Privacy Policy

1. Information We Collect

CapturoAI collects information in several ways depending on whether you are a business user, caller, website visitor, or blog reader.

2. How We Use Information

CapturoAI uses collected information to operate, improve, and secure the platform.

• Answer inbound phone calls using AI voice technology
• Collect and organize customer leads
• Create call transcripts, summaries, and lead records
• Display call and lead data in business dashboards
• Send email or SMS notifications to business users
• Authenticate users through magic link login
• Configure AI receptionist behavior for each business
• Route call data to the correct business account
• Provide support and troubleshoot issues
• Improve call quality, AI responses, and platform performance
• Monitor abuse, fraud, spam, or unauthorized activity
• Maintain security and compliance
• Analyze website and blog traffic
• Communicate product updates, service notices, and account information

We do not use caller information to sell unrelated products to callers.

3. Call Recording and Disclosure

CapturoAI may record and store phone call audio and transcripts when call recording is enabled.

Call recording laws vary by location. Some states require consent from all parties before a call can be recorded.

Businesses using CapturoAI are responsible for making sure their call recording practices comply with applicable laws.

CapturoAI may provide tools or prompts to support call recording disclosure, but each business is responsible for using the platform legally in the areas where it operates.

If call recording is disabled, CapturoAI may still process call metadata and other information necessary to provide the service.

“This call may be recorded and transcribed to help us handle your service request.”

4. How We Store Information

CapturoAI stores platform data using secure cloud-based systems.

• Business account data
• User authentication data
• Caller lead data
• Call transcripts
• Audio recordings
• Call summaries
• Notification records
• System logs
• Dashboard data

We use reasonable technical, administrative, and organizational safeguards to protect information from unauthorized access, loss, misuse, or disclosure. No system can be guaranteed to be completely secure.

5. Third-Party Service Providers

CapturoAI uses third-party providers to operate the platform. These providers may process personal information only as needed to provide their services to CapturoAI.

We may add, remove, or replace service providers as the platform evolves.

6. Multi-Tenant Data Separation

CapturoAI is a multi-tenant SaaS platform. This means multiple businesses may use the same platform infrastructure, but each business account is designed to access only its own data.

Business users should only see leads, calls, transcripts, recordings, settings, and dashboard information connected to their own business account.

We use access controls, authentication, database policies, and account-level separation to help protect tenant data.

7. Email and SMS Notifications

CapturoAI may send email or SMS notifications related to platform and account activity.

• New leads
• Missed calls
• Completed calls
• Urgent service requests
• Account login links
• Account activity
• Platform updates
• Support communications

Business users can adjust certain notification preferences in their account settings where available. Message and data rates may apply for SMS messages.

8. Cookies and Tracking Technologies

CapturoAI may use cookies and similar technologies on its website and blog.

• Keep the website functioning properly
• Understand website traffic
• Analyze blog performance
• Improve user experience
• Remember preferences
• Support security
• Measure marketing performance

You can control cookies through your browser settings. If you disable cookies, some parts of the website or platform may not work properly. CapturoAI does not currently sell personal information through cookies. If this changes, we will update this Privacy Policy and provide any required choices.

9. Data Retention

CapturoAI keeps information for as long as needed to provide the service, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, and improve platform functionality.

• Account records while the business account is active
• Call transcripts and lead records for business dashboard access
• Audio recordings, if enabled, according to account settings or retention policies
• Logs and security records for troubleshooting and fraud prevention
• Email and SMS notification records for operational purposes

Businesses may request deletion of certain account data, caller records, transcripts, or recordings, subject to legal, security, billing, backup, or operational requirements. We may retain limited information when necessary to comply with law, prevent fraud, resolve disputes, or enforce our agreements.

10. How We Share Information

CapturoAI may share information in the following situations.

11. We Do Not Sell Personal Information

CapturoAI does not sell personal information in the traditional sense.

We do not sell caller names, phone numbers, addresses, call recordings, transcripts, or service requests to data brokers.

If our practices change, we will update this Privacy Policy and provide any legally required opt-out rights.

12. User Rights and Choices

Depending on where you live, you may have rights regarding your personal information.

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of personal information
• Request a copy of your information
• Object to or restrict certain processing
• Opt out of certain communications
• Ask questions about how your data is used

Business users can access certain account information through their dashboard. Callers who want to access, correct, or delete information collected during a call should contact either the business they called or CapturoAI using the contact information below.

13. California Privacy Rights / CCPA

If you are a California resident, you may have additional rights under the California Consumer Privacy Act, as amended.

• Know what categories of personal information we collect
• Know the purposes for collection and use
• Know what categories of third parties receive personal information
• Request access to personal information
• Request deletion of personal information
• Request correction of inaccurate personal information
• Opt out of the sale or sharing of personal information, if applicable
• Not be discriminated against for exercising privacy rights

CapturoAI does not sell personal information. To make a California privacy request, contact us using the email address below with the subject line “California Privacy Request.” We may need to verify your identity before completing your request.

14. How to Request Data Deletion

You may request deletion of personal information by contacting us using the privacy contact email below with the subject line “Data Deletion Request.”

Please include enough information for us to locate the data.

• Your name
• Your email address
• Your phone number
• The business you contacted or the CapturoAI account involved
• Approximate date of the call or interaction
• The type of data you want deleted

We may need to verify your identity before deleting information. Some information may be retained if required for legal, security, fraud prevention, billing, dispute resolution, backup, or compliance purposes.

15. Business Customer Responsibilities

Businesses that use CapturoAI are responsible for their own use of the platform.

• Providing legally required call recording disclosures
• Obtaining consent where required
• Using caller information only for legitimate business purposes
• Managing employee access to dashboard data
• Responding to customer privacy requests where applicable
• Configuring AI receptionist settings accurately
• Following laws that apply to their industry and location

CapturoAI provides tools to help businesses manage calls and leads, but businesses remain responsible for how they use customer data.

16. Children’s Privacy

CapturoAI is not designed for children under 13.

We do not knowingly collect personal information from children under 13.

If you believe a child has provided personal information to CapturoAI, contact us and we will take reasonable steps to delete it.

17. Security

We use reasonable safeguards to protect personal information.

• Authentication controls
• Tenant-based access restrictions
• Secure database infrastructure
• Encrypted connections where appropriate
• Access controls for platform users
• Monitoring and logging
• Vendor security practices

However, no online platform, phone system, database, or transmission method is completely secure. Users are responsible for keeping their email accounts secure because CapturoAI uses magic link authentication.

18. International Users

CapturoAI is based in Florida, United States.

If you access CapturoAI from outside the United States, your information may be processed and stored in the United States or other locations where our service providers operate.

By using CapturoAI, you understand that your information may be transferred to and processed in locations outside your country of residence.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the Effective Date at the top of this page.

If changes are significant, we may provide additional notice, such as through the website, dashboard, or email.

Your continued use of CapturoAI after updates means you accept the revised Privacy Policy.