This Privacy Policy describes how Capsa Intelligence Inc ("Capsa," "we," "our," or "us") collects, uses, shares, and retains information through our website, marketing pages, demo and webinar forms, and hosted services (collectively, the "Site"). Our Site is operated from the United States and is primarily intended for businesses evaluating or using Capsa. If you access the Site from outside the United States, you understand that your information may be transferred to and processed in the United States. This Privacy Policy does not apply to third-party websites, products, or services that we do not control, even if we link to them.
Information We Collect
We collect information in three main ways:
- Information you provide directly, such as your name, business email address, phone number, company name, job role, and any other information you submit through demo, signup, webinar, or contact forms.
- Information collected automatically, such as IP address, browser and device data, pages viewed, clicks, referring URLs, session timing, approximate location inferred from IP, and basic diagnostic or performance information.
- Business context and company-level signals from service providers or public/business sources, including information that may help us infer the company, company domain, or organization associated with a visit.
You can browse most of the Site without submitting your name or contact information, but some pages and services require you to provide it so that we can respond.
Cookies, Analytics, and Company-Level Visitor Signals
We use cookies, similar technologies, and third-party service providers to understand how our Site is used, measure marketing performance, and identify business-level interest in our content and services. These providers currently include Vercel Analytics and Clay.
These tools may receive information such as IP address, page visits, session activity, referrer information, browser or device data, and related event data. In some cases, they may help us infer the company or company domain associated with a visit using company-level and IP-based signals. We generally use these signals at the business or domain level rather than to identify a named individual solely from website activity.
You can limit cookies and similar technologies through your browser or device settings. If you do so, some parts of the Site may not function as intended.
How We Use Information
- Operate, secure, maintain, and improve the Site and our services.
- Respond to demo, signup, webinar, and other inbound requests.
- Deliver requested materials, such as webinar replays, pricing follow-up, and product information.
- Understand which pages, campaigns, and content are generating business interest.
- Prioritize sales and customer follow-up with businesses that appear interested in Capsa.
- Detect misuse, protect our systems, and comply with legal obligations.
Communications and Sales Follow-Up
If you request a demo, replay, pricing information, or other materials from us, we may contact you by email or phone to respond to your request and continue the conversation.
We may also use company-level website interest signals together with information you provide, prior business interactions, or publicly available business contact information to decide whether to reach out about Capsa. If you do not want non-transactional outreach from us, you can ask us to stop at any time by contacting us at user@capsaintelligence.com.
How We Share Information
We may share information with service providers and business partners that help us run the Site and support our operations, such as hosting, analytics, visitor-intelligence, communications, webinar delivery, email delivery, customer relationship management, and security providers.
We may also disclose information to our professional advisors, in connection with an actual or proposed financing or business transaction, or when required to comply with law, enforce our rights, protect users, or respond to lawful requests.
Raw connected email content is not displayed to teammates or leadership. The Microsoft 365 Email Sync and Email Integration (Gmail) sections below describe each integration separately.
Retention
We retain information for as long as reasonably necessary to operate the Site and our services, respond to requests, keep records of business communications, troubleshoot, protect our systems, enforce agreements, and satisfy legal, accounting, or compliance obligations. We may retain aggregated or deidentified information longer.
Your Privacy Choices
We will make reasonable efforts to review requests about personal information associated with our marketing site and communications. You may contact us at user@capsaintelligence.com to:
- Ask us to stop non-transactional marketing or sales outreach.
- Request access to, correction of, or deletion of information you submitted to us.
- Ask us to review company-level visitor information that you believe is inaccurate.
- Ask general questions about this Privacy Policy or our privacy practices.
For more detail on how to make a request, visit our Privacy Choices page.
Microsoft 365 Email Sync
Microsoft 365 Email Sync is an optional organization-managed service for work mailboxes. Your organization’s authorized administrator connects its Microsoft organization, selects individual mailboxes, chooses what Capsa may collect, and confirms Start sync. Connecting or checking Microsoft access alone does not start collection. Employees are not enrolled automatically when they join the organization.
Organization choices and authority
Your organization controls mailbox selection, address and domain exclusions, and eligible customer/prospect contacts. Capsa retains and analyzes only correspondence involving eligible customer or prospect contacts in Aspire or Capsa. Internal-only conversations and email without an eligible contact are excluded; additional filters can only narrow that scope. To determine which messages qualify, Capsa temporarily retrieves message headers from selected mailboxes, including headers of messages that may not qualify. Ineligible headers are not saved as retained email or sent for AI analysis. Message text is fetched only for qualifying messages when the administrator permits it. These choices can include communications with people who do not have a Capsa account. The organization is responsible for establishing its lawful authority and providing all required notices and obtaining all required permissions and consents, or establishing other applicable lawful grounds, for employees and other correspondents. This includes applicable employment and communications privacy requirements. Microsoft administrator approval is a technical authorization; it does not replace those obligations. Capsa processes connected email on the organization’s behalf to operate the service it has authorized.
Information collected
Email details include subjects, sender and available To, CC and BCC recipients, sent and received dates, message and conversation identifiers, and whether attachments exist. If the administrator selects Email details and message text, Capsa also collects message text for matching messages. Capsa uses Microsoft directory information, including names, email addresses and mailbox identifiers, to find and verify selected mailboxes. BCC information is collected only when Microsoft makes it available.
Inbox, Sent Items, the primary mailbox’s Archive, and custom and nested mail folders are included. Drafts, Junk Email, Deleted Items and their descendants, hidden and search folders, Outbox, and separate Online Archive mailboxes are excluded. Capsa does not download attachment content, send email, or modify mailbox messages through this integration. When message text is enabled, the required Microsoft Mail.Read permission also permits attachment access, but Capsa does not download attachments. Microsoft permissions may cover more mailboxes than the organization selects in Capsa; administrators can additionally restrict access within Microsoft.
Use, storage and visibility
Capsa processes authorized connected email for sales and operational intelligence: helping your organization identify customer requests and outstanding commitments, pursue sales opportunities, provide high-quality service, and streamline operations. Analysis may use AI and cross-reference your organization’s Aspire and other authorized business records. Features may become available at different times; authorization does not mean every feature is currently available. Your authorized administrator must expressly accept the connected-email terms, Data Processing Addendum and privacy disclosures before initial collection and again when approving changed collection choices. Capsa records the certification, accepting user, date, document versions, selected mailboxes and collection choices, including historical lookback. Existing collection permission alone is not acceptance of these expanded purposes. Capsa does not sell connected email, use it for advertising, or use email content or derived insights to train or fine-tune AI models. Customer-facing insights do not expose raw email details or message text to teammates or leadership.
Microsoft email is processed using Google Cloud services in the United States, including private BigQuery storage and, for authorized AI analysis, Vertex AI and Gemini models. Google Cloud Platform is a subprocessor for these services. Google’s Cloud terms restrict model training on customer data without permission or instruction; Capsa does not grant that permission for connected email. This is not a promise of zero provider retention: limited service, caching, security and abuse-monitoring retention may apply under Google’s Cloud terms and the features used. Settings and temporary delivery data may also be processed in our application database. Service providers process this information to host, secure and operate the service. Our customer-facing product does not provide teammates access to raw email. We do not permit human review of message content except for security or legal obligations, or with the organization’s explicit authorization.
History, expiry and deletion
Initial lookback controls how far back to search when connecting and when new contacts enter the selected contact scope. The recommended lookback is 90 days; ongoing collection continues after that. Lookback is separate from email expiry. The administrator chooses an expiry period, with two years recommended, measured from the email’s original date rather than the date Capsa collects it. Saved choices may differ from these recommendations.
Expiry and scope changes are applied through background cleanup. Deletion is not instantaneous and processing failures can delay cleanup. Pausing stops further collection without itself deleting retained email. Disconnecting stops collection, clears the selected mailboxes, and schedules stored email content for deletion from active storage. Operational records without message subjects or text, such as sync receipts and identifiers, may remain for troubleshooting and reliable processing. Such records are not necessarily anonymous.
Limited recovery copies can remain after active-storage deletion. BigQuery’s recovery process includes a time-travel window and an additional seven-day fail-safe period. These copies are outside ordinary product access. Temporary delivery data may also remain in rotating database backups after deletion from the live database. Extending expiry does not itself restore content removed from active storage. Contact us if you need an organization-wide deletion or help with a specific privacy request; do not rely solely on pausing collection or removing Microsoft permissions to request deletion of previously stored data.
Disconnecting and privacy requests
Organization administrators can pause or disconnect in Capsa’s Email Sync settings. Disconnecting in Capsa does not delete the organization’s Microsoft app registration or remove its Microsoft permissions or federated credentials. A Microsoft administrator must revoke those separately in the Microsoft Entra admin center. Removing Microsoft access stops future authorized reads but does not itself erase data already collected by Capsa.
For access, correction, deletion or other questions about email processed for an organization, contact that organization’s administrator or user@capsaintelligence.com. See our Data Processing Addendum and subprocessor list. We will coordinate with the organization where appropriate. You do not need a Capsa account to contact us about your personal information. See our Privacy Choices page.
Email Integration (Gmail)
Our application offers an optional email productivity feature that allows individual users to connect their Gmail accounts. This section describes how we collect, use, and protect email data when you choose to use this feature.
Data We Collect
When you authorize access to your Gmail account, we collect email metadata (sender, recipient, date, subject line) and email content. This data is collected solely to provide the email productivity features you have authorized.
How We Use Email Data
Email content is processed programmatically to extract signals necessary to support user-facing productivity features. Specifically, we use automated processing (including AI/LLM systems) to:
- Match email communications to proposals and customer accounts in our system
- Generate follow-up status indicators (e.g., whether a follow-up has occurred)
- Calculate last-contacted dates for accounts
- Provide account coverage metrics and insights
This processing is automated and is not used to display email content to other users or for advertising purposes.
Team Visibility
Only derived insights are shared with teammates and leadership within your organization. These derived insights include:
- Follow-up status (yes/no indicators)
- Last-contacted dates
- Account coverage indicators
- Aggregated metrics (e.g., percentage of accounts contacted)
Raw email content (including email body text, subject lines, and attachments) is never displayed to other users, including teammates or leadership.
What We Do Not Do
- We do not display your email content to other users
- We do not use your email data for advertising purposes
- We do not sell your email data to third parties
- We do not allow human review of email content except where required for security, legal compliance, or with your explicit consent
Disconnecting Your Account
You may disconnect your email account at any time through your account settings. When you disconnect, we will delete your stored email credentials and cease all sync operations for your account. You may also revoke access directly through your Google account settings.
Google API Services User Data Policy
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Third Party Websites and Social Media Platforms
The Site may contain links to other websites, and other websites may reference or link to our website or other websites. These other websites are not controlled by us. We encourage our users to read the privacy policies of each website and application with which they interact. We do not endorse, screen or approve and are not responsible for the privacy practices or content of such other websites or applications. Visiting these other websites or applications is at your own risk. Our Site may also include publicly accessible blogs, social media pages, and private messaging features. As such information will be public, the personal information provided by you may be viewed and used by third parties for any number of purposes. In addition, social media buttons such as LinkedIn and Twitter (that might include widgets such as the "share this" button or other interactive mini-programs) may be on our Site. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. These social media features are either hosted by a third party or hosted directly on our site. Your interactions with these features apart from your visit to our site are governed by the privacy policy of the company providing it.
AI Connectors
Capsa may offer optional AI connector features that allow individual users to connect Capsa to third-party AI applications, such as Claude, after signing in and granting access. These connectors provide approved Capsa and Aspire business context to the connected AI application so the user can ask questions, review follow-ups, prepare drafts, or record approved outcomes.
When a user connects an AI application to Capsa, we process the user's identity, connector authorization details, requested actions, tool inputs, tool outputs, and related audit information so we can operate the connector, enforce permissions, troubleshoot issues, and maintain a record of actions taken through the connector.
Connector access is controlled by the customer's Capsa administrator and can be disabled. Capsa does not send customer emails through the connector by itself; when a workflow uses a separate email provider, that provider's own privacy terms also apply.
Do Not Track Signals
Do Not Track ("DNT") is a privacy preference that users can set in certain web browsers. Please note that we do not respond to or honor DNT signals or similar mechanisms transmitted by web browsers.
Children
The Site is not directed to children under 18 (or other age as required by local law), and we do not knowingly collect personal information from children. If you learn that your child has provided us with personal information without your consent, you may contact us at user@capsaintelligence.com. If we learn that we have collected any personal information in violation of applicable law, we will promptly take steps to delete such information.
Changes
We may revise this Privacy Policy from time to time in our sole discretion. If there are any material changes to this Privacy Policy, we will endeavor to notify you. You understand and agree that you will be deemed to have accepted the updated Privacy Policy if you continue to access the Site after the new Privacy Policy takes effect.
Contact Us
If you have any questions about our privacy practices or this Privacy Policy, or if you wish to submit a request, please contact us at user@capsaintelligence.com