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Privacy Policy

Last updated: 1 January 2026

This Privacy Policy describes how InstanceNorPilot SAS ("we," "us," or "our"), registered in France with its registered address at 3 Avenue Henry Chéron, 14000 Caen, France, collects, uses, and shares personal data in connection with the website instancenorpilot.com and our managed infrastructure services.

We process personal data in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, "GDPR") and applicable French data protection law, including the loi n° 78-17 du 6 janvier 1978 relative à l'informatique, aux fichiers et aux libertés as amended.

1. Data controller

The data controller for personal data processed through this website is:

InstanceNorPilot SAS
3 Avenue Henry Chéron
14000 Caen, France
Email: [email protected]
Telephone: +33 2 31 73 35 50

2. Personal data we collect

Contact enquiries. When you submit a message through our contact form, we collect your name, email address, company name, and the content of your message. We use this data to respond to your enquiry. The legal basis is our legitimate interest in responding to communications directed to us (Article 6(1)(f) GDPR), or, where the enquiry relates to entering a contract, the performance of pre-contractual steps at your request (Article 6(1)(b) GDPR).

Service delivery. If you become a client, we process personal data necessary to deliver and manage the contracted services, including contact details for technical and billing contacts, SSH public keys, and any personal data present in systems we manage on your behalf. The legal basis is performance of the contract (Article 6(1)(b) GDPR). For data present in managed systems, we act as a data processor under Article 28 GDPR and process such data only on your documented instructions.

Website analytics. With your consent, we collect anonymised data about how visitors interact with this website, including pages visited, time on page, and approximate geographic region. We do not use third-party advertising cookies. You may withdraw consent at any time through the cookie settings banner or by contacting us. The legal basis is consent (Article 6(1)(a) GDPR).

Server logs. Our web server records standard access log data, including IP addresses, HTTP request details, and timestamps. This data is retained for up to 90 days for security and diagnostic purposes. The legal basis is our legitimate interest in operating secure infrastructure (Article 6(1)(f) GDPR).

3. How we use personal data

We use personal data only for the purposes described at the time of collection. We do not sell personal data to third parties. We do not use personal data for automated decision-making that produces legal or similarly significant effects.

4. Data sharing

We share personal data with third parties only in the following circumstances:

  • Service providers. We engage a limited number of processors who assist in operating our infrastructure and business — including data centre operators in France, accounting software, and email delivery services. Each processor is bound by a data processing agreement consistent with Article 28 GDPR.
  • Legal obligations. We may disclose personal data where required by law, regulation, or court order, or where necessary to protect the rights, property, or safety of InstanceNorPilot SAS, our clients, or others.

All personal data is stored and processed within the European Economic Area. We do not transfer personal data to countries outside the EEA.

5. Retention

We retain personal data for as long as necessary for the purposes described, subject to the following general guidelines:

  • Contact enquiries that do not result in a client relationship: 12 months from last contact.
  • Client data during the service term: for the duration of the contract and for 5 years thereafter, as required for legal and accounting purposes under French law.
  • Server logs: 90 days.
  • Analytics data: 13 months from collection.

6. Your rights

Under the GDPR, you have the following rights with respect to personal data we hold about you:

  • Right of access (Article 15): to obtain confirmation of whether we process personal data about you and to receive a copy.
  • Right to rectification (Article 16): to have inaccurate data corrected.
  • Right to erasure (Article 17): to request deletion of personal data where no legal basis for continued processing exists.
  • Right to restriction (Article 18): to request that we restrict processing in certain circumstances.
  • Right to data portability (Article 20): to receive personal data in a structured, machine-readable format where processing is based on consent or contract.
  • Right to object (Article 21): to object to processing based on legitimate interests.
  • Right to withdraw consent (Article 7(3)): where processing is based on consent, to withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at [email protected]. We will respond within one month of receiving your request. If we are unable to identify you from the information provided, we may ask for additional verification.

If you believe we have not handled your personal data correctly, you have the right to lodge a complaint with the Commission Nationale de l'Informatique et des Libertés (CNIL), 3 Place de Fontenoy, 75007 Paris, France, www.cnil.fr.

7. Cookies

We use cookies and similar technologies as described in our Cookie Policy. You can manage cookie preferences through the banner displayed on your first visit or by contacting us.

8. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be noted with a revised date at the top of this page. We encourage you to review this page periodically. Continued use of our website after changes are posted constitutes acceptance of the revised policy.

9. Contact

Questions about this Privacy Policy or our data processing practices should be directed to:
[email protected]
InstanceNorPilot SAS, 3 Avenue Henry Chéron, 14000 Caen, France