Privacy Policy

1. Who we are

iGears Technology Limited (科擎科技有限公司) (“iGears”, “we”, “us”). Registered office: 23B, Blk 4, Golden Dragon Industrial Centre, 182-190 Tai Lin Pai Road, Kwai Chung, NT, Hong Kong. Email: [email protected]. Office phone: +852 2117 8811.

PromoPilot is a software service that turns a promotion brief into short-form video, channel-ready copy, scheduling, approvals and reported analytics. This policy applies to personal data we control as the operator of PromoPilot. If you use PromoPilot to process other people’s data (for example customer images in a campaign), you are responsible for that processing as the data user of that content.

2. Personal data we collect

We collect only what we need to operate the service. Depending on how you use PromoPilot, this may include:

• Account data: name, email address, password (stored as a one-way hash, not in plain text), email-verification status and workspace membership and role (owner, admin, creator or reviewer).
• Workspace and campaign content you submit: promotion briefs, offers, prices, dates, captions, hashtags, brand kit (colours, logo, tone, default call-to-action), uploaded media (product photos, logos, location shots) and review comments.
• Generated outputs: scripts, storyboards, voice tracks, subtitles, finished or watermarked preview videos, channel variations and scheduled-post records.
• Social publishing connections: tokens and account identifiers needed to connect Facebook, Instagram, LinkedIn or other supported channels you choose to link. We do not ask for your social password.
• Billing data: plan, credit balance, Stripe customer and subscription identifiers, and purchase history. Card numbers are handled by Stripe; we do not store full payment-card details on PromoPilot servers.
• Support and enquiry data: name, email, phone, company and message if you use the contact form, email us, call or WhatsApp.
• Technical data: IP address, browser type, language preference (pp_locale cookie and local storage), authentication token in local storage, and basic product logs needed to keep the service secure and working.

3. How we use personal data

We use personal data for the purposes below. We do not sell personal data, and we do not use it for third-party advertising.

• To create and administer your account, workspace and login (including password reset and email verification when mail is configured).
• To generate scripts, storyboards, voice-over, subtitles and videos from the brief and media you provide, and to apply your brand kit.
• To create channel-specific captions and variations, run approval workflows, and record or (when enabled) publish scheduled posts to connected channels.
• To provide analytics based on data reported by connected platforms or recorded in the workspace.
• To bill subscriptions and credit packs, issue invoices/receipts via Stripe, and prevent fraud.
• To respond to enquiries, provide support, and send service messages (for example billing or security notices).
• To maintain security, debug faults, measure product reliability and meet legal obligations in Hong Kong.

4. AI generation and third-party processing

PromoPilot uses automated systems to produce campaign copy and video. Briefs, scripts, uploaded images, brand assets and related metadata may be sent to contracted subprocessors solely to perform that generation. Those subprocessors may include large-language-model providers, text-to-speech services, and generative-video providers (for example a MyMovieStar-compatible video API when configured for your tenant).

Outputs can be inaccurate, incomplete or unsuitable for publication. You must review scripts, storyboards, captions, images and finished videos before you approve, download, schedule or publish. Do not include unnecessary personal data of third parties in a brief.

Where publishing is in dry-run mode, scheduled posts are recorded in PromoPilot but are not sent to the social network. Live publishing, when enabled, uses the official APIs of the networks you connect and is subject to those networks’ terms and App Review requirements.

5. Cookies and local storage

We use a strictly necessary language cookie (pp_locale, typically up to 12 months, SameSite=Lax) so the site can remember English or Traditional Chinese. We store your session token and workspace selection in the browser’s local storage so you stay signed in on that device. We do not use third-party advertising cookies on the marketing site.

You can delete cookies and local storage in your browser. If you do, you may need to set language and sign in again.

6. Disclosure and transfers

We disclose personal data only as needed to run PromoPilot or as required by law:

• Service providers acting on our instructions: hosting and infrastructure, email delivery (SMTP), payment processing (Stripe), AI/TTS/video generation vendors, and social platforms you connect.
• Workspace members you invite, according to the role you assign.
• Professional advisers, insurers, or a purchaser if we restructure the business, under appropriate confidentiality.
• Competent authorities in Hong Kong or elsewhere if we are legally required to do so.

7. Retention

Account and workspace data are kept while the account is active. After you ask us to close an account we will delete or anonymise workspace content within a reasonable period, except records we must keep (for example billing records, security logs or data needed to resolve a dispute) which may be retained as required by Hong Kong law — typically up to seven years for accounting records.

Generated video files and uploads remain in your workspace until you delete them or the account is closed. Social tokens are kept only while the connection is active and are revoked or deleted when you disconnect the channel.

8. Security

We use access controls, hashed passwords, encrypted secrets for API keys where stored by the platform, HTTPS in production, and least-privilege admin consoles. No method of transmission or storage is completely secure. Please use a strong unique password and protect devices that stay signed in.

9. Access, correction and deletion

Under the Personal Data (Privacy) Ordinance you may request access to personal data we hold about you, and correction of data that is inaccurate. You may also ask us to delete an account or specific workspace content, subject to legal retention.

Send requests to [email protected] from the email on the account, or use the Contact page. We may need to verify your identity. We will respond within a reasonable time. A fee may be charged for a data-access request only as permitted by the Ordinance.

10. Direct marketing

We do not sell your personal data. We will not use your personal data for direct marketing of unrelated third-party products unless we have obtained your consent as required by Hong Kong law. Service and billing messages about your PromoPilot account are not treated as direct marketing.

11. Children

PromoPilot is a business tool. It is not directed at children under 18. We do not knowingly collect personal data from children. If you believe a child has created an account, contact us and we will delete it.

12. Changes

We may update this policy when the product or the law changes. The “Last updated” date at the top of this page will change. Material changes will be indicated on this page. Continued use of PromoPilot after an update means you acknowledge the revised policy.

13. Contact

Privacy questions, access and correction requests: [email protected], or write to iGears Technology Limited at the address in section 1. You may also use https://www.promo-pilot.org/contact or WhatsApp +852 9077 5172.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner for Personal Data, Hong Kong (https://www.pcpd.org.hk).