Privacy Policy

Christian Reißig Pleißenbachstr. 87 09212 Limbach-Oberfrohna Germany Email: info@routapilot.app

Protecting your personal data is important to us. This Privacy Policy explains which data we process, for what purposes we use it and which rights you have. ROUTApilot is an AI-supported travel planning platform. Using the app features requires a user account.

In particular, we process the following personal data: • Registration and account data: email address, display name and authentication data, to the extent technically required, in protected form • Trip data: destinations, travel dates, travel type, activities, times, places, notes and other planning content created by you • Collaboration data: invitations, roles, permissions and information about fellow travelers within a trip • Travel documents and uploaded files: documents and files you voluntarily upload to a trip • Profile pictures and avatars: profile pictures you optionally upload • Calendar data: calendar settings, connection status and technical authorization data if you actively connect a calendar integration • Location search data: search terms and location information if you use the location search • Plus status and entitlement data: information about feature unlocks, plan, trial phase and source of the unlock • Export data: content you export as a file via export features • Technical data: IP address during access, device information, browser type, log data and security-related technical information • Display and theme settings: for example light mode or dark mode • Settings data: language preference and other app settings

Registration is required to use ROUTApilot. Your email address, display name and authentication data required for login are processed. Authentication and technical provision are handled through the platform infrastructure of Base44 (base44.com). Please also refer to Base44's privacy information.

In ROUTApilot, you can create trips and enter destinations, travel dates, travel type, descriptions, activities, times, places and notes. This content is stored so that you can plan, edit and access your trip later. Trip content is generally visible only to you and to invited fellow travelers, provided they have been granted access to the respective trip.

ROUTApilot allows you to voluntarily upload travel documents to a trip, such as booking confirmations, tickets, travel documents, insurance documents or other files that you want to store for your travel planning. Depending on the content of the uploaded files, they may contain personal data or sensitive information. Please only upload documents that you want to store in ROUTApilot and that you are authorized to store and share. Travel documents are generally only visible to you and to authorized trip participants who have access to the respective trip. Access depends on the roles and permissions assigned within the app. Travel documents are technically stored using Cloudflare R2. Documents are not publicly listed. Downloads are provided through time-limited signed download links. When you delete a document, both the related database record and the stored file are deleted, unless technical or legal reasons prevent this. The processing is carried out to provide the document feature requested by you on the basis of Art. 6(1)(b) GDPR.

You can optionally upload a profile picture or avatar. The profile picture is used within the app to make you more recognizable to trip participants in shared trips. Profile pictures are visible to people who share access to a trip with you. Please only upload images that you want to use for this purpose and that you are authorized to use. Profile pictures are technically stored using Cloudflare R2. When you delete or replace your profile picture, the previous file is removed from storage where possible. Due to caching, an already loaded image may still be visible for a short time.

You can invite other registered users to your trip by email. Invited users receive access to trip data, activities and the timeline depending on their assigned role, for example editor or viewer. Depending on their role, fellow travelers may view or edit content. You can remove fellow travelers at any time, provided the app allows this for your role.

ROUTApilot offers AI-supported features, such as suggestions for activities or travel plans. If you use these features, inputs such as destination, travel style, travel dates, existing activities and activity preferences may be processed in order to generate suitable suggestions. For this purpose, the inputs required for the respective function may be transmitted to AI service providers. Where possible, we do not transmit directly identifying contact data such as email address or name unless this is required for the generation. AI-generated suggestions are intended to support your travel planning. Please independently verify important information such as opening hours, prices, availability, travel times and safety information before relying on it. The processing is based on Art. 6(1)(b) GDPR to the extent necessary to provide the requested function or, where required, on your consent pursuant to Art. 6(1)(a) GDPR.

ROUTApilot allows you to connect external calendar services if you actively set this up. A calendar connection is voluntary and can be managed or disconnected in the settings.

If you connect Google Calendar, ROUTApilot processes OAuth tokens or technical authorization data in order to perform the synchronization with your Google Calendar that you requested. As part of the synchronization, activity titles, times, locations and related trip information may be transmitted to the Google Calendar API. To the extent required for the function, calendar information may also be retrieved or processed in order to provide the connection and synchronization. You can disconnect the integration at any time in the settings. After disconnection, ROUTApilot will not perform any new synchronizations with your Google Calendar. Google processes personal data in accordance with its own privacy policies. Please refer to Google's Privacy Policy: https://policies.google.com/privacy

If you connect Outlook Calendar, ROUTApilot processes OAuth tokens or technical authorization data in order to perform the synchronization with your Outlook Calendar that you requested. As part of the synchronization, activity titles, times, locations and related trip information may be transmitted to Microsoft services or the Microsoft Graph API. To the extent required for the function, calendar information may also be retrieved or processed in order to provide the connection and synchronization. You can disconnect the integration at any time in the settings. After disconnection, ROUTApilot will not perform any new synchronizations with your Outlook Calendar. Microsoft processes personal data in accordance with its own privacy policies. Please refer to Microsoft's Privacy Statement: https://privacy.microsoft.com/privacystatement

ROUTApilot may use external services for place and address search when you enter travel destinations, in particular Google Places or Google Maps services. When you use the location search, search terms, location information, technical access data and, where applicable, language or region settings may be transmitted to Google. This feature is used to make selecting travel destinations easier and more accurate. Google processes personal data according to its own privacy policy. Please also note Google's privacy policy: https://policies.google.com/privacy

ROUTApilot shows weather information for your destination in the trip overview. For trips coming up soon, a current forecast is fetched from MET Norway (Yr). For trips further in the future, long-term climate averages from Meteostat are shown instead. The destination's coordinates are transmitted to the respective service for this purpose. Both services provide their data under the CC BY 4.0 license: MET Norway: https://www.met.no Meteostat: https://meteostat.net

ROUTApilot does not use tracking cookies on the public landing page and legal pages. For technically required settings, information may be stored in your browser's localStorage. This includes, in particular, language settings and display options such as light mode or dark mode. This storage is required to keep your selected settings when you visit again. You can delete localStorage data through your browser settings.

ROUTApilot is provided through the platform infrastructure of Base44 (base44.com). As part of the operation, personal data may be processed on the infrastructure used by Base44. This includes, in particular, account data, trip data, technical data and security-related data to the extent required for the operation, security and provision of the app. For certain file and media features, in particular travel documents and profile pictures, ROUTApilot additionally uses Cloudflare R2 as storage infrastructure. Further information can be found in Base44's privacy information.

ROUTApilot is developed using modern software development tools, including AI-assisted development technologies and the Base44 platform. These tools support the development process but do not make automated decisions about users or user-provided content.

ROUTApilot offers export features, for example for shopping lists or checklists as PDF or Excel files. The content stored in the app is converted into an exportable file. Exported files are stored on your device or further processed by you. Please note that exported files are no longer protected by ROUTApilot's app access permissions outside the app. You are responsible for where you store exported files and with whom you share them.

ROUTApilot may unlock certain features as part of ROUTApilot Plus, trial phases or registration bonuses. For this purpose, we process technical information about your Plus status, such as the unlock status, plan, start and end of a trial phase and the source of the unlock. This data is used to determine which features are available to you within the app. Payment processing does not currently take place through ROUTApilot unless a paid subscription is actively offered.

We process your personal data on the following legal bases: • Art. 6(1)(b) GDPR: performance of a contract or steps prior to entering into a contract, in particular to provide your user account, trip planning, collaboration and app features • Art. 6(1)(f) GDPR: legitimate interests, in particular in the secure, stable and efficient operation of the app, error analysis and prevention of misuse • Art. 6(1)(a) GDPR: consent, in particular for voluntary features such as an actively connected calendar integration or optional AI features, where consent is required

The provision of certain personal data is required so that you can use ROUTApilot. This includes, in particular, account and login data as well as travel data to the extent required for the respective feature. Optional data such as profile pictures, travel documents, calendar connections or certain AI inputs do not have to be provided. If you do not provide this data, the respective optional features may not be available or may only be available to a limited extent.

ROUTApilot does not make solely automated decisions with legal effect or similarly significant impact within the meaning of Art. 22 GDPR. AI-generated suggestions are used solely to support your travel planning. You decide yourself whether to accept, edit or reject suggestions.

We store personal data only for as long as necessary for the purposes stated or as required by statutory retention obligations. Your account and trip data are generally stored as long as your user account exists. After deletion of your account, personal data will be deleted or anonymized within a reasonable period, unless statutory retention obligations or legitimate reasons for further processing apply. Uploaded travel documents and profile pictures are generally stored until you delete or replace them, or until your account is deleted, unless legal retention obligations or legitimate reasons prevent deletion.

Your personal data is not sold. As part of operating ROUTApilot, the following recipients or categories of recipients may receive data in particular: • Base44, to the extent required for hosting, authentication, infrastructure and technical provision • Cloudflare, where required for storing and delivering profile pictures and travel documents • Google, where location search, Google Places or Google Calendar is used • Microsoft, if you actively connect Outlook Calendar and use synchronization • AI service providers, to the extent AI features are used and this is required to generate suggestions • Invited fellow travelers, if you invite them to a trip and grant them access

To the extent that personal data is processed by service providers outside the European Union or the European Economic Area, this will only take place where an appropriate legal basis exists and suitable safeguards under the GDPR are provided, for example through EU Standard Contractual Clauses or comparable protection mechanisms.

Subject to the statutory requirements, you have the following rights regarding your personal data: • Right of access pursuant to Art. 15 GDPR • Right to rectification pursuant to Art. 16 GDPR • Right to erasure pursuant to Art. 17 GDPR • Right to restriction of processing pursuant to Art. 18 GDPR • Right to data portability pursuant to Art. 20 GDPR • Right to object pursuant to Art. 21 GDPR • Right to withdraw consent with effect for the future • Right to lodge a complaint with a data protection supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement You can delete your account in the settings or contact info@routapilot.app to request deletion of your data.

If you have any questions about data protection, please contact: Christian Reißig Email: info@routapilot.app