Privacy Policy
Effective Date: March 23, 2026 · Last Updated: March 23, 2026
Kaptain AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (kaptainai.com), interact with our AI chatbot services, or otherwise engage with us. Please read this policy carefully.
1. Information We Collect
a. Information You Provide
When you interact with our services — including our AI chatbot widgets deployed on client websites — we may collect:
- Your name, email address, and phone number
- Business name and website URL
- Messages and questions you submit through chatbot conversations
- Meeting booking preferences and scheduling information
- Any other information you voluntarily provide
b. Automatically Collected Information
When you visit our website or interact with our chatbot, we may automatically collect:
- IP address and general geographic location
- Browser type and device information
- Pages visited, time spent, and click behavior
- Referring URLs and exit pages
c. Information from Third Parties
We may receive information about you from CRM platforms, scheduling tools (such as Calendly), or other third-party integrations when you interact with a Kaptain AI-powered chatbot on a client's website.
2. How We Use Your Information
We use the information we collect to:
- Operate, maintain, and improve our AI chatbot services
- Respond to your inquiries and fulfill service requests
- Deliver leads and conversation data to our clients via CRM integrations
- Schedule meetings and demos on behalf of our clients
- Send you communications about our services (only if you have opted in)
- Analyze usage trends to improve chatbot performance and accuracy
- Comply with legal obligations
We do not sell your personal information to third parties.
3. How We Share Your Information
We may share your information in the following circumstances:
- With our clients: If you interact with a chatbot on a client's website, your conversation data and contact information may be shared with that client as part of our lead capture and CRM integration services.
- With service providers: We work with trusted third parties (such as CRM platforms, email services, AI model providers, and scheduling tools) who assist us in operating our services. These providers are contractually obligated to protect your information.
- For legal compliance: We may disclose your information if required by law, court order, or governmental authority.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
4. Cookies and Tracking Technologies
Our website and chatbot widgets may use cookies, pixels, and similar tracking technologies to enhance user experience and analyze traffic. You can control cookie settings through your browser preferences. Disabling cookies may affect certain features of our website.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Conversation data collected through chatbot interactions is retained for a period of up to 24 months unless our clients request deletion sooner.
6. Data Security
We implement reasonable administrative, technical, and physical security measures to protect your information from unauthorized access, loss, or misuse. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
7. Your Rights and Choices
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate data
- Request deletion of your personal information
- Opt out of marketing communications at any time
- Lodge a complaint with your applicable data protection authority
To exercise any of these rights, please contact us at support@kaptainai.com.
8. Children's Privacy
Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.
9. Third-Party Links
Our website or chatbots may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies independently.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page. Your continued use of our services after any changes constitutes your acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us: