Privacy Policy
Last updated: 18.08.2026
This policy explains what personal data CaptureAI collects, why we collect it, and what rights you have over it.
CaptureAI (“we”, “us”, “our”) is our REGISTERED COMPANY NAME, a company registered in England and Wales, company number 16653106.
We are the data controller for the personal data described in this policy. If you have questions about how we handle your data, contact us at contact@captureai.co.
1. What we collect
When you contact us or book a discovery call
- Your name
- Your email address
- Your phone number (if you provide it)
- Your business name and sector (if you provide it)
- Anything else you choose to tell us in your message
When you visit our website
- Pages you visit and how long you spend on them
- How you arrived at our site (search engine, social media, direct link)
- Your approximate location, derived from your IP address
- Device and browser type
We collect this through cookies and analytics tools. See section 6.
When you become a client
- Business contact details for the people we work with
- Billing information (payments are processed by [PAYMENT PROVIDER] — we do not store your full card details)
- Information about your business needed to build and run your system
2. Why we collect it
| What we use it for | Our legal basis |
|---|---|
| Responding to your enquiry and arranging a call | Legitimate interests — you asked us to get in touch |
| Providing services you’ve bought from us | Performance of a contract |
| Sending you marketing emails | Consent — you opted in, and you can opt out any time |
| Invoicing, accounts and tax records | Legal obligation |
| Understanding how our website is used | Consent — via your cookie choices |
We do not sell your data. We do not share it with third parties for their own marketing.
3. When we act on behalf of our clients
If you are a customer of one of our clients — for example, you called a clinic or salon and received an automated reply from a system we built — then that business is the data controller for your information, and we act as their data processor.
In that situation:
- We process your data only on that business’s instructions
- Your rights over that data should be exercised with that business directly
- We keep that data secure and do not use it for our own purposes
If you’re not sure who to contact, email us at contact@captureai.co and we’ll point you in the right direction.
4. Who we share data with
We use trusted third-party services to run our business. These may process your data on our behalf:
- [EMAIL PROVIDER] — email hosting and correspondence
- [ANALYTICS PROVIDER, e.g. Google Analytics] — website analytics
- [CRM / AUTOMATION TOOLS] — managing enquiries and follow-up
- [PAYMENT PROVIDER] — processing payments
- [HOSTING PROVIDER] — website hosting
Each of these is bound by their own data protection obligations. Some may process data outside the UK; where they do, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses.
We may also disclose data where we’re legally required to — for example, to comply with a court order.
5. How long we keep it
- Enquiries that don’t become clients: up to 24 months, then deleted
- Client records: for the duration of our relationship, then 6 years for tax and accounting purposes
- Marketing contacts: until you unsubscribe, plus a suppression record so we don’t contact you again
- Website analytics: as set by our analytics provider, typically up to 14 months
6. Cookies
Our website uses cookies. Essential cookies keep the site working and don’t need your consent. Analytics and marketing cookies only run if you agree via our cookie banner.
You can change your cookie preferences at any time using the banner or your browser settings. Blocking some cookies may affect how the site works.
7. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Correct anything inaccurate
- Delete your data, where we have no ongoing lawful reason to keep it
- Restrict or object to how we process it
- Portability — receive your data in a transferable format
- Withdraw consent at any time, where consent is our legal basis
To exercise any of these, email contact@captureai.co. We’ll respond within one month.
If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
8. Security
We take reasonable technical and organisational measures to protect your data, including encrypted connections, access controls, and limiting who within our team can see personal data. No system is completely secure, but we take this seriously — it’s central to the service we provide.
9. Marketing
If you’ve given us permission, we may send you emails about our services. Every email includes an unsubscribe link, and you can opt out at any time by emailing contact@captureai.co. Opting out of marketing doesn’t affect service-related messages if you’re a client.
10. Children
Our services are aimed at businesses. We don’t knowingly collect data from anyone under 18.
11. Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed. Significant changes will be flagged on this page.