Privacy Policy - Capture Fields

Capture Fields ("we," "us," or "our") is committed to protecting your privacy and the confidentiality of your data. This Privacy Policy explains how we collect, use, store, and protect your personal information and documents when you use our data extraction service ("Service").

By using our Service, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Account Information

We collect information when you create an account, including:

• username
• Email address
• Password (stored in encrypted form)
• Company name (if applicable)

2.2 Uploaded Documents

We process documents you upload to our Service, including:

• PDF files
• Image files (PDF, JPG, JPEG, PNG)
• Invoice documents (purchase and sales invoices)
• Financial statements
• Business documents
• Any other documents you choose to upload for data extraction

2.3 Extracted Data

We generate structured data from your uploaded documents, including:

• Text content extracted from documents
• Data fields identified and categorized by our system
• Processed and verified data sheets

3. How We Use Your Information

3.1 Primary Service Delivery

We use your information to:

• Process your uploaded documents through automated extraction
• Verify extracted data through our data analysis team
• Provide structured data sheets and downloadable results
• Maintain and improve our extraction accuracy
• Communicate with you about your account and services

3.2 Account Management

We use your information to:

• Create and maintain your user account
• Authenticate your identity
• Process payments and billing
• Provide customer support
• Send important account notifications

3.3 Service Improvement

We may use aggregated, anonymized data to:

• Improve our extraction algorithms
• Enhance Service functionality
• Analyze usage patterns
• Develop new features

4. Data Sharing and Third Parties

4.1 No Third-Party Data Sharing

4.2 Limited Exceptions

We may only disclose your information in the following circumstances:

• Legal Requirements: When required by law, court order, or government regulation
• Legal Protection: To protect our rights, safety, or property, or that of our users
• Business Transfer: In the event of a merger, acquisition, or sale of assets (with advance notice)

4.3 Service Providers

We may use trusted service providers for:

• Payment processing (who handle payment data securely)
• Infrastructure hosting (with strict data protection agreements)
• Technical support (with limited access under confidentiality agreements)

These providers are contractually bound to protect your data and cannot use it for any other purpose.

5. Data Storage and Security

5.1 Security Measures

We implement comprehensive security measures:

• Industry-standard encryption for data transmission (SSL/TLS)
• Encrypted storage of sensitive information
• Secure access controls and authentication
• Regular security audits and updates
• Employee training on data protection
• Restricted access to your documents and data

5.2 Document Storage

• Uploaded documents are stored securely in encrypted format
• Access is limited to authorized personnel involved in processing
• Documents are processed in secure, isolated environments
• You retain the right to delete uploaded documents after extraction

6. Data Retention and Deletion

6.1 Document Retention

• User Control: You can delete your uploaded documents at any time after data extraction is completed
• Processing Period: Documents are retained during processing and verification by our data analysis team

6.2 Extracted Data Retention

• Processed and verified data may be retained to provide ongoing service access
• You can delete extracted data from your account

6.3 Account Data Retention

• Account information is retained while your account remains active
• Upon account closure, personal information is deleted within a reasonable timeframe
• Some information may be retained as required by law or for legitimate business purposes

6.4 Your Deletion Rights

You have the right to:

• Delete uploaded documents after extraction
• Delete of extracted data
• Close your account and request data deletion

7. Your Privacy Rights

7.1 Access and Control

You have the right to:

• Access your personal information and extracted data
• Correct inaccurate or incomplete information
• Delete your uploaded documents and processed data
• Download your extracted data
• Close your account

7.2 Communication Preferences

You can control:

• Marketing communications (opt-out available)
• Service notifications (required communications cannot be disabled)
• Account alerts and updates

7.3 Data Portability

You can:

• Download your extracted data in standard formats
• Export your account information

8. Cookies and Tracking

8.1 Cookie Usage

We use cookies to:

• Maintain your login session
• Remember your preferences
• Improve Service functionality
• Analyze usage patterns (anonymized)

8.2 Cookie Control

You can:

• Control cookie settings in your browser
• Disable non-essential cookies
• Clear cookies at any time

We do not use cookies for advertising or third-party tracking.

9. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

10. Changes to This Privacy Policy

10.1 Policy Updates

We may update this Privacy Policy to reflect:

• Changes in our practices
• Legal requirements
• Service improvements
• User feedback

10.2 Notification of Changes

We will notify you of material changes through:

• Email notification to your registered address
• Prominent notice on our website

10.3 Continued Use

Continued use of our Service after changes constitutes acceptance of the updated Privacy Policy.

11. Contact Information

13. Effective Date

This Privacy Policy is effective as of the date listed at the top of this document and applies to all information collected by Capture Fields.