Frequently Asked Questions
The team at EmailPilot takes your privacy and your data seriously. We would not want somebody not encrypting it or treating it with the utmost care and love, and we do the same with your data. After reading the frequently asked questions below, please let us know at support@emailpilot.ai.
Security & Privacy
Does EmailPilot use my private emails to train its models?
No, your data is yours. We do not use your personal or company emails to train our models in any way, shape, or form. We take data privacy seriously and will never mine your data for any purpose other than helping you within EmailPilot.
How is my data encrypted?
Your data is protected by multiple layers of encryption across our entire platform:
Encryption in transit — Every connection between your browser, our services, and third-party integrations like Klaviyo and Shopify is secured with TLS 1.3, the latest transport layer security standard. Data never travels over an unencrypted channel.
Encryption at rest — All stored data, including your sales metrics, campaign history, and customer analytics, is encrypted using AES-256 encryption via Google Cloud. This applies to our databases, data warehouses, and every backup or historical snapshot.
Encrypted backups — Historical data and automated backups inherit the same AES-256 encryption as live data. There is no unencrypted copy of your information anywhere in our infrastructure.
Secure credentials — Integration tokens and API keys are encrypted with authenticated encryption and stored in Google Cloud Secret Manager — never in application code or configuration files.
Is EmailPilot compliant with GDPR and SOC 2?
EmailPilot runs entirely on Google Cloud Platform infrastructure, which is independently audited and certified for SOC 1, SOC 2, SOC 3, ISO 27001, and PCI DSS compliance. All data is encrypted at rest (AES-256) and in transit (TLS 1.3), and we enforce strict access controls across every service. If you have specific compliance requirements, please reach out to support@emailpilot.ai and we will address them directly.
What happens to my data if I cancel my account?
Once you close your account, all data — including Intelligence Hub content, calendars, and stored brand information — is permanently deleted from our systems within 30 days.
How It Works
Will the emails sound like a robot wrote them?
No. During onboarding, EmailPilot learns your brand’s specific tone and voice. You can adjust these settings at any time.
We questions like, “Which celebrity or public personality best represents your brand?” to help tailor the copy. Additionally, our Figma integration allows the system to learn from your team’s feedback on designs, applying those voice adjustments to future briefs.
How is this different from just asking ChatGPT to write my emails?
Standard LLMs like ChatGPT, Claude, or Gemini lack the deep context required for effective email strategy. Even with MCPs output varies wildly and your team is expected to make “the perfect prompt” to turn data into strategy.
EmailPilot connects crucial data points—past performance, sales data, brand guidelines, product info, and brand feedback —that generic tools cannot access. We have available to EmailPilot EVERY signal that goes into messaging perfection.
Strategic Context: It takes 5–20 minutes to generate a calendar because the AI weighs factors like historical performance, multi-day campaign alignment, and brand feedback
Proven Prompts: We have iterated on our prompts over 200 times to ensure the best possible output, solving the inconsistency of different coordinators using different prompts
Transparency: Each event includes the strategic reasoning behind the AI’s choices (time of day, goal, etc.), giving you insight that standard chatbots don’t provide
Top Models: We use the latest models from Anthropic to inform the Calendar and Brief Creation workflows. This ensure maximum context and insights when creating creative copy.
How does EmailPilot handle industry-specific jargon or acronyms?
The Intelligence Hub has context awareness, allowing you to upload documents to increase its knowledge base. During onboarding, you can specify jargon or words unique to your industry. Furthermore, through integrations with Figma and Asana, the system “harvests” comments from your team and clients to improve its understanding of your specific terminology over time.
What happens if I don't like the draft it creates?
If you don’t like a calendar event, you can simply delete it and run another generation cycle. We find the output is typically 80-90% correct, requiring only minor tuning. This allows your coordinators to focus on refining strategy rather than starting from scratch.
Our plans allow for 3 Calendars to be created per brand per month for this reason.
Does it support resends and upcycles
Yes. EmailPilot automatically suggests resends and “upcycles” (re-using successful assets) as part of its strategy.
For example, during a product launch, it will plan a sequence including VIP access, launch day, and reminders. It also identifies messages from the last 60 days with high revenue or click rates to recommend for upcycling.
Sending & Control
Do I get to review the email before it sends, or does it send automatically?
EmailPilot is designed for strategy, calendaring, and brief creation—it does not send emails automatically (though it does create the template in Klaviyo).
The actual sending is still done by human beings.
We take a “best of both worlds” approach – AI handles the number crunching, the insights, and the human carries out the creative and non-deterministic part.
This workflow streamlines the process for your copywriters and designers while ensuring you maintain full control over deployment.
Every tool we’ve tested that auto-generates and email produces poor results that do not represent the brands well. AI isn’t there yet, and we don’t expect a full end-to-end AI solution to exist in the near future. When it is possible – EmailPilot.ai will do it.
Does it handle SMS and push notification limits?
Yes. EmailPilot understands the character limits and compliance requirements for SMS and Push channels. It creates briefs that respect these limitations while still providing the strategic rationale behind the content.
Does EmailPilot handle different time zones for international teams?
Yes. EmailPilot anchors all time data to the Brand’s specific time zone. For example, if your client is based in New York (EST), all campaign send times and deadlines will display in EST. This ensures that regardless of whether your team is working from Asia, Europe, or South America, everyone is aligned on the client’s actual go-live time without conversion errors.
Integrations
What integrations are supported?
We currently integrate with Klaviyo for email performance and sales data, Mailchimp for campaign data, Asana for workflow and task management, Figma for design feedback intelligence, Shopify for product catalog and customer data and Google Workspace for meeting transcript data. Support for Monday, ClickUp, Fishbowl, and Braze is coming soon.
Does this integrate directly into Gmail or Outlook?
No. EmailPilot powers the strategy and coordination layer — it does not integrate with inbox providers like Gmail or Outlook to send or receive emails.
Does EmailPilot export final HTML code for Klaviyo?
At launch, the Klaviyo integration is one-directional: we harvest data from Klaviyo to inform the Intelligence Hub, but we do not export final HTML code.
Deeper, two-way integration is on our roadmap. However, the Asana integration is two-way; once a calendar is approved, one click generates detailed tasks in Asana and Google Docs containing all the copy and direction your production team needs.
Our plans allow for 3 Calendars to be created per brand per month for this reason.
How does the Figma integration work? Does it build the design?
The Figma integration is designed for intelligence gathering, not design generation. It scrapes comments made on your designs in Figma to refine future calendars and briefs. It grabs signals from the creation process to make the Intelligence Hub smarter. It does not build the actual design files.
Does the Asana integration create new projects or add to existing ones
EmailPilot adds tasks to existing projects. During setup, you map a client to their specific Asana project. From then on, any brief generated by the Intelligence Hub becomes a task inside that project. This is designed to fit the standard agency workflow where a project is “stood up” per client. If your agency uses a custom Asana hierarchy that differs from this, please contact sales@emailpilot.ai so we can discuss a workflow that fits your needs.
Getting Started
How long does it take to onboard a new brand/client?
Onboarding takes about 5–7 minutes per brand. You can upload documents like brand guidelines or past sales data, but our voice-assisted onboarding and Klaviyo integration often provide enough information on their own.
Does it support resends and upcycles
Yes. EmailPilot automatically suggests resends and “upcycles” (re-using successful assets) as part of its strategy.
For example, during a product launch, it will plan a sequence including VIP access, launch day, and reminders. It also identifies messages from the last 60 days with high revenue or click rates to recommend for upcycling.
What happens if I hit my limit of three calendar "runs" per month?
Each client profile includes 3 full calendar generation runs (or revisions) per month. If you need more revisions for a specific client within a single month, you can purchase a “Top-Up Pack” of 3 additional credits for $29.99. Simply contact sales@emailpilot.ai, and we will apply the credits to your account immediately.
Can I edit the "Strategic Reasoning" before the client sees it?
The detailed strategic reasoning lives only in your internal dashboard — it is never visible on the client approval calendar. This keeps the approval process fast and high-level while giving your team the context to answer client questions confidently.
Does it work on mobile?
At launch, EmailPilot is not optimized for mobile. While mobile approval workflows are on our roadmap, the core work of calendar creation is best done at a desktop.
Pricing & Plans
How much does it cost?
The Agency Plan is $240/month and includes 5 team seats and management for up to 3 clients. Each client can generate calendars up to 3 months into the future with up to 3 generation runs per month. Additional clients are $49.95/month each. For agencies managing 20+ clients, contact sales@emailpilot.ai for volume pricing.
Are there limits on team seats or viewer licenses?
The base plan includes 5 seats for your internal team (typically account managers and coordinators).
Viewer licenses for the approval calendar are unlimited and can be shared with anyone. Copywriters and designers generally do not need a seat, as they receive the output via Asana or Google Docs.
Is the client approval portal white-labeled?
The standard approval portal is branded as EmailPilot. However, we offer a private labeling option that allows you to use your own subdomain and branding. Please contact sales@emailpilot.ai for pricing.
What happens if I hit my the monthly calendar generation limit?
Each client profile includes 3 full calendar generation runs (or revisions) per month. If you need more revisions for a specific client within a single month, you can purchase a “Top-Up Pack” of 3 additional credits for $29.99. Simply contact sales@emailpilot.ai, and we will apply the credits to your account immediately.
Do you offer a trial?
Yes, we offer a 7 day no-credit-card trial for you to try out EmailPilot. You’ll need to go through onboarding (provide a REAL website domain) and connect a valid Klaviyo account with data to EmailPilot to give it a go. While the trial is limited you are able to create a calendar once connected.
There’s also a demo account you can use to look around the basic features of EmailPilot. It’s a fake account with fake data and you’re welcome to try aspects of the tool out to see how changing dates and details in events works.