Privacy Policy

Last updated: 3 September 2026

SoloPilot is a software platform designed to help freelancers, sole traders and independent professionals manage their work, clients, projects and business administration.

SoloPilot is operated by MJ SMITH HOLDINGS LTD, a company registered in England and Wales under company number 16119280 (“SoloPilot”, “we”, “us” or “our”).

This Privacy Policy explains how we collect, use, store and protect personal information when you use SoloPilot, including our website at solopilot.co.uk, our applications and any related services (collectively, the “Service”).

We process personal information in accordance with applicable data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

1. Who We Are

SoloPilot is a trading name and software product operated by:

MJ SMITH HOLDINGS LTD
Company number: 16119280
Registered in England and Wales
Website: solopilot.co.uk
Email: privacy@solopilot.co.uk

For the purposes of UK data protection law, MJ SMITH HOLDINGS LTD is generally the data controller for personal information collected directly from users of SoloPilot.

Where you use SoloPilot to store or process personal information relating to your own clients, customers, suppliers or other contacts, you will generally be the data controller for that information and MJ SMITH HOLDINGS LTD will generally act as a data processor on your behalf.

2. Information We Collect

The information we collect depends on how you use SoloPilot.

Account information

When you create or manage a SoloPilot account, we may collect:

• Your name;
• Email address;
• Telephone number;
• Business or trading name;
• Business address;
• Profile information;
• Account preferences; and
• Authentication and account security information.

Business and work information

SoloPilot allows you to manage information relating to your freelance or business activities.

Depending on the features you use, this may include:

• Client and customer details;
• Contact information;
• Projects and jobs;
• Tasks and deadlines;
• Notes;
• Quotes and proposals;
• Contracts;
• Invoices;
• Expenses;
• Payments and payment status;
• Time records;
• Business income and financial information;
• Documents and attachments; and
• Other information you choose to enter, upload or store within SoloPilot.

Some of this information may contain personal information relating to your clients, customers, suppliers or other third parties.

Payment and subscription information

If you purchase a SoloPilot subscription or another paid service, payments are processed using Stripe.

Stripe may collect information necessary to process the transaction, including your name, billing information, payment method information and transaction details.

SoloPilot does not need to store your complete payment card details. We may receive and retain limited information from Stripe, such as:

• Your Stripe customer identifier;
• Subscription status;
• Subscription plan;
• Payment status;
• Transaction identifiers;
• Billing dates; and
• Limited information about your payment method.

Stripe may process certain information independently for purposes such as payment processing, fraud prevention, security and compliance with financial regulations.

Technical and usage information

When you access SoloPilot, we may automatically collect technical information including:

• IP address;
• Browser type and version;
• Device type;
• Operating system;
• Login activity;
• Date and time of access;
• Features and pages used;
• Error and diagnostic information;
• Security events; and
• Approximate location derived from your IP address.

We use this information to operate, secure and improve SoloPilot.

Communications

If you contact us, we may collect your name, email address and the contents of your communication together with any other information you choose to provide.

3. How We Use Your Information

We use personal information where necessary to operate and provide SoloPilot.

This includes using information to:

• Create and manage your SoloPilot account;
• Authenticate you when you sign in;
• Provide SoloPilot's features;
• Store and organise your business information;
• Manage clients, projects, tasks and other business records;
• Process subscriptions and payments;
• Provide customer support;
• Send important account and service communications;
• Maintain the security of SoloPilot;
• Detect and prevent fraud, abuse and unauthorised access;
• Diagnose technical problems;
• Maintain and improve the performance of the Service;
• Develop and test new functionality;
• Understand how SoloPilot is being used;
• Maintain appropriate business and accounting records;
• Comply with legal and regulatory requirements; and
• Establish, exercise or defend legal claims.

We may also send you information about SoloPilot features, products or services where permitted by law.

4. Our Legal Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we rely on the following bases.

Contract

We process information where necessary to provide SoloPilot to you, manage your account, process your subscription or otherwise perform our agreement with you.

Legitimate interests

We may process information where necessary for our legitimate business interests, including:

• Operating SoloPilot;
• Maintaining security;
• Preventing fraud and abuse;
• Improving the Service;
• Understanding how our Service is used; and
• Protecting our legal rights.

We only rely on legitimate interests where those interests are not overridden by your rights and interests.

Legal obligation

We may process information where necessary to comply with applicable legal, regulatory, tax or accounting obligations.

Consent

Where required, we will ask for your consent before processing information.

This may apply, for example, to certain cookies, analytics technologies or marketing communications.

Where processing is based on consent, you may withdraw your consent at any time.

5. Information You Store About Your Clients

SoloPilot is designed to allow freelancers and sole traders to manage their own clients and business relationships.

You may therefore enter personal information about other individuals into SoloPilot, including:

• Names;
• Email addresses;
• Telephone numbers;
• Company information;
• Addresses;
• Project information;
• Communications;
• Quotes;
• Invoices;
• Payment records; and
• Other information relevant to your relationship with them.

For this information, you will generally be the data controller and MJ SMITH HOLDINGS LTD will act as your data processor.

You are responsible for ensuring that you have an appropriate lawful basis for collecting, storing and processing information about your clients and other contacts through SoloPilot.

You are also responsible for providing any privacy information or notices required by applicable law to those individuals.

We process this information only as necessary to provide, maintain, secure and support SoloPilot or otherwise in accordance with our agreement with you.

6. Our Technology and Service Providers

We use trusted third-party providers to operate SoloPilot.

Supabase

We use Supabase to provide database and backend infrastructure for SoloPilot.

Information stored within your SoloPilot account may therefore be processed and stored using Supabase infrastructure.

Depending on the SoloPilot features in use, this may include account information, client records, project information, invoices, tasks and other information you choose to store within the Service.

Amazon Web Services

We use Amazon Web Services (“AWS”) to provide cloud infrastructure and related technology services.

Personal information may be processed using AWS infrastructure where necessary to host, operate, secure or deliver parts of SoloPilot.

Stripe

We use Stripe to process subscriptions and payments.

When you make a payment, payment information is provided to and processed by Stripe.

Stripe may act as both a data processor on our behalf and an independent data controller for certain processing activities, including fraud prevention, payment security and compliance with financial and regulatory requirements.

We do not store your full credit or debit card details on SoloPilot's systems.

We may add or change infrastructure and service providers as SoloPilot develops. Where those providers process personal information on our behalf, we will take appropriate steps to ensure suitable data protection arrangements are in place.

7. How We Share Information

We do not sell your personal information.

We may disclose information to third parties where reasonably necessary to operate SoloPilot, including:

• Supabase for database and backend services;
• Amazon Web Services for cloud infrastructure;
• Stripe for payment and subscription processing;
• Professional advisers such as accountants, lawyers or insurers where necessary;
• Government bodies, regulators or law enforcement agencies where required by law; and
• Other service providers necessary to operate and secure SoloPilot.

Third-party service providers acting as processors are permitted to process personal information only in accordance with our instructions, applicable contractual terms and data protection law.

We may also disclose information where reasonably necessary to:

• Comply with a legal obligation;
• Respond to a lawful request from a court, regulator or public authority;
• Investigate suspected fraud or misuse;
• Protect the security of SoloPilot;
• Protect our users or other individuals;
• Establish, exercise or defend legal claims; or
• Facilitate a business sale, merger, acquisition, financing or restructuring.

8. International Data Transfers

Some of our technology and service providers operate internationally.

As a result, personal information may be processed outside the United Kingdom.

Where personal information is transferred to a country that does not benefit from applicable UK adequacy regulations, we will take appropriate steps to ensure that suitable safeguards are in place.

Depending on the circumstances, these safeguards may include:

• The UK International Data Transfer Agreement;
• The UK Addendum to the EU Standard Contractual Clauses;
• Standard Contractual Clauses;
• Adequacy regulations or decisions; or
• Another legally recognised transfer mechanism.

Our providers may also maintain their own contractual and organisational safeguards for international data transfers.

9. Data Security

We take reasonable technical and organisational measures designed to protect personal information against:

• Unauthorised access;
• Accidental loss;
• Disclosure;
• Alteration;
• Misuse; and
• Destruction.

These measures may include:

• Encryption in transit;
• Encryption at rest where supported by our infrastructure;
• Authentication and access controls;
• Restricted access to production systems;
• Database security controls;
• Monitoring and logging;
• Secure cloud infrastructure; and
• Appropriate backup procedures.

Access to personal information is limited to people and service providers who reasonably require access for legitimate business or technical purposes.

No online service can guarantee absolute security, and you are responsible for maintaining the confidentiality and security of your SoloPilot login credentials.

If you believe your account has been compromised, you should contact us promptly.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

While your SoloPilot account remains active, we will generally retain the information required to provide the Service.

If you close your account, we may delete or anonymise information associated with your account after an appropriate period.

Certain information may be retained for longer where necessary for:

• Legal obligations;
• Tax and accounting requirements;
• Fraud prevention;
• Security;
• Resolving disputes;
• Enforcing agreements; or
• Establishing or defending legal claims.

Information may also remain temporarily within backups after it has been removed from our active systems. Such information will be deleted through our normal backup lifecycle.

11. Your Data Protection Rights

Under UK data protection law, you may have the right to:

• Access the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Delete your personal information in certain circumstances;
• Restrict how we process your information;
• Object to certain processing;
• Receive certain information in a portable format;
• Withdraw consent where processing is based on consent; and
• Complain to a data protection regulator.

These rights are subject to certain legal conditions and exemptions.

To exercise any of these rights, contact:

privacy@solopilot.co.uk

We may need to verify your identity before responding to a request.

Where a request concerns information stored in SoloPilot by one of our users about their own client or customer, you should normally contact that SoloPilot user directly because they may be the relevant data controller.

We will assist our users with appropriate data protection requests where required.

12. Cookies

SoloPilot may use cookies and similar technologies.

Some cookies are necessary for SoloPilot to operate, including cookies used for:

• Authentication;
• Account security;
• Maintaining sessions;
• Remembering preferences; and
• Payment functionality.

We may also use optional analytics technologies to understand how people use SoloPilot and improve the Service.

Where required by law, optional cookies will not be used until you have provided your consent.

You can manage your preferences through any cookie controls provided on the website and through your browser settings.

If our use of cookies becomes more extensive, we may provide a separate Cookie Policy.

13. Marketing Communications

We may send you marketing communications about SoloPilot where you have consented to receive them or where otherwise permitted by law.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the relevant email or contacting us.

Unsubscribing from marketing does not prevent us from sending necessary transactional or service-related messages, such as:

• Security alerts;
• Password or authentication messages;
• Billing notifications;
• Subscription information; and
• Important changes to the Service.

14. Automated Decision-Making and Artificial Intelligence

SoloPilot may introduce automation or artificial intelligence features designed to help users manage their businesses more efficiently.

If we introduce functionality that uses personal information for automated decision-making that produces legal or similarly significant effects, we will provide additional information where required by law.

If SoloPilot introduces third-party artificial intelligence providers that process user or client information, we will update this Privacy Policy as appropriate to explain how those providers process information.

We will not use private information stored by users within SoloPilot to train publicly available artificial intelligence models unless we have clearly informed users and have an appropriate lawful basis for doing so.

15. Children's Privacy

SoloPilot is a business productivity service intended for freelancers, sole traders and other professionals.

The Service is not intended for children.

We do not knowingly collect personal information from children through SoloPilot.

16. Third-Party Websites and Services

SoloPilot may contain links to or integrations with third-party websites and services.

Where you choose to use a third-party service, that organisation may process your information under its own privacy policy and terms.

We are not responsible for the privacy practices of third parties where they process information independently of MJ SMITH HOLDINGS LTD.

17. Business Transfers

If MJ SMITH HOLDINGS LTD or SoloPilot is involved in a merger, acquisition, financing, restructuring, sale of assets or similar transaction, information associated with SoloPilot may be transferred as part of that transaction.

Where required, we will notify affected users of material changes concerning the organisation responsible for their personal information.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Changes may be made to reflect:

• New SoloPilot features;
• Changes to our technology;
• Changes to our service providers;
• Changes to how information is processed; or
• Changes to applicable law or regulatory guidance.

Where changes are material, we may notify you through SoloPilot, by email or by another appropriate method.

The date at the top of this Privacy Policy indicates when it was most recently updated.

19. Contact Us

If you have questions about this Privacy Policy, how SoloPilot processes personal information or wish to exercise your data protection rights, contact:

SoloPilot
Operated by MJ SMITH HOLDINGS LTD
Company number: 16119280
Registered in England and Wales

Website: solopilot.co.uk
Email: privacy@solopilot.co.uk

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

You can contact the ICO or find further information about your data protection rights through its website.

20. Data Controller

For clarity, the legal entity responsible for SoloPilot is:

MJ SMITH HOLDINGS LTD
Company number: 16119280
Registered in England and Wales

SoloPilot is a trading name of MJ SMITH HOLDINGS LTD.