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Privacy Policy

Last updated

Effective date: September 28, 2026

This Privacy Policy explains how CaptaFlow LLC ("CaptaFlow," "we," "us," or "our") collects, uses, shares, and protects personal information when you visit captaflow.com (the "Website"), fill out a form, book a call, or receive our marketing communications, and the choices you have.

Who we are

CaptaFlow LLC is a Maryland limited liability company that builds and runs growth systems for businesses: marketing, CRM, automation, analytics, AI agents, and custom applications. For the personal information described in this policy, CaptaFlow is the business (or "controller") responsible for it.

CaptaFlow LLC
6004 Lakehurst Drive, Baltimore, MD 21210
Email: info@captaflow.com
Phone: (410) 883-8332

Scope of this policy

This policy covers personal information we collect through the Website, our forms and booking tools, our email and text message communications, and our business development activities.

It does not cover data we process on behalf of our clients. When we provide services to a client, such as running its CRM, automations, advertising, or AI agents, we process the personal information of that client's customers and contacts as a service provider or processor, following the client's instructions and our agreement with that client. The client's own privacy notice governs that data. If you are a client's customer and have a question about your data, please contact that business directly. If you contact us, we will refer your request to the client where appropriate.

This policy also does not cover third-party websites or services that we link to.

Information we collect

Information you provide

  • Contact and business details: name, company, email address, phone number, and job role, for example when you submit a partner inquiry or book a call.
  • Inquiry details: partner type, the content of your messages, and anything else you choose to tell us.
  • Booking details: the date and time you select, the reason for the call, and answers to questions in our booking flow.
  • Mobile number and SMS consent: if you opt in to text messages, your mobile number, the date, time, and method of your consent, and your message history and opt-out requests.
  • Communications: emails, calls, and other correspondence with us.

Please do not send us protected health information, financial account numbers, government identification numbers, or other sensitive personal information through the Website. The Website is not designed to receive it.

Information collected automatically

  • Device and usage data: IP address, browser type and settings, device type, operating system, referring page, pages viewed, links clicked, time on page, approximate location derived from IP address, and dates and times of visits. Our hosting provider records some of this in server logs to deliver and secure the Website.
  • Cookie and similar technology data: when analytics or marketing cookies are active for you, cookies, pixels, and similar technologies collect identifiers and information about your interactions with the Website and our ads. See "Cookies and tracking" below.
  • Your privacy choice: we store your cookie choice in your browser's local storage so we can respect it on later visits.
  • Fonts: the Website loads fonts from Google Fonts, which means your browser sends your IP address and basic browser information to Google when a page loads.

Information from third parties

  • Advertising and analytics partners: information about ad campaigns you saw or clicked, and aggregated reports about Website use.
  • Scheduling and CRM tools: information about the calls you book and how you interact with our emails, such as opens and clicks, where those tools provide it.
  • Business partners and referrals: your contact details if a partner or client refers you to us.
  • Public sources: business information that is publicly available, such as a company website or professional profile.

Cookies and tracking

We group the cookies and similar technologies on the Website into three categories:

  • Necessary: always active and cannot be turned off. They run the Website, keep it secure, and store your privacy choice.
  • Analytics: Google Analytics 4, which measures how visitors use the Website.
  • Marketing: Google Ads and the Meta Pixel, which measure our advertising and support ad audiences.

How the defaults work depends on where you are:

  • Outside the EEA, the UK, and Switzerland (including the United States): analytics and marketing cookies are active by default. You can turn either category off at any time through Manage preferences in the cookie banner or the Your Privacy Choices link in the footer of every page.
  • In the EEA, the UK, or Switzerland: analytics and advertising storage stay off until you accept. Before any Google tag can run, the Website sets Google Consent Mode v2 to "denied" for analytics storage, advertising storage, ad user data, and ad personalization for these regions. Google determines the region; we do not look up your location ourselves. In this denied state, Google tags do not set or read analytics or advertising cookies, but they may still send limited signals without cookies (such as that a page loaded, the consent status, and general browser information), which Google uses to produce aggregated and modeled measurement.

Your choices:

  • Accept: turns on analytics and marketing.
  • Manage preferences: lets you turn analytics and marketing on or off separately and save your choice. Necessary cookies always stay on.
  • Global Privacy Control: if your browser sends a Global Privacy Control ("GPC") signal, we treat it as a request to opt out of targeted advertising and of the sale or sharing of your personal information. Advertising storage, ad user data, and ad personalization are set to denied as soon as a page loads, and marketing stays off and cannot be turned on from that browser while it sends the signal. Analytics is not affected by GPC.
  • Meta Pixel: the Meta Pixel loads only when marketing is on and your browser does not send a GPC signal. Because the Website does not look up your location, the Meta Pixel waits until you click Accept or save your preferences with marketing on.
  • Change your mind at any time: use Your Privacy Choices in the footer to reopen your preferences. You can also clear or block cookies and local storage in your browser settings; if you do, the banner will appear again and the defaults above apply.

The tools we use or may use on the Website are:

  • Google Analytics 4 (Google LLC): measures how visitors use the Website.
  • Google Ads (Google LLC): measures ad conversions and supports advertising, including remarketing.
  • Meta Pixel (Meta Platforms, Inc.): measures the results of our Facebook and Instagram advertising and supports ad audiences.

Tools may be added or removed over time. The controls described above apply to any analytics or advertising tag we add. Your choice applies to the browser and device you use; if you use another browser or device, you will need to choose again.

How we use information

We use personal information to:

  • respond to inquiries, evaluate partner and client opportunities, and schedule and hold calls;
  • send booking confirmations, reminders, and follow-ups by email and, with your consent, by text message;
  • send marketing emails about our services, where permitted by law (every marketing email includes an unsubscribe link);
  • prepare proposals and enter into and manage agreements;
  • operate, maintain, secure, and improve the Website, and understand how it is used;
  • measure and improve the performance of our advertising, with your consent where required;
  • detect, prevent, and respond to spam, fraud, security incidents, and misuse;
  • comply with legal obligations and enforce our Terms & Conditions and other agreements; and
  • for any other purpose we describe when we collect the information, or with your consent.

We may create de-identified or aggregated information that cannot reasonably identify you and use it for any lawful purpose. We will not attempt to re-identify it except as permitted by law.

Legal bases for processing (EEA and UK visitors)

If you are in the European Economic Area, the United Kingdom, or Switzerland, we rely on the following legal bases:

  • Consent: for analytics and advertising cookies and similar technologies (which stay off in the EEA, the UK, and Switzerland until you accept), and for text messages. You can withdraw consent at any time without affecting processing that took place before.
  • Steps before a contract and performance of a contract: to respond to your request, book a call, and prepare or perform an agreement with you or your company.
  • Legitimate interests: to run and secure our business and the Website, respond to business inquiries, conduct business-to-business marketing, and establish or defend legal claims, where those interests are not overridden by your rights.
  • Legal obligation: where we must process information to comply with the law.

How we share information

We share personal information only as described here.

  • Service providers and processors that act on our behalf and under contract, including:
    • website hosting and form handling (for example, Netlify);
    • analytics, advertising, and conversion measurement (for example, Google Analytics 4, Google Ads, and Meta Pixel), as described in "Cookies and tracking";
    • customer relationship management, which stores form and booking submissions (for example, Keap, HubSpot, or GoHighLevel);
    • scheduling tools used to book calls;
    • email and text message delivery providers; and
    • productivity, file storage, and communications tools we use to run our business.
  • Professional advisers, such as lawyers, accountants, and insurers, under duties of confidentiality.
  • Legal and safety: when we believe disclosure is required by law, subpoena, or legal process, or is reasonably necessary to protect the rights, property, or safety of CaptaFlow, our clients, or others, or to investigate fraud or security issues.
  • Business transfers: in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, or in bankruptcy, subject to standard confidentiality protections.
  • With your direction or consent.

We do not sell personal information for money. However, when marketing cookies are active, Google and Meta may receive identifiers and information about your activity on the Website, which they may combine with other information to show you ads on other sites and services. Some state laws treat this as "sharing" for cross-context behavioral advertising, "targeted advertising," or a "sale." For visitors outside the EEA, the UK, and Switzerland, marketing cookies are active by default. You can opt out at any time by turning off Marketing through Your Privacy Choices or Manage preferences, or by using a browser with Global Privacy Control enabled. We do not knowingly sell or share the personal information of anyone under 16.

Text messages (SMS)

If you opt in to receive text messages from us, we use your mobile number to send the messages you agreed to, such as booking confirmations, reminders, and follow-ups. We do not share, sell, rent, or transfer mobile numbers or SMS opt-in consent information with any third party or affiliate for their own marketing or promotional purposes. We share this information only with service providers that help us deliver text messages and store records, and only for that purpose, or where required by law. Details of our text messaging program, including how to opt out, are in our SMS Terms.

How long we keep information

We keep personal information only as long as reasonably necessary for the purposes described in this policy, including to maintain our business relationship, keep records of consents and opt-outs, meet legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. When we no longer need it, we delete it or de-identify it. For example, inquiries that do not lead to a relationship are kept while they may still be useful for follow-up, and records of text message consent and opt-outs are kept for as long as needed to demonstrate compliance. Your cookie choice stays in your browser until you change it or clear your browser storage. Cookies set by Google and Meta, when active, expire on the schedules those companies set.

Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, such as encrypted connections (HTTPS) and access controls on the tools we use. No website, transmission, or storage system is completely secure, and we cannot guarantee the security of information you send to us. You send information at your own risk. If we learn of a security incident affecting your personal information, we will notify you as required by law.

Your privacy rights

United States

Depending on the state where you live, and subject to exceptions and to whether the law applies to CaptaFlow, you may have the right to:

  • Access: confirm whether we process your personal information and get a copy of it.
  • Delete: ask us to delete personal information we collected from or about you.
  • Correct: ask us to correct inaccurate personal information.
  • Portability: receive your information in a portable format.
  • Opt out: of targeted advertising, of the sale or sharing of personal information, and of profiling that produces legal or similarly significant effects (we do not engage in such profiling).
  • Know the parties: ask for a list of the categories of third parties, or where required the specific third parties, to which we have disclosed personal information.
  • Appeal: if we decline to act on your request, you can appeal our decision.
  • Non-discrimination: we will not discriminate against you for exercising your rights.

How to opt out of targeted advertising, sale, or sharing: click Your Privacy Choices in the footer, turn off Marketing, and click Save preferences, or enable Global Privacy Control in your browser. We honor GPC as a valid opt-out for the browser that sends it.

How to make other requests: email info@captaflow.com with the subject "Privacy Request," or call (410) 883-8332. Tell us what you are asking for and the state you live in. We will verify your request by matching information you give us to information we hold, and we may ask for more information to do so. We will not ask you to create an account. An authorized agent may make a request for you if we receive proof of the agent's authority and, where permitted, confirm the request with you directly. We will respond within the time required by applicable law (generally 45 days, which may be extended as the law allows).

How to appeal: if we deny your request in whole or in part, reply to our decision or email info@captaflow.com with the subject "Privacy Appeal" within a reasonable time. We will respond to your appeal in writing within the time required by law. If you are not satisfied, you may contact your state attorney general.

We may deny requests where the law permits, for example if we cannot verify your identity, if an exception applies, or if the request is manifestly unfounded or excessive.

EEA, UK, and Switzerland

If you are in the EEA, the UK, or Switzerland, you have the right to access, correct, and delete your personal information, to restrict or object to its processing (including objecting at any time to direct marketing), to data portability, and to withdraw consent at any time. You can make a request using the contact details above. You also have the right to complain to your local data protection authority.

Children

The Website and our services are intended for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, contact us and we will delete it.

International transfers

CaptaFlow is based in the United States, and our service providers may process information in the United States and other countries. Those countries may not have the same data protection laws as your country. When we transfer personal information from the EEA, the UK, or Switzerland, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses and their UK and Swiss equivalents, or the recipient's certification under an applicable data privacy framework, where required.

Do Not Track

Some browsers send "Do Not Track" signals. Because there is no common standard for how to respond to them, the Website does not respond to Do Not Track signals. We do honor Global Privacy Control as described above.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the "Last updated" date. If we make material changes, we will provide additional notice where required by law, for example by a notice on the Website.

Contact us

For questions about this policy or our privacy practices, contact:

CaptaFlow LLC
6004 Lakehurst Drive, Baltimore, MD 21210
Email: info@captaflow.com
Phone: (410) 883-8332