Privacy Policy

1. Introduction

Capture Client ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, services, and website.

2. Information We Collect

Information You Provide

We collect information you provide directly to us, including:

• Account information (name, email, phone number, company name)
• Payment information (processed securely through third-party payment processors)
• Contact and lead information you input into our CRM
• Communications with us (support tickets, emails, phone calls)
• Information from calls handled by our AI Voice Agents

Automatically Collected Information

When you use our services, we may automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent on platform)
• Cookies and similar tracking technologies
• Call recordings and transcripts (with appropriate consent)

Information Collected Through Voice AI

When you interact with our AI voice agents, we collect:

• Voice and Call Data: Audio recordings of calls with our AI agents, voice segments for quality assurance
• Call Transcripts: Text transcriptions of voice conversations, intent and sentiment analysis results
• Call Metadata: Phone number, date and time of calls, call duration and outcome, call routing information
• Voiceprint Data: In certain cases, voice characteristics that may be used for identity verification (with consent where required by law)

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process your transactions and manage your account
• Send you technical notices, updates, and support messages
• Respond to your inquiries and provide customer support
• Analyze platform usage to improve user experience
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations
• Send marketing communications (with your consent)

4. How We Share Your Information

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party vendors who perform services on our behalf (payment processing, hosting, analytics)
• Business Partners: Google Ads, Facebook Ads, and other advertising platforms (only as necessary to deliver services)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with any merger, sale, or acquisition

Third-Party AI Processors

We may share voice data with third-party AI service providers for processing and analysis, including:

• Cloud-based AI processing platforms and machine learning services
• Natural language processing and speech recognition providers
• Call analytics and business intelligence platforms
• Telephony and communication service providers

All third-party processors are required to sign data processing agreements, protect data with appropriate security measures, use data only for specified purposes, and comply with applicable privacy laws.

SMS and Voice Data Sharing Restrictions

IMPORTANT: We will NOT share your mobile phone number or SMS opt-in consent with any third parties or affiliates for marketing purposes. All text-messaging opt-in records and consent data are kept private and will NEVER be transferred to third-party marketers.

5. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure servers, access controls, and regular security audits. However, no method of transmission over the internet is 100% secure.

6. Data Retention

We retain your information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Voice AI Data Retention Periods

• Call Audio Recordings: 90 days to 2 years (depending on purpose)
• Call Transcripts: 2 years
• Voiceprints (Biometric Data): 3 years from last use, or immediately upon request
• Call Metadata: 5 years (for compliance and auditing)
• Consent Records: 4+ years (TCPA statute of limitations)
• AI Training Data (Anonymized): May be retained indefinitely

When you close your account, we will delete or anonymize your data within a reasonable timeframe, except where we are required to retain it by law.

7. Call Recording Privacy

Calls with our AI voice agents may be recorded and monitored for quality assurance, training, compliance verification, and service improvement.

Two-Party Consent States

If you are located in California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Pennsylvania, Vermont, or Washington, all parties must consent to recording. You will be explicitly notified at the beginning of recorded calls and given the opportunity to decline.

By continuing a call after being notified of recording, you consent to the recording. If you do not wish to be recorded, please inform our AI agent at the beginning of the call.

Your Rights Regarding Recordings

• Right to Decline: You may decline to be recorded on any call
• Right to Access: Request copies of your call recordings (processed within 30-45 days)
• Right to Deletion: Request early deletion of your recordings (subject to legal retention requirements)

8. Biometric Information Privacy (Illinois BIPA)

This section applies to residents of Illinois and other states with biometric privacy laws.

What Are Voiceprints?

A "voiceprint" is a biometric identifier created from your unique voice characteristics. Voiceprints may be used to verify identity, personalize voice interactions, and enhance AI accuracy.

Illinois BIPA Compliance

For Illinois residents, we comply with the Biometric Information Privacy Act (BIPA):

• Notice: Before collecting your voiceprint, we provide written notice explaining that biometric data is being collected, the purpose, and retention period
• Consent: We obtain written consent through a separate consent form before collecting voiceprints
• No Sale: We will NEVER sell, lease, or trade your voiceprint to third parties
• Retention: Voiceprints are retained for 3 years from last use, then securely deleted
• Deletion: Voiceprint deletion requests are processed immediately (24-48 hours)

Your BIPA Rights

• Right to informed consent before collection
• Right to know purpose and retention period
• Right to deletion of voiceprint data at any time
• Private right of action to sue for BIPA violations

To exercise voiceprint rights: Email team@captureclientai.net with subject "BIPA Voiceprint Request" or call (865) 346-3339.

9. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information.

Universal Rights (All Users)

• Access: Request copies of your call recordings, transcripts, and personal data
• Deletion: Request deletion of your voice data, voiceprints, and personal information
• Correction: Request correction of inaccurate information
• Opt-Out: Opt out of AI voice calls, marketing, or call recording
• Data Portability: Receive your data in a structured, commonly used format
• Human Review: Request human review of any AI decision

California Residents (CCPA/CPRA)

• Right to Know: What personal information we collect, sources, purposes, and third parties we share with
• Right to Deletion: Request deletion of personal information (subject to exceptions)
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out of Sale/Sharing: We do NOT sell personal information or share for cross-context behavioral advertising
• Right to Limit Use of Sensitive Information: Limit use of voice data for purposes beyond service delivery
• Right to Non-Discrimination: We will not discriminate against you for exercising privacy rights

Colorado, Connecticut, Virginia, Utah Residents

• Right to confirm whether we process your personal data and access it
• Right to delete personal data you provided
• Right to correct inaccuracies
• Right to obtain a copy in portable format
• Right to opt out of targeted advertising (we don't engage in this)
• Right to opt out of profiling for significant decisions

SMS/Voice Opt-Out Rights

You may opt out of SMS and voice communications at any time:

• Text: Reply STOP, QUIT, END, CANCEL, UNSUBSCRIBE, or OPT OUT to any message
• Voice: Say "stop," "opt out," or "do not call" during an AI call
• Phone: Call (865) 346-3339 to request removal
• Email: Email team@captureclientai.net with your opt-out request

We will honor opt-out requests within 10 business days. You will receive one confirmation message after opting out.

How to Exercise Your Rights

Submit privacy requests via:

• Email: team@captureclientai.net (Subject: "Privacy Request - [Type]")
• Phone: (865) 346-3339 (Ask for Privacy Officer)
• Mail: Capture Client, Attn: Privacy Officer, Knoxville, TN

Response Timeline: Initial acknowledgment within 10 business days. Full response within 45 days (may extend to 90 days for complex requests). Illinois voiceprint deletion: Immediate (24-48 hours).

10. Cookies and Tracking

We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our platform.

11. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

12. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

13. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: