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GatPilot gives you three AI assistants that work with your company's data. The Sales Assistant answers customers, the Team Assistant answers employees from your internal rules, and the Management Assistant sends management the numbers from your company's systems.

Every conversation lands in one inbox, where a colleague can take over at any time. You start free with the Sales Assistant on your website, add the Team Assistant with Pro and the Management Assistant with Custom.

Read more: What each assistant does

No. The GatPilot assistant answers only from what you gave it: your website's pages and your company's documents and texts. If the answer is not there, it says it does not have the information instead of guessing.

The AI model underneath may well be one from OpenAI, Anthropic, Google or DeepSeek. The difference is everything around it: your sources, your team's inbox and the rules that tell it not to make things up.

Read more: The difference, row by row

It tells the customer honestly that it does not have the information and that a colleague will pick up the conversation right there, in the same chat. It does not make up an answer to look helpful.

The conversation passes to your team, which gets an email. A colleague replies from the inbox, and the reply reaches the customer on the channel they wrote on.

Offering to call a colleague is on by default, and you can turn it off in the assistant's settings. Even then, a customer who asks for a person gets one. Once the colleague is done, “Back to AI” hands the conversation back to the assistant.

Read more: How a colleague takes over a conversation

It replies in the language the customer writes in: Romanian, Russian or English. If a message mixes languages, it picks the one most of the message is written in, and if the customer switches language, it switches too.

Your sources can be in just one language: the assistant translates the information into the language of the question. Still, it finds information most reliably when the question and the source are in the same language.

If many customers write to you in Romanian or Russian, add a version of your key pages in that language too, for example delivery, returns and opening hours.

Read more: How the assistant answers

On the website, under the company name, it always says “AI assistant” and the assistant's name. When a colleague takes over, the window shows “A colleague is replying”.

On Telegram and Viber, we add the line “An AI assistant is replying” at the start of the conversation: before your greeting or, if there was none, before the assistant's first answer. When a colleague takes over, their first message starts with the line “A colleague is replying”. The assistant's instructions tell it to say it is an AI assistant when asked who it is or whether it is a person, whatever you write in its settings.

It takes the request: what the customer wants and the details they leave stay in the conversation, in the inbox. A colleague confirms the order or booking; the assistant never confirms them on its own.

It doesn't take money or ask for card details. It never reads out account numbers or IBANs, even if it finds them on your website.

On Telegram and Viber it doesn't reply to photos, stickers or voice messages. The inbox only shows that a file was sent, and the file is not kept.

The conversation doesn't pass to a colleague on its own, so check the inbox for such messages. On the website, customers can only write text.

It isn't made for that. It answers only from your documents, for example on how to prepare for a lab test.

For a specific case, the customer needs to see a specialist. The Terms recommend not using the assistant as the only source of such information.

GatPilot is a Topfed product, from Chișinău, Moldova. Topfed also operates BattGrade (battgrade.com).

Support comes from the people who write the code, in English, Romanian or Russian. Email us at info@gatpilot.com or call +373 60 616 128, Monday to Friday, 9:00 to 18:00 (Moldova time). We reply within one business day.

You will find the company's legal details under “Legal notice”, at the bottom of every page.

Read more: About GatPilot and Topfed

For the Sales Assistant, you need your website address and a few documents, for example your delivery and returns terms.

You try it for free, with no card, before you pay for anything. In the dashboard's test chat you ask it your customers' questions and see which sources it answered from. Test conversations do not count towards the monthly limit.

When you are happy with it, you add a single line of code to your site, copied from the dashboard. If someone else looks after your site, you send them the line.

Read more: Which sources the assistant can read

No. The dashboard opens in your browser, and on your site you add a single line of code. Employees and management talk to the assistants on Telegram or Viber, apps they already have.

There is nothing to install for the Management Assistant either: you give us read-only access to your systems, and we do the connecting.

Read more: How to connect your website and the other channels

Yes. Through the launch program, the first 20 companies get a free personalised setup: our team configures the assistant for your company. Write to us and we will tell you whether places are still available.

Otherwise, you set it up yourself in the dashboard: add your website address and a few documents, then try it in the test chat. On Custom, the implementation on your systems is included in the quote.

Read more: Write to us about the launch program

Yes, from the Pro plan: you give it its sources as files or text and connect it to, for example, Telegram or Viber.

On Free, the Sales Assistant answers only through the chat on your website, so without a website there is nowhere to put it.

Read more: The channels, assistant by assistant

Yes. Pro includes the Sales Assistant too, but you don't have to put it on your website.

Their sources stay separate: rules uploaded to the Team Assistant don't reach customers.

When they leave, you remove them from the list and the assistant stops answering them; their conversations stay in the inbox.

If they change phone or the link reached someone else, you create a new link, and the old one stops working.

Not necessarily. One Sales Assistant answers for all of them, as long as your sources clearly give each branch's address, opening hours and terms.

Write the way you would explain things to a new colleague: one heading per topic (Delivery, Returns, Warranty) and, under it, the concrete rules. The assistant searches short pieces of a paragraph or two, so a clear paragraph on a single topic gives a clear answer.

Also add the questions you are often asked, with their answers.

For your website, press “Read the site” again: pages already read are updated, not duplicated. A new read, though, takes at most as many pages as still fit in your plan. If the plan is full, it doesn't start: delete old pages first.

For a file, delete it and upload the new one. Retry a source that could not be read with “Try again”.

Read more: What it reads on your website

Usually it's a scan, meaning an image with no text, or a password-protected file. The dashboard shows the reason next to the source.

Run a scan through a text recognition (OCR) program first, and save a password-protected file again without the password.

The assistant does not read whole documents for every question. It splits them into chunks, short pieces of text, usually a paragraph or two, and each time looks up the 5 best-matching ones.

Free has 300 chunks, Pro 3,000 and Custom no limit, across all the account's assistants. How many chunks a document makes depends on how it is written. The dashboard shows how many each source made and, under “Plan and usage”, how much of your plan you have used.

A source that no longer fits does not go into the assistant's knowledge, and the dashboard tells you how many chunks you still have room for.

Read more: Which sources the assistant can read

Free costs 0 EUR: the AI model is included and you get 50 conversations a month, with no card.

Pro costs 19 EUR a month for the platform. You pay for AI usage separately, directly to the provider you choose, with no markup from us. A new Viber bot also has a monthly fee of its own, paid to Viber or one of its partners.

Custom is priced in a quote: a setup fee, paid once, and monthly maintenance.

Read more: Compare the plans, row by row

It is an exchange on one channel between a person and an assistant, however many messages it has. The person can be a customer, but also an employee or someone from management. We count conversations, not messages.

A conversation starts with the first message: a chat that is only opened on the website does not count. It lasts as long as it stays open; if you close it in the inbox, or the person writes from another channel, a new one starts. Your questions in the test chat do not count.

The assistant does not disappear. New conversations that month get your message from the “When it does not know” setting and go to the inbox, to a colleague, under the “With a person” filter. The customer does not find out that you hit a limit.

No email goes out for them, so check the inbox. The count starts again at the beginning of each month, and on Pro, with your own AI key, there is no conversation limit.

Read more: How a colleague takes over a conversation

Team members are the employees who write to the Team Assistant on Telegram or Viber. You add them in the dashboard, and each one activates through a link. Pro includes up to 10, Custom has no limit.

Users are the people who sign in to the dashboard: the Owner, Administrators, Agents and Viewers, who only read. Free has 1 user, Pro 5, Custom no limit, the owner included. Team members are not counted here.

Read more: What the Team Assistant does

Online payment is not live yet; we will contact you about activation and payment.

You press “Activate Pro”, create your account, and your request reaches us. We get back to you at the account's email or the phone number in your dashboard; until we switch the plan on, your account runs on Free.

Yes, both ways: plans are monthly, with no fixed-term contract. While online payment is not live, we make the change for you: ask for it in the dashboard, under “Plan and usage”, or write to us at info@gatpilot.com.

If you move to Free, the history drops to 30 days. Once a day, conversations whose last message is older than that are deleted.

All three assistants, including the Management Assistant, which we connect to your systems ourselves, read-only. Users, team members, sources, chunks and history have no limit; from a website, the assistant reads at most 2,000 pages.

Conversations: unlimited, with your own AI key. On request, we also connect the Sales Assistant to your live data.

We set the price after a call about your systems and volume: a setup fee, paid once, and monthly maintenance.

Read more: What the Management Assistant does

Only on Custom. On Free and Pro, the chat window on your website shows “Powered by GatPilot” at the bottom.

The name, colour and logo in the window are yours to choose on any plan.

Because 19 EUR is the price of the platform, not of the AI model. The answers are written by the model you choose, and you pay for the usage directly to the provider, at its price.

This way you choose the model yourself, see exactly what you spend in the provider account, and have no conversation limit set by us.

Read more: The AI model and your key

It depends on the provider, the tier and how many conversations you have. The Economy tier is meant for customer questions and costs less; Advanced writes more elaborate answers and costs more.

The provider's bill shows your assistants' answers, including those in the test chat. The search in your documents runs on our account and does not appear on the provider's bill.

We recommend setting a monthly spending limit in your provider account, so you don't spend more than you planned.

Read more: Who gets the money on Pro

The assistants don't answer on their own. Whoever writes gets your message from the “When it does not know” setting, and the conversation goes to the inbox, to a colleague.

If the provider rejects the key, for example because the credit ran out or the key was deleted, the dashboard shows the reason. After you add credit, press “Test again”; for a new key, paste it and press “Test and save”. New conversations then get automatic answers again.

The database is on a Hetzner server in Nuremberg, Germany, in the European Union. It holds the text of your sources, the conversations and the account settings.

The data of all companies is in the same database, but every read and write is limited to your company. That way, no company sees another's data.

Some data also goes to providers in the US, for example OpenAI, Google and Cloudflare. The full list of providers, with what each one does, is on the Sub-processors page.

Read more: Sub-processors

Only you, as the Owner, and the colleagues you add sign in to the dashboard, each with their own role: Administrator, Agent or Viewer. Administrators can do everything the Owner can, except the plan, billing, the AI key, closing the account and appointing or removing other administrators. Agents work in the inbox, the shared list of all conversations, and Viewers only read; both also see the statistics.

Employees added to the Team Assistant don't sign in to the dashboard. Each one talks to the bot on Telegram or Viber and sees only their own conversation. In the inbox, their conversations are visible to every dashboard user.

The GatPilot team accesses your account's data only to keep the service running and to help you when you ask us to. On Custom, it also does so to set up the Management Assistant: the data sources, the queries and the reports. Our internal panel has no screen showing your conversations.

Read more: Who sees what in the inbox

No. We do not use your documents and conversations to train models, and we do not sell your data.

For each question, the assistant searches your sources for the matching chunks, that is, short pieces of text. It sends them to the model only to write that answer. When you delete a source, its chunks are deleted too, and the assistant no longer uses it.

To write an answer, the model receives the question and the assistant's instructions. It also receives the 5 best-matching chunks from your sources and the latest messages of the conversation, 20 at most. The rest of your documents do not reach the model that writes the answer.

So that the assistant can find the matching chunks, the text of all your sources and every question also go through OpenAI, under our key, on every plan. On Custom, the Management Assistant uses no chunks: the model receives the results of the queries run on your systems.

On Free, answers come from our model, provided by OpenAI. On Pro and Custom, the provider you choose answers, with your own key; the contractual relationship with it, including what it does with the data it receives, is directly yours.

Read more: The AI model and your key

Traffic between your browser and our server is encrypted (TLS). In the database, we use AES-256-GCM to encrypt your AI key and the channel tokens, that is, the access keys issued by Telegram or Viber. On Custom, the same goes for the access details to your systems.

Keys and tokens are never shown in full again: only the last 4 characters of the AI key are visible. When you disconnect a channel, its token is deleted.

Unlike keys and tokens, documents and conversations are not encrypted separately. They are kept in the database in Germany, where every read is limited to your company.

Conversations are deleted automatically 30 days after the last message on Free, and after 365 days on Pro. On Custom, they are not deleted automatically. Separately, we keep a record of AI costs for 13 months: which model was used and what it cost, without the text of the messages.

Sources stay until you delete them from the dashboard, and their chunks are deleted along with them. We do not keep the uploaded file: once we have extracted the text, we delete it.

As the Owner, you delete the account from the dashboard: in “Contul meu” (“My account”), under “Zona periculoasă” (“Danger zone”), you press “Șterge contul” (“Delete account”). Once you type the company name, the word ȘTERGE (“delete”) and your password, all the account's data is deleted from the database immediately. Nobody on the team can sign in again, and the deletion cannot be undone.

Before that, the Owner or an Administrator can download a copy of the data from “Contul meu” (“My account”), with “Descarcă datele” (“Download data”). It is a ZIP archive of the assistants, sources, conversations, team and reports, without the AI key, channel tokens or access details. If you cannot use the dashboard, write to info@gatpilot.com: we send you the copy within 30 days and delete the account at the Owner's request.

The assistant treats everything it reads on the website and in documents as information, not as instructions. If a text tells it to ignore its rules, for example a comment left on the website, it does not obey. We have an automated test for such texts.

It never gives out an account number, an IBAN, card details or payment instructions, even if it finds them in the sources. It sends the customer to the company's payment page or calls a colleague.

These are rules given to the model, not a guarantee. That is why every conversation stays in the inbox, where you can read it and take it over at any time.

We process data under the Republic of Moldova's law on personal data protection (Law No. 195/2024) and under the GDPR for customers in the EU. For your customers' and employees' conversations, your company is the controller: it decides what data is processed and why. We are the processor, and we process this data only on your instructions.

The DPA forms part of the Terms and applies on every plan, Free included: the text is public, among the legal documents linked below, and you get a signed copy on request. In it we commit, for example, to notify you within 48 hours of learning of a breach that affects your data. We notify you of a new provider at least 30 days in advance.

We do not have certifications of our own yet. The server is hosted by Hetzner, which holds ISO/IEC 27001:2022 certification for its data centres; the certification is Hetzner's, not GatPilot's.