CapProof helps field professionals capture notes, photos, checklist responses, site conditions, client requests, issues, follow-up items, and evidence reports. This Privacy Policy explains what information we collect, how we use it, and the choices you have.
By using CapProof, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We may collect the following types of information when you use CapProof:
Account Information
When you create or access an account, we may collect information such as:
- Name
- Email address
- Company or workspace name
- Role or account permissions
- Login and authentication information
Project and Field Documentation
CapProof allows users to create and store project-related information, including:
- Project names
- Property or site addresses
- Client or contact names
- Notes
- Photos
- Captions
- Checklist responses
- Inspection or field observations
- Follow-up items
- Evidence reports
- Archived reports
- Timestamps and activity history
Uploaded Files and Photos
Users may upload photos or other supporting materials. These may include property conditions, jobsite details, inspection findings, work progress, issues, damage, or other field evidence.
Users are responsible for making sure they have the right to upload and store any photos, files, or information they add to CapProof.
Usage and Technical Information
We may collect technical information such as:
- Browser type
- Device type
- IP address
- Pages or features used
- Error logs
- Performance data
- Login activity
- General usage analytics
This helps us maintain, secure, and improve CapProof.
AI-Assisted Report Information
When you generate AI-assisted reports, CapProof may process selected notes, photo metadata, checklist responses, and evidence records to create summaries, follow-up drafts, and report language.
AI-generated content is based on the information users provide. Users should review all AI-generated content before relying on it or sharing it.
2. How We Use Information
We use information to:
- Provide and operate CapProof
- Allow users to create projects, notes, photos, checklists, and reports
- Generate evidence reports and AI-assisted summaries
- Maintain user accounts and workspace access
- Improve performance, reliability, and usability
- Provide support and troubleshoot issues
- Secure the platform
- Communicate important service updates
- Enforce our Terms of Service and Acceptable Use Policy
3. How We Use AI
CapProof may use AI services to help summarize field records, identify possible impact items, draft follow-up language, and organize report content.
AI output may be incomplete, inaccurate, or require correction. CapProof does not guarantee that AI-generated reports are legally sufficient, insurance-approved, financially recoverable, or factually complete.
Users are responsible for reviewing and verifying AI-generated reports before using them.
4. How We Share Information
We do not sell user data.
We may share information only in limited circumstances, including:
- With service providers that help us operate CapProof, such as hosting, database, authentication, storage, analytics, and AI processing providers
- When required by law, legal process, or valid government request
- To protect the rights, safety, and security of CapProof, users, or others
- In connection with a business transfer, merger, acquisition, or sale of assets
- With your direction or consent
5. Service Providers
CapProof may rely on third-party providers for services such as:
- Hosting
- Database storage
- Authentication
- File storage
- Analytics
- Error monitoring
- AI processing
- Email or notification delivery
These providers may process information only as needed to provide their services.
6. Data Security
We use reasonable technical and organizational measures to protect information stored in CapProof. However, no system is completely secure.
Users are responsible for protecting their login credentials and limiting access to sensitive project or client information.
7. Data Retention
We retain information as long as needed to provide CapProof, comply with legal obligations, resolve disputes, enforce agreements, and maintain business records.
Users may archive reports or projects within the app. Archiving does not necessarily delete the underlying data.
Data deletion or export requests may be handled according to account settings, support availability, and applicable law.
8. User Responsibilities
Users are responsible for:
- Uploading only information they have the right to store
- Avoiding unnecessary personal, confidential, or sensitive information
- Reviewing AI-generated reports before use
- Managing access for team members
- Complying with applicable laws, contracts, workplace rules, privacy obligations, and client agreements
CapProof should not be used to secretly record people, collect unlawful surveillance data, or upload information in violation of privacy rights or workplace rules.
9. Photos, Properties, and Third Parties
Field photos may include homes, job sites, properties, vehicles, people, addresses, or other identifiable details.
Users are responsible for obtaining any required permission before capturing or uploading photos, especially when working on private property or documenting other people, tenants, homeowners, clients, workers, or subcontractors.
10. Children's Privacy
CapProof is not intended for children under 13. We do not knowingly collect information from children under 13.
11. Your Choices
Depending on your account and applicable law, you may request to:
- Access certain information
- Correct inaccurate information
- Delete certain information
- Export certain information
- Close your account
Some data may need to be retained for legitimate business, legal, security, or backup reasons.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the app, by email, or by posting an updated version.
The updated policy will be effective when posted unless otherwise stated.