Privacy and cookies
Last updated 30 October 2026
Who we are
PitchBot is run by Capability Systems Ltd (company number 03060219, registered office 128 City Road, London EC1V 2NX). We are the controller of the personal data described on this page. Our ICO registration number is ZC271164. You can contact us about your data at privacy@pitchbot.ai.
This page covers pitchbot.ai. When you use PitchBot's chat on another company's website, that company decides how your chat is used and its own privacy policy applies; we handle the chat on its behalf.
What we collect and why
When you chat with PitchBot on this site, we keep:
- your messages and PitchBot's replies, so the chat can follow the conversation and so we can see how PitchBot is used;
- a random chat ID, kept in a cookie, so your chat carries on from page to page;
- your time zone, so times are shown in your local time;
- if you book a call, your name, email address, phone number if you give it, and the time you chose, so we can hold the call and email you the details.
We also use your IP address to stop anyone sending too many messages. We store only a coded form of it, which can't be turned back into the address. Once the time limit it counts against has passed (at most a day) it is no longer used, and it is deleted the next time our clean-up runs.
When you try PitchBot on your own website on our demo page, we keep the website address you give us and read the public pages of that site, plus the same chat details as above.
When you sign in to run PitchBot for your company, we keep your email address and your sign-in details. For the people who take sales calls, we keep their name, email address, phone number and location, and, if they connect a calendar, the access Google, Microsoft or Calendly gives us to it. We keep a copy of the emails PitchBot sends. If your company pays for PitchBot, Stripe takes the payment and we keep a record of the subscription, not your card details.
Error tracking: each page you load tells Sentry, our error-tracking service, that it loaded, with your browser type and the version of PitchBot. When something goes wrong, Sentry also gets technical details of the error and the page you were on. When someone sends too many messages, Sentry is told the first three parts of their IP address, never the whole address.
We use this data to answer your questions and book calls you ask for (our legitimate interest in replying to people who contact us, or steps you ask for before a contract), to run the service our customers pay for (contract), and to keep the service working and secure (legitimate interests).
How long we keep it
Chats and booking details: 12 months.
Rate-limit counters: no longer used once their time limit has passed (at most a day), then deleted at the next clean-up.
Sign-in details: while you have an account.
Copies of sent emails: 12 months.
Websites tried on the demo page, the pages read from them, the chats about them and any booking details given in them: until the demo has gone unused for 30 days, then deleted at the next clean-up.
Subscription records: while your company uses PitchBot. Invoices: for at least six years after the end of the financial year they belong to, as UK tax law requires. Stripe keeps its own records of payments, as its privacy policy describes.
Error reports: Sentry deletes them after 90 days.
Who else handles it
These companies process data for us. We don't sell your data or share it for advertising.
| Company | What for | Where |
|---|---|---|
| Microsoft (Azure) | Hosting, database and message queues | Netherlands (West Europe), with backups in Ireland (North Europe) |
| Anthropic | Writes PitchBot's replies from your messages | United States |
| OpenAI | Turns your message into a search key to find the right pages | United States |
| Calendly | Books the calls you ask for | United States |
| Google and Microsoft | Calendars of companies' sales staff who connect them, to find free times and book calls | United States |
| Resend | Sends booking and sign-in emails | United States |
| Google (Workspace) | Receives the emails you send to privacy@pitchbot.ai and hello@pitchbot.ai | United States |
| Sentry | Error reports | Germany |
| Stripe | Payments from companies that subscribe | United States |
Where data goes to the United States, it is protected by the UK Extension to the EU-US Data Privacy Framework where the company is certified, and otherwise by the UK International Data Transfer Addendum in our data processing agreement with it.
Cookies
We only use cookies that the site needs to do what you ask. There are no advertising or analytics cookies and no trackers, so we don't ask for consent. If we ever add one, we will ask first, and you will be able to change your mind as easily.
| Cookie | What it does | How long |
|---|---|---|
| pitchbot_session | Keeps your chat with PitchBot together. Set when you open the chat. | 30 days |
| pitchbot_demo | Keeps your demo going. Set when you open the demo page. | 7 days |
| better-auth.session_token and related sign-in cookies | Keep you signed in. Only set when you sign in. | Until you sign out or the session ends |
Your rights
You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, and to move it to someone else. Email privacy@pitchbot.ai. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.