Privacy Policy

Last updated: January 2025

CaptureFlow AI ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect information when you use our services, website, and integrations with Google APIs.

1. Overview of the Service

CaptureFlow AI is an automated email intake and lead-management system designed to help organizations manage high volumes of inbound email. The service connects to a user's Gmail account (with explicit permission) to:

• Read inbound email messages
• Identify and prioritise genuine enquiries
• Filter low-value or irrelevant messages
• Log relevant enquiries into a structured CRM
• Draft suggested reply messages for user review

CaptureFlow AI does not replace Gmail and does not send emails without user authorisation.

2. Information We Access

2.1 Gmail Data

With your explicit consent, CaptureFlow AI may access the following Gmail data:

• Email metadata (sender, subject, timestamp)
• Email body content (plain text or HTML)
• Message identifiers and labels

This access is used solely to provide the core functionality of the service.

2.2 Google Sheets Data

If enabled by the user, CaptureFlow AI may write structured information (such as lead summaries or classifications) to a Google Sheet provided by the user.

3. How We Use Information

We use accessed data only for the following purposes:

• Classifying inbound emails
• Identifying potential business enquiries
• Prioritising urgent or time-sensitive messages
• Generating draft response messages
• Logging enquiries into a user-controlled CRM

We do not use email data for advertising, profiling, or resale.

4. Data Storage and Retention

CaptureFlow AI follows a data-minimisation approach:

• Email content is processed only as needed
• We store only derived summaries or classifications when required
• Raw email content is not permanently stored unless explicitly configured by the user

Users may request deletion of their data at any time.

5. Data Sharing

We do not sell, rent, or share user data with third parties.

Data is only shared:

• With Google APIs, as required for functionality
• With infrastructure providers strictly for hosting and security
• When legally required

6. AI and Automated Processing

CaptureFlow AI uses automated analysis to summarise and prioritise emails.

Important safeguards:

• AI-generated outputs are advisory only
• Users retain full control over replies and actions
• No automated decisions with legal or financial impact are made

7. Security

We implement appropriate technical and organisational measures to protect data, including:

• Secure authentication using OAuth 2.0
• Encrypted data transmission
• Restricted access controls

Despite best efforts, no system can be guaranteed 100% secure.

8. Google API Compliance

CaptureFlow AI’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We access only the minimum scopes required and use the data strictly to deliver user-requested functionality.

9. User Rights

Users have the right to:

• Revoke Google API access at any time
• Request deletion of stored data
• Request information about stored data

Requests can be made by contacting us directly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be reflected on this page with an updated date.

11. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact:

Email: thevirgoorganisation@gmail.com