Privacy Policy

Privacy Policy
Effective Date: July 2025

At Capra AI Limited, we are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our AI voice agent services.

1. Who We Are
Capra AI Limited is a UK company that develops AI voice agents for business automation. We act as the data controller for the personal information we process about you. If you have any questions about this policy or how your data is handled, you can contact us at bailey@capra-ai.com / vishnu@capra-ai.com. Our website is www.capra-ai.com.

2. Information We Collect
When you interact with our services, we may collect personal and business information such as your name, email address, phone number, company name, job title, industry, company size, business requirements, project details, and any messages or correspondence you send us. We may also collect account details, including login credentials and preferences, as well as billing and payment information, which is processed securely through trusted payment providers.

When you visit our website or use our services, we may automatically collect technical data such as your IP address, browser type and version, device details, and operating system, along with usage information including the pages you visit, how long you spend on them, and your navigation patterns. We also use cookies and similar technologies to enhance your experience.

For AI voice agent services specifically, we may collect and store voice recordings of conversations between our agents and your customers. We also log call analytics such as call duration, response times, conversion data, and performance metrics. Voice interactions may be anonymised and used to improve AI performance.

3. Legal Basis for Processing
We process your personal data based on legitimate interests, which include providing and improving our services, delivering customer support, maintaining website functionality and security, and conducting business analytics and optimisation. We also process data as necessary to perform our contractual obligations, including service delivery, payment processing, and technical support. Where applicable, we rely on your consent for activities such as marketing communications and the use of non-essential cookies. In certain situations, we process data to meet legal obligations, including tax, accounting, fraud prevention, and regulatory compliance.

4. How We Use Your Information
We use your information to deliver and optimise our services, including developing and customising AI voice agents, integrating with your systems, monitoring performance, and improving service quality. It is also used to manage your account, provide customer support, communicate service updates, and meet legal and regulatory requirements. Where you have provided consent, we may send you marketing materials, industry insights, educational content, or event invitations relevant to AI and business automation.

5. Data Sharing and Third Parties
We share your data only with carefully selected third-party providers who support the delivery and operation of our services. These may include technology partners, infrastructure providers, customer management platforms, payment processors, and analytics services. All such providers are bound by strict contractual obligations to process your data securely and only for the purposes we specify. We may also share information if required by law, in connection with legal proceedings, or as part of a business transaction such as a merger or acquisition. We never sell, rent, or trade your personal information for marketing purposes.

6. International Data Transfers
Where data is transferred outside the UK or EU, we ensure that adequate safeguards are in place, such as adequacy decisions, Standard Contractual Clauses, or Binding Corporate Rules, to ensure your information remains protected.

7. Data Security
We implement both technical and organisational measures to protect your personal information. These include encryption, access controls, secure backups, regular security audits, staff training, data minimisation practices, retention policies, and incident response procedures.

8. Your Data Protection Rights
Under UK GDPR, you have the right to access, rectify, erase, restrict processing, and request the portability of your personal data. You may also object to certain types of processing, including direct marketing, and request human review of automated decisions that affect you. To exercise any of these rights, contact us at bailey@capra-ai.com / vishnu@capra-ai.com, and we will respond within one month.

9. Cookies and Tracking Technologies
We use cookies to ensure our website functions properly, analyse usage, and, with your consent, provide personalised marketing. You can manage or disable cookies through your browser settings or opt-out tools. More details are available in our Cookie Policy.

10. Data Retention
We retain personal data for as long as necessary to provide our services and comply with legal obligations. Service-related information is generally kept for the duration of your account plus six years for business and compliance purposes. Voice recordings are retained for up to two years unless a longer period is required by law. Marketing data is retained until you withdraw consent, and analytics data is typically held for up to 26 months.

11. Children’s Privacy
Our services are intended for businesses and are not directed at children under 16. If we discover that we have collected personal information from a child, we will delete it promptly.

12. Changes to This Policy
We may update this policy to reflect changes in our services, business practices, or legal requirements. Significant updates will be communicated directly, while minor updates will be posted on our website. Continued use of our services after any update indicates your acceptance of the revised policy.

13. Complaints and Regulatory Contact
If you have concerns about how we handle your data, please contact us first at bailey@capra-ai.com / vishnu@capra-ai.com. If you are not satisfied with our response, you may contact the UK Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

14. Specific Information for Voice Agent Services
When using our AI voice agent services, your customers are informed if calls may be recorded. All recordings are encrypted and securely stored, and are typically retained for up to two years. Data may be anonymised for AI training purposes, and you may opt out of having your data used in this way. Where integrations with your systems are required, we apply strict access controls and maintain clear documentation of data flows.

15. Contact Us
Capra AI Limited
Privacy Enquiries and or General Contact: bailey@capra-ai.com / vishnu@capra-ai.com
Website: www.capra-ai.com

Last Updated: July 2025
By using our services, you confirm you have read and understood this Privacy Policy and consent to our data practices as described.