PitchButler
Privacy Policy
Last updated: 26 June 2026 · Terms of Service
This Privacy Policy explains what personal data PitchButler processes, why, and the choices and rights you have. It covers both the people who use PitchButler (our customers and their team members) and the business contacts our customers reach out to through the product.
1. Who we are
PitchButler ("PitchButler", "we", "us") is a one-to-one B2B sales-outreach product operated by Triti Sweden [REVIEW: full legal entity name, company registration number, and registered address]. You can reach us at privacy@pitchbutler.io for any privacy question or to exercise your rights.
For data about our customers and their users (account, billing, usage), PitchButler is the controller. For data about the business contacts our customers email, our customer is the controller and PitchButler acts as a processor on their behalf under our Terms and Data Processing Agreement.
2. Data we process
Account & identity
- Name, work email, and (if you sign in with Google) your Google profile basics.
- Authentication data - hashed passwords, session tokens, password-reset state.
Connected Google / Gmail data
When you connect a Gmail or Google Workspace mailbox, we access the data needed to send your outreach and read the replies to it. See §4 for the exact scopes and the limits we hold ourselves to.
Lead & prospect data (controlled by our customer)
- Business contact details our customer imports or we help discover - name, work email, company, role, and public company information.
- The outreach messages sent and the replies received, including AI-generated classifications and interest scores.
Usage & technical
- Log data, request IDs, IP address, and basic device/browser information used to operate, secure, and debug the service.
3. How we use data
- To provide the service - sending one-to-one emails from your mailbox, matching and reading replies, qualifying interest, and handing hot leads to you.
- To keep sending safe - bounce, spam-complaint, and reputation monitoring, and the kill switch that auto-pauses sending when those signals cross a threshold.
- To enforce opt-outs - a contact who declines is added to a permanent do-not-contact list checked before every future send.
- To secure the service, prevent abuse, comply with law, and support you.
We do not sell personal data, and we do not use Google user data for advertising.
4. Google API Services & Limited Use
PitchButler's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We request the narrowest Gmail scopes that let the product work:
| Scope | Why we need it |
|---|---|
gmail.send | Send your one-to-one outreach emails and your replies from your own mailbox. |
gmail.readonly | Read incoming replies so we can match them to the right conversation, gauge interest, and detect opt-outs and bounces. |
We never write to your mailbox: PitchButler does not change labels, read state, or move or delete any of your mail.
Consistent with the Limited Use requirements, we:
- use Gmail data only to provide and improve the user-facing features described above;
- do not transfer or sell it, except as needed to provide the service, for security or legal reasons, or with your consent;
- do not use it for advertising; and
- do not allow humans to read it, except (a) with your consent, (b) for security or to comply with law, (c) where the data is aggregated and anonymized for internal operations, or (d) where you ask us to and we need to for support. Internal operator access is logged in an immutable audit trail.
We do not use Gmail content to train generalized or third-party AI/ML models. When you disconnect a mailbox, we revoke our access with Google and delete the Gmail-derived message content we stored for that mailbox.
5. AI processing
To match, classify, and draft replies, message content is sent to our AI provider, Anthropic (Claude), over its API. Anthropic does not train its models on data submitted through its API. PitchButler does not use your or your prospects' data to train any model.
6. Subprocessors
We rely on a small set of vetted infrastructure providers. The current list:
| Provider | Purpose |
|---|---|
| Google (Gmail API) | Sending and reading mail from your connected mailbox |
| Anthropic (Claude) | AI reply matching, qualification, and drafting |
| Railway | Application and database hosting |
| Resend | Our own transactional notifications (e.g. hot-lead alerts) - not your outreach |
A current subprocessor list is maintained at privacy@pitchbutler.io on request.
7. Data retention
- Email message bodies are purged after 90 days, including copies embedded in AI analysis records (prompts, drafted replies, and reasoning traces).
- Internal action and event records are deleted after 30 days.
- Audit logs are retained for 90 days.
- Account data is kept for the life of the account and deleted on request after closure, subject to legal retention obligations.
- To honor a permanent opt-out after erasure, we keep a one-way hash of a suppressed email address so the contact is never re-imported and re-emailed. The hash cannot be reversed to recover the address.
8. Security
Google refresh tokens are encrypted at rest with per-tenant keys; access tokens are never stored. Access to production data is restricted and logged. We undergo periodic third-party security assessment in connection with our use of restricted Google scopes.
9. Your rights
Depending on where you live (e.g. the EU/EEA/UK under GDPR, or California under CCPA/CPRA), you may have the right to access, correct, delete, port, or object to the processing of your personal data, and to withdraw consent. To exercise any of these, email privacy@pitchbutler.io. We will verify and respond within the timeframe the law requires.
If you are a business contact who received outreach and want to know how we obtained your details or to be removed, simply reply to the email asking to opt out, or contact us above - your address is added to a permanent do-not-contact list.
10. Lawful basis for outreach (EU/EEA/UK)
Our customers send work-relevant, one-to-one messages to business contacts on the basis of legitimate interest (Article 6(1)(f) GDPR). Every message identifies the sender and offers an easy way to decline, which we honor permanently. You can object at any time.
11. International transfers
We and our subprocessors may process data outside your country, including in the United States. Where required, transfers rely on appropriate safeguards such as the EU Standard Contractual Clauses.
12. Children
PitchButler is a business tool and is not directed to anyone under 16.
13. Changes
We will update this policy as the product evolves and post the new "Last updated" date above. Material changes will be communicated to account holders.
14. Contact
Questions or requests: privacy@pitchbutler.io. General: hello@pitchbutler.io.