Review PilotPowered by The AI Method

Public policy

Review Pilot privacy policy

Last updated: 20 July 2026

This policy explains how Review Pilot accesses, uses, stores and shares personal information, including information received through Google Business Profile APIs.

1. Who operates Review Pilot

Review Pilot is operated by The AI Method in West Yorkshire, United Kingdom. Contact Oliver Harrison at oli@theaimethod.co about this policy, privacy requests or Google access.

2. Our role

The AI Method is the data controller for invited user accounts, service security, support and its own operational records. A client restaurant is normally the data controller for its restaurant profile, public review data and response activity. The AI Method processes that client data to provide Review Pilot under the client's instructions.

If you wrote a public review, the restaurant you reviewed is normally the first point of contact about its use of your information. You may also contact us and we will direct the request appropriately.

3. Information we process

  • Client user information: work email address, role, invitation and sign-in records.
  • Google connection information: Google Business Profile account and location identifiers, location names, connection status and encrypted OAuth refresh tokens.
  • Public review information: reviewer display name, rating, review text, review identifier and review dates.
  • Response workflow information: proposed replies, edits, approvals, publication status and audit records.
  • Restaurant information: approved service tone, menu facts, policies, branding and private menu files supplied by the client.
  • Service records: security, error, webhook and support information needed to operate and protect the service.
  • Inbound email information: Tripadvisor review notification content sent or forwarded to a location-specific Review Pilot address.

Review Pilot does not ask for or store Google passwords.

4. Why we use information

We use information to authenticate invited users, provide the contracted review workflow, connect a client-owned review source, retrieve reviews, prepare response drafts, publish authorised replies, keep an audit trail, provide support, secure the service and meet legal obligations.

For our own account, support and security processing, we rely on performing our contract, taking steps requested before a contract, complying with legal obligations and our legitimate interests in providing and protecting a controlled business service. Where we act for a client restaurant, that client determines the lawful basis for its review-response activity.

AI is used to prepare a proposed response from the review and the restaurant's approved profile. Review Pilot does not make a solely automated decision with legal or similarly significant effects. A person must check and approve every response before it can be published.

5. How we use Google user data

Review Pilot requests the Google OAuth scope https://www.googleapis.com/auth/business.manage. Google uses this broad permission for the Business Profile APIs. Review Pilot uses it only to:

  • list accounts and locations the connecting user manages so the correct restaurant can be selected;
  • retrieve reviews and receive new or updated review notifications; and
  • publish a specific review reply after an authorised client user has approved the reply and selected publish.

Review Pilot will not create, edit or delete Google Business Profile listings. It will not change business details, opening hours, categories, photos, menus, users or ownership.

Google connection tokens are encrypted and kept server-side. They are used for background review reconciliation and notifications until the connection is revoked or the client is offboarded. We handle information received from Google APIs in line with the Google API Services User Data Policy and its Limited Use requirements.

6. Who information is shared with

Information is available to authorised users of the relevant client workspace. We also use service providers for hosting and server functions, authentication and database storage, inbound email processing, Google authorisation and review services, and AI-assisted drafting. Current providers include Vercel, Supabase, Resend, Google Cloud, Google Business Profile and Anthropic.

The drafting provider receives the review text, reviewer display name, rating and the restaurant's approved profile information needed to prepare a proposed response. We do not sell Google user data or personal information, and we do not use it for advertising.

We may disclose information where required by law, to protect the service or its users, or as part of a business reorganisation subject to appropriate safeguards.

7. International transfers

Some service providers may process information outside the United Kingdom. Where required, we use contractual and other safeguards recognised under UK data protection law. Contact us if you want more information about the safeguards relevant to your information.

8. Retention

  • Raw inbound review-notification email content is retained for up to 30 days.
  • Structured review and audit data is retained for 12 months by default, unless the client agreement sets another period.
  • Google connection tokens are retained until access is revoked, the connection is removed or the client is offboarded.
  • User, support and contract records are kept for the service period and then only as long as needed for legal, security and record-keeping purposes.

9. Security and control

Review Pilot uses invitation-only access, role-based permissions, tenant separation, encrypted Google tokens, private file storage, signed webhooks, audit events and controlled offboarding. No internet service can guarantee absolute security, but access is limited to what is needed to provide the service.

A user can remove Google access through Google Account connections. A client administrator can also ask The AI Method to disconnect the integration and remove the locally stored token.

10. Your rights

Depending on the circumstances, you may have rights to access, correct or erase personal information, restrict its use, receive a portable copy, and object to processing. Some rights depend on the lawful basis and may be subject to legal exceptions.

You have the right to object when personal information is processed on the basis of legitimate interests. Contact us using the email above. We normally respond within one month.

11. Complaints

Please contact us first so we can investigate. You can also complain to the UK Information Commissioner's Office through ico.org.uk/make-a-complaint or by calling 0303 123 1113.

12. Changes to this policy

We will update this page when our data practices or the service materially change. The date at the top shows the latest revision.