Privacy Policy

Scope of This Privacy Policy

This Privacy Policy applies to the capture 5 website, landing pages, contact forms, embedded forms, scheduling tools, onboarding, client communications, billing, managed website design and hosting, website maintenance, SEO, AI Search Visibility, reputation monitoring, managed or automated review response assistance, optional Review Outreach, typed automated website chat, lead capture, booking integrations where configured, reporting, and related business operations provided by capture 5.

It applies to information relating to website visitors, prospective clients, clients, authorized business users, billing contacts, service contacts, and customer information submitted by client businesses for the purpose of providing capture 5 services.

This policy does not control the privacy practices of independent websites, review platforms, payment processors, or other third parties. Their own privacy policies and terms apply when you use their services.

Our Privacy Roles

Website, Client, and Business Contact Information

For information capture 5 collects about its website visitors, prospective clients, clients, authorized users, billing contacts, form submissions, scheduling activity, and direct business communications, capture 5 generally acts as a controller, business, or similar responsible party under applicable privacy law.

Client-Provided Customer Information

When a client business provides customer information so capture 5 can perform website hosting, form handling, typed chat, lead capture, booking support, optional review outreach, review monitoring, response assistance, reporting, or related contracted services on the client’s behalf, capture 5 generally acts as a processor, service provider, contractor, or similar restricted recipient.

The client business remains responsible for the customer relationship, the accuracy and lawful collection of the information, the authority to contact the customer, required notices or permissions, and compliance with the laws applicable to its business and market.

Information We Collect

The information capture 5 collects depends on how a person or business interacts with the website and services.

Business and Contact Information

• Name, business name, job title, role, business email address, telephone number, business address, website, industry, locations, and country.
• Information submitted through contact forms, embedded forms, meeting requests, onboarding forms, support requests, or direct communications.
• Plan selection, customer volume, supported locations, platform priorities, review links, response preferences, and service instructions.

Billing and Transaction Information

• Plan selection, transaction records, invoices, payment status, payment history, billing communications, failed-payment information, refunds, disputes, and chargeback records.
• Payment card and bank information may be collected directly by a payment processor. capture 5 does not need to store complete payment-card numbers on its own systems.

Website and Technical Information

• IP address, browser type, device type, operating system, referring page, pages viewed, session activity, approximate location, cookie identifiers, and security information.
• Information collected through analytics, hosting, security, performance, consent, and similar website technologies.

Forms, Typed Website Chat, and Communications

• Information entered into contact forms, scheduling forms, typed automated website-chat conversations, chat tools, or similar communication features.
• The content of messages, questions, requested meeting times, support information, and contact details voluntarily submitted through those tools.

Service and Reputation Information

• Business logos, colors, photographs, videos, service descriptions, website content, approved brand materials, review destinations, business voice instructions, and customer contact paths.
• Review-platform account information or permissions supplied or authorized by the client.
• Review content, star rating, response content, response status, customer concern alerts, reporting data, and service performance records where available.

Website, SEO, and AI Search Visibility Information

• Website content, business descriptions, services, locations, page structure, metadata, frequently asked questions and structured data used for the contracted service.
• Authorized hosting, domain, booking, analytics, Search Console and other connected-account access or permissions, along with available technical checks and performance reports.
• Contact form submissions, chat transcripts, lead details, booking requests and related records processed through a client website where those features are configured.

Automated Tools

Typed website chat and review response assistance may use automation and AI-based tools to interpret questions, use configured business information, prepare responses, capture lead details or direct a visitor to a contact or booking option. Messages and relevant business information may be processed by providers used to operate those features. Typed chat is an automated experience, not a live human representative.

Do not enter passwords, payment-card details, medical information or other sensitive information into public contact forms or website chat. Use the authorized access or secure submission method agreed for the service.

Client-Provided Customer Data

When a client selects the optional Review Outreach service, capture 5 uses first-party customer information supplied by that client after a real customer experience. Review Outreach is separate from the reputation monitoring and response assistance included in capture 5 Complete.

The service is designed to use only the limited customer information reasonably needed to identify the customer, deliver the communication, personalize the message, document delivery, honor opt-outs, and support the contracted reputation service.

• Customer first name and last name.
• Customer email address.
• Client location or limited service reference when necessary to identify the correct business or customer experience.
• Email delivery, bounce, suppression, unsubscribe, and outreach status.
• Review activity, response status, or customer concern information where the service and platform access support it.

Sensitive Information

Clients must not provide sensitive personal information unless capture 5 has expressly agreed to process it in a signed written agreement. Sensitive information may include health information, medical details, government identification numbers, complete financial account information, passwords, biometric information, precise location data, information about children, or other legally protected categories.

capture 5 is not intended to receive protected health information under HIPAA or similar health-privacy laws unless a separate written agreement, including any legally required business associate agreement, expressly provides otherwise.

Healthcare, dental, medical, wellness, and care-related clients must not submit protected health information without the separate agreement described above. A person’s name, email address or other identifier may itself be protected health information when linked to healthcare services. Do not submit patient lists, diagnoses, treatments, clinical notes, appointment details, medical conditions, insurance information or other health information through ordinary forms, chat or review outreach uploads.

How We Use Information

capture 5 uses information to provide the requested services, operate its business, communicate with clients, maintain security, comply with legal obligations, and protect its rights.

• Operate, maintain, secure, troubleshoot, and improve the capture 5 website and services.
• Respond to inquiries, contact forms, meeting requests, support requests, and business communications.
• Process agreed service selections, payments, invoices, recurring billing, failed payments, refunds, disputes, and chargebacks.
• Onboard clients, build and maintain websites, configure forms and booking integrations, organize website content, perform SEO and AI Search Visibility work, configure typed automated chat, and manage reputation settings and reporting within the agreed service scope.
• Deliver managed email review outreach using client-provided first-party customer information when the optional Review Outreach service is selected.
• Monitor review activity and prepare or post professional responses on supported, connected platforms where authorization and platform access allow.
• Notify the client about review activity, posted responses, or customer concerns when included in the service.
• Process unsubscribe, suppression, bounce, and delivery records.
• Prevent fraud, unauthorized access, payment abuse, review manipulation, security threats, and violations of capture 5 policies.
• Comply with legal, accounting, tax, contractual, regulatory, and dispute-related obligations.
• Create aggregated or de-identified operational information that does not reasonably identify an individual.

capture 5 does not use client-provided customer records to make solely automated decisions that produce legal or similarly significant effects for those customers.

The website inquiry form starts a conversation with the capture 5 team. It is not a self-service checkout. The team follows up to discuss the business, service scope, website setup and next steps.

Legal Bases Where Required

Where applicable law requires a legal basis for processing, capture 5 may rely on one or more of the following, depending on the information and purpose.

• Performance of a contract or steps requested before entering into a contract.
• Legitimate interests in operating a business-to-business service, securing systems, communicating with business contacts, preventing fraud, improving services, and enforcing legal rights.
• Consent where required for optional cookies, marketing communications, or other activities.
• Compliance with legal, regulatory, accounting, tax, security, and dispute-related obligations.

For client-provided customer data, the client business is responsible for determining and documenting the consent, legitimate interest, contractual basis, legal obligation, or other authority required to collect the information, provide it to capture 5, and authorize customer communications.

How Information May Be Disclosed

capture 5 does not sell client-provided customer names or email addresses to advertisers or data brokers and does not use those records for unrelated targeted advertising.

Information may be disclosed only as reasonably necessary for the purposes described in this policy.

• Hosting, cloud storage, customer relationship management, automation, AI-assisted chat and response processing, email delivery, form, scheduling, communication, analytics, security, support, and reporting providers.
• Payment processors, billing providers, fraud-prevention providers, and financial institutions.
• Authorized review platforms or connected accounts when needed to monitor review activity or post an approved response.
• Attorneys, accountants, auditors, insurers, consultants, collection providers, and other professional advisors.
• Government agencies, courts, regulators, law-enforcement authorities, or other recipients when required or permitted by law.
• Parties involved in a merger, acquisition, financing, reorganization, sale of assets, insolvency, or similar business transaction.
• Other parties when the person or client business directs or authorizes the disclosure.

Depending on the feature, authorized service providers may receive business contact details, submitted messages, website or business content, technical information, customer records or review information needed to perform the contracted function.

Email Communications and Unsubscribes

When optional Review Outreach is selected, customer emails may include a thank-you, a neutral review request, approved review destinations, a direct business contact path, unsubscribe functionality and related operational information. capture 5 also communicates with prospective clients and clients about inquiries, onboarding, service delivery and billing.

• Customers may unsubscribe using the method included in the email.
• capture 5 may retain suppression records reasonably necessary to honor unsubscribe requests and prevent additional outreach.
• Client businesses must maintain and provide any internal do-not-contact, consent, suppression, or other communication restrictions applicable to their customers.
• Client businesses are responsible for ensuring that customer communications are lawful in each applicable country, state, province, or territory.
• Business contacts may opt out of promotional email, but capture 5 may continue to send necessary account, service, transaction, billing, security, and legal communications.

Depending on the recipient’s location, electronic-message laws may require consent or another lawful authority, accurate sender identification, non-deceptive content, contact information, and a clear unsubscribe method. The client remains responsible for the legality of the customer relationship and the customer records it provides.

Cookies, Analytics, Forms, and Website Tools

The capture 5 website may use cookies, local storage, pixels, analytics tools, form tools, scheduling tools, typed automated website-chat technology, fraud-prevention services, security tools, and similar technologies.

These technologies may be used to operate the website, preserve user preferences, understand website activity, process forms, schedule meetings, support customer communications, prevent misuse, measure performance, and improve the website.

Some technologies are necessary for website functionality. Others may support analytics, personalization, or marketing. Where required by applicable law, consent must be obtained before optional cookies or similar technologies are used.

Additional information about website technologies and available choices is provided in the capture 5 Cookie Policy .

International Processing and Transfers

capture 5 operates from the United States, including New Jersey. Information may be processed, stored, accessed, or transferred in the United States and in other countries where capture 5 or its service providers operate.

Serving businesses across the United States, United Kingdom, Canada, Australia, New Zealand, Ireland, and English speaking countries may involve cross-border processing.

Privacy laws and government access rules may differ between countries. Where applicable law requires safeguards for an international transfer, capture 5 may use contractual, organizational, technical, or other lawful transfer mechanisms.

Client businesses are responsible for ensuring they have the required authority, notices, agreements, and lawful transfer basis to make customer information available to capture 5 and its authorized service providers.

Data Retention

capture 5 retains information only for as long as reasonably necessary for the purposes described in this policy, including service delivery, client support, security, billing, accounting, legal compliance, dispute resolution, fraud prevention, and enforcement of agreements.

• Client account and billing records may be retained for accounting, tax, contract, collection, audit, legal, and dispute-related purposes.
• Client website submissions, chat transcripts, lead records and customer review-service records may be retained during the client relationship and for a reasonable period afterward for reporting, audit, suppression, security, contractual, or legal purposes.
• Unsubscribe and suppression records may be retained as needed to honor communication preferences.
• Review content and response records may remain available on third-party review platforms according to the platform’s own policies.
• Backup data may remain until overwritten or deleted through normal backup cycles.
• Aggregated or de-identified information may be retained when it no longer reasonably identifies an individual.

Retention periods may vary depending on the type of information, contractual requirements, legal obligations, platform behavior, and the reason the information was collected.

Information Security

capture 5 uses reasonable administrative, technical, and organizational safeguards intended to protect information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

Safeguards may include access controls, account security, encryption where appropriate, secure hosting, service-provider review, logging, system monitoring, backup controls, staff access limitations, and incident-response procedures.

No website, email service, network, hosting environment, payment system, or storage method can be guaranteed to be completely secure.

Clients are responsible for protecting their own accounts, credentials, connected review-platform access, customer files, and internal systems. Clients should notify capture 5 promptly if they suspect unauthorized access, an incorrect upload, or a data security concern.

Where legally required, capture 5 will provide notices or assistance relating to a confirmed personal-data incident in accordance with applicable law and contractual obligations.

Privacy Rights and Choices

Depending on the person’s location and the law that applies, privacy rights may include the right to request access, correction, deletion, portability, restriction, or information about the collection, use, and disclosure of personal information.

Applicable laws may also provide rights to object to or opt out of certain processing, withdraw consent, appeal a decision, or submit a complaint to a privacy regulator.

These rights are not absolute. capture 5 may be permitted or required to retain information for billing, legal compliance, security, fraud prevention, contract enforcement, dispute resolution, or other lawful purposes.

Client-Provided Customer Data

When capture 5 processes customer information on behalf of a client business, the client is generally responsible for responding to the customer’s privacy request. capture 5 may forward the request to the client, direct the requester to the client, or assist the client as required by contract or law.

How to Submit a Request

• Use the contact form linked in the Contact capture 5 section below. Enter “Privacy Request” in the notes and describe what you are requesting.
• Include the name, email address, country or state, relationship to capture 5, and the nature of the request.
• capture 5 may request reasonable information to verify identity or authority before acting on the request.
• An authorized representative may be asked to provide proof of authorization.
• capture 5 may deny or limit a request where permitted by law and will provide an explanation where required.

Appeals and Complaints

Where applicable law provides an appeal right, submit an appeal through the same contact form. Enter “Privacy Appeal” in the notes and identify the decision you want reviewed. capture 5 will respond within the period required by applicable law and explain the outcome. You may also contact the privacy regulator that applies to your location. Exercising an applicable privacy right will not result in unlawful discrimination.

Where applicable law requires recognition of a universal opt-out signal, that requirement applies to any covered sale or targeted advertising involving website visitor data. The restriction on unrelated use of client-provided customer records does not, by itself, describe every website analytics or advertising technology.

Review Platforms and Other Third Parties

capture 5 may help a client direct customers to approved review destinations and may monitor or respond to review activity on supported, connected platforms when platform access, client authorization, and selected coverage allow.

capture 5 is independent from Google, Facebook, Yelp, Better Business Bureau, Trustpilot, and other third-party review platforms unless a relationship is expressly stated in writing.

• Third-party platforms control their own privacy practices, account access, publishing, filtering, moderation, display, ranking, and content decisions.
• capture 5 does not control whether a third-party platform publishes, displays, rejects, filters, removes, or modifies the visibility of a review.
• When a customer follows a review link, the third-party platform’s privacy policy and terms may apply.
• Platform names are used for identification and do not by themselves imply endorsement, certification, sponsorship, or partnership.

Neutral Review Practices

capture 5 is designed to support honest customer feedback and professional public engagement.

• Customers are given a neutral opportunity to share an honest experience.
• capture 5 does not filter, gate, pre-screen, or suppress customers based on expected sentiment.
• capture 5 does not require a positive review or specific wording.
• capture 5 does not provide incentives in exchange for positive reviews.
• capture 5 does not guarantee ratings, review volume, publishing, search visibility, or third-party platform outcomes.

Children’s Information

capture 5 services are not directed to children. Client businesses must not submit children’s personal information unless capture 5 has expressly agreed in writing and the client has established every legally required authority, notice, consent, and safeguard.

If capture 5 learns that children’s information was submitted without authorization, capture 5 may reject, isolate, return, delete, or stop processing the information.

Client Responsibilities

Clients are responsible for their own privacy notices, lawful collection practices, consent records, customer permissions, communication authority, internal suppression lists, industry obligations, platform rules, and legal compliance.

• Provide only accurate, lawful, first-party customer information.
• Do not provide purchased, scraped, rented, unrelated, or cold prospect lists for review outreach.
• Do not provide sensitive or unnecessary customer information.
• Maintain all required notices, permissions, consents, and lawful bases.
• Provide accurate business and website information, approved content and assets, review links, authorized account permissions, contact paths, and response instructions.
• Notify capture 5 of opt-outs, restrictions, legal requests, data corrections, or unauthorized information.
• Address customer concerns that require direct action from the business.

Data Processing Addendum

Where required by law or client contract, capture 5 will enter into a Data Processing Addendum addressing client instructions, processor or service-provider restrictions, confidentiality, security, subprocessors, international transfers, privacy requests, incident support, audits, and the deletion or return of information.

If a signed Data Processing Addendum conflicts with this Privacy Policy concerning client-provided customer information, the Data Processing Addendum controls for that specific processing relationship.

The current capture 5 Data Processing Addendum is available through the website.

Changes to This Privacy Policy

capture 5 may update this Privacy Policy to reflect changes in the website, services, technology, service providers, business practices, or legal requirements.

The updated policy will be posted with a revised effective date. Where required, capture 5 may provide additional notice through the website, email, account communication, or another reasonable method.

Continued use of the website or services after the effective date of an updated policy constitutes acknowledgment of the revised policy to the extent permitted by law.

Contact capture 5

Use our contact form for questions about this policy, privacy requests, corrections, appeals or concerns about information processed through capture 5.

Enter “Privacy Request” or “Privacy Appeal” in the notes. Include your relationship to capture 5, the request and enough information to identify the relevant record. Do not include sensitive documents or unnecessary personal information. The team will explain any further verification or secure submission steps needed.

capture 5 operates from New Jersey, United States.