Plain English summary: CaptureMate is a tool for capturing sales leads at live events. We store the contact data you capture, your account details, and usage information. We don't sell your data. We don't share it with third parties except the services needed to run the product. You can request deletion at any time.
1. Who we are
CaptureMate is operated by T-vest, based in Norway. References to "we", "us", or "our" in this policy refer to T-vest. CaptureMate is accessible at capturemate.ai and app.capturemate.ai.
For privacy enquiries, contact us at privacy@capturemate.ai.
2. What data we collect
We collect the following categories of data:
- Account data: Your name, email address, and organisation name when you sign up.
- Lead data: Contact information you capture at events — names, email addresses, phone numbers, job titles, company details, and any notes you add.
- Voice notes: Audio recordings you make within the app, which are transcribed and stored as text. Audio is not retained after transcription.
- Usage data: How you use the app — features accessed, events created, leads captured. Used to improve the product.
- Payment data: Handled entirely by Stripe. We do not store card numbers or payment details on our servers.
- Technical data: IP address, browser type, device type, and access logs for security purposes.
3. How we use your data
- To provide and operate the CaptureMate service.
- To process payments and manage your subscription via Stripe.
- To send transactional emails — account confirmations, trial reminders, billing notices. No marketing emails without consent.
- To improve the product based on usage patterns.
- To comply with legal obligations.
4. AI processing
CaptureMate uses Anthropic's Claude AI to extract contact information from business card images and to transcribe and format voice notes. Data sent to Claude for processing is subject to Anthropic's data handling policies. We do not use your lead data to train AI models.
5. Data storage and security
All data is stored on Supabase infrastructure hosted in the EU (Frankfurt, Germany). Data is isolated at the database level — no organisation can access another organisation's data. We use row-level security policies to enforce this isolation.
We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or disclosure.
6. Data retention
- Active accounts: Data is retained for as long as your account is active.
- Trial accounts: All data is permanently deleted 16 days after the trial starts if no paid plan is activated.
- Cancelled subscriptions: All data is permanently deleted 2 days after the subscription end date. This cannot be reversed.
- Deleted leads: Individual leads deleted by users are removed immediately and cannot be recovered.
7. Third-party services
We use the following third-party services to operate CaptureMate:
- Supabase — database and authentication (EU hosted)
- Stripe — payment processing
- Anthropic — AI processing for card scanning and voice notes
- Resend — transactional email delivery
- Vercel — application hosting
We do not sell your data to third parties or use it for advertising purposes.
8. Your rights under GDPR
As a data subject under GDPR, you have the following rights:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Request correction of inaccurate data.
- Erasure: Request deletion of your personal data.
- Portability: Request your data in a portable format.
- Objection: Object to processing of your data in certain circumstances.
- Restriction: Request that we restrict processing of your data.
To exercise any of these rights, email privacy@capturemate.ai. We will respond within 30 days.
9. Lead data and your responsibilities
When you use CaptureMate to capture contact details of individuals at events, you are the data controller for that lead data. You are responsible for ensuring you have a lawful basis for collecting and processing that data (for example, the individual providing their business card constitutes consent in most jurisdictions). CaptureMate acts as a data processor on your behalf.
10. Automated follow-up emails (optional feature)
If enabled by an exhibitor, CaptureMate may send an automated follow-up email to a person captured at an event, on that exhibitor's behalf. The email identifies the exhibitor as the sender and explains the event interaction that led to it.
- Purpose and lawful basis: sent to follow up on a genuine interaction at a trade show or exhibition, on the exhibitor's instructions. The exhibitor is responsible for having a lawful basis to make contact.
- Delivery records: we keep operational logs of when an automated email was sent, opened, or bounced, for reliability and support purposes.
- Unsubscribe: every automated email includes an unsubscribe link. Requests are processed and stored centrally by CaptureMate, and we prevent further automated emails to that person from that exhibitor once they unsubscribe.
- CaptureMate acting on the exhibitor's behalf vs. in our own capacity: for the follow-up content itself, CaptureMate acts as a processor carrying out the exhibitor's instructions. Separately, and in our own capacity, we include a small, neutral line identifying CaptureMate as the service used to send the email (for example, "Sent using CaptureMate") — this does not include separate marketing content about CaptureMate.
- Retention: unsubscribe and suppression records are kept for as long as needed to honour the opt-out, even after the underlying lead data has been deleted.
- International transfers: Supabase, our database provider, is EU-hosted (Frankfurt, Germany). Several other service providers listed in section 7 are based in the United States: Stripe, Anthropic, Resend, and Vercel. Each publishes its own Data Processing Addendum incorporating the European Commission's 2021 Standard Contractual Clauses as the transfer mechanism for personal data moving outside the EEA/UK; Stripe is additionally certified under the EU-U.S. Data Privacy Framework.
11. Cookies
CaptureMate uses only essential cookies required for authentication and session management. We do not use advertising or tracking cookies.
12. Data breaches
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours and affected users without undue delay.
13. Changes to this policy
We may update this policy from time to time. We will notify active users of material changes via email. The date at the top of this page reflects when the policy was last updated.
14. Contact
For any privacy-related questions or requests, contact us at privacy@capturemate.ai.
T-vest, Norway.