. Team members can see these requests, your account details (name, email, when you signed up and last signed in, and which storage you chose) and the security log, so they can support you. They cannot see your company records.
- Authorities, if the law requires it.
We never sell personal data.
6. Company registers we contact
When you search for a company, Autopilot sends your search, a company name or registration number, from our server to the register for that country. Registers therefore see our server's address, not yours. Depending on the country, these are:
- Companies House (United Kingdom)
- KvK Handelsregister and KvK open data (Netherlands)
- e-Business Register, RIK (Estonia)
- ACRA open data via data.gov.sg (Singapore)
- Brønnøysund Register Centre (Norway)
- Recherche d'entreprises, French government (France)
- Finnish Patent and Registration Office (Finland)
- ARES (Czech Republic)
- KRS (Poland)
- GLEIF, the global LEI register
- VIES, the European Commission's VAT number check
- For the United States: the open data registers of New York, Colorado, Connecticut, Oregon and Pennsylvania, and SEC EDGAR
- OpenCorporates, for other jurisdictions, if we have switched it on
Some of these registers are outside the European Economic Area. We only send them your search, not your account details. Register answers are kept on our server for up to 24 hours so repeated lookups are faster.
7. International transfers
Grant & Graham Ltd is based in the United Kingdom, and our hosting is in the Netherlands. The United Kingdom and the European Union each recognise the other as providing adequate protection for personal data. We do not otherwise transfer your personal data outside these areas, apart from company searches as described in section 6, which may reach registers in the United States, Singapore and elsewhere.
Some links in Autopilot open official registers in other countries on their own websites. Those sites are run by the registers themselves, under their own privacy terms.
8. How long we keep it
| Data | How long |
|---|---|
| Account and records in the Autopilot secure cloud | Until you delete your account. Deletion is immediate and permanent. |
| Accounts whose email was never confirmed | Removed after 14 days |
| Sign in codes and email links | Codes work for 10 minutes and links for 1 or 48 hours. Both are removed within a day after that. |
| Sessions | Removed when you sign out or when they expire, after 12 hours, or 30 days with "keep me signed in" |
| Security log, and the record of which reminders were sent | 400 days, then removed automatically |
| Requests to Grant & Graham | For as long as your account exists, so you both keep a record of what was agreed. Deleted with your account. |
| Documents | Until you delete them, or your account is deleted |
| Register watch changes shown to you | 400 days |
| Open invitations to a shared workspace | 30 days if not accepted |
| Deadline list for reminders | Replaced each time your records change, and deleted with your account |
| Backups | Our hosting provider keeps backups of the server for a limited period, after which they are overwritten. Records inside backups remain encrypted. |
9. How we protect it
- Every sign in needs your password and a 6 digit code sent to your email. Without the code, nothing opens.
- Passwords are stored as Argon2id hashes. Records and storage passwords are encrypted with AES 256, each tied to its owner.
- All traffic uses https. The sign in cookie cannot be read by page scripts and is blocked from other websites.
- Repeated wrong passwords pause the account, and every sign in step is rate limited.
- Access to the servers is limited to the few people who need it.
No system is perfectly secure. If a breach ever affects your data, we will tell you and the authorities as the law requires.
10. Cookies and storage on your device
Autopilot uses one cookie, which keeps you signed in. It is strictly necessary for the service, so it does not need your consent. It is removed when you sign out, or when you close the browser unless you chose "keep me signed in".
Autopilot does not use analytics, advertising or tracking cookies, and it does not store your records on your device.
11. Your rights
Under data protection law you have the right to:
- See the personal data we hold about you and get a copy.
- Correct data that is wrong. You can change most details yourself in Autopilot.
- Delete your data. You can delete your account yourself in Settings.
- Take your data with you. Settings lets you download your records at any time.
- Object to our use of your data based on legitimate interests, or ask us to restrict it.
To use any of these rights, email privacy@grant-graham.co.uk. We reply within one month.
You may also complain to a supervisory authority: the Information Commissioner's Office in the United Kingdom (ico.org.uk), the Autoriteit Persoonsgegevens in the Netherlands (autoriteitpersoonsgegevens.nl), or the authority in the country where you live. We would appreciate the chance to help you first.
12. Changes to this policy
If we change this policy in a way that matters, we will tell you by email or in Autopilot before the change takes effect. The date at the top shows when it was last updated.
13. Contact
Grant & Graham Ltd, 167 to 169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom
Email: privacy@grant-graham.co.uk