Privacy Policy

We collect the following categories of information:

• Account information — name, work email, company name, and role, provided when you sign up, request a demo, or contact us.
• Field capture content — voice recordings, photos, transcripts, and form data your team captures in the field and uploads to the Services.
• Usage data — log data, device and browser type, IP address, and interactions with the Services, collected automatically.
• Cookies and similar technologies — used to keep you signed in, remember preferences, and understand how the site is used.

We use the information we collect to:

• Provide, maintain, and improve the Services, including transcribing recordings and extracting form fields.
• Authenticate users, secure accounts, and prevent fraud or abuse.
• Respond to enquiries, provide support, and send service-related communications.
• Analyze usage to improve performance, reliability, and the product experience.
• Comply with legal obligations and enforce our agreements.

We do not sell your personal information. We share information only in the following circumstances:

• Service providers — vendors who host infrastructure, process transcriptions, or provide analytics under contractual confidentiality and security obligations.
• Within your organization — captured records are shared with other members of your account according to the roles and permissions you configure.
• Legal and safety — when required by law, or to protect the rights, property, or safety of StellarCapture, our customers, or the public.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We retain personal information and captured content for as long as your account is active or as needed to provide the Services. You may request deletion of your data at any time, and we will delete or anonymize it unless we are required to retain it for legal, accounting, or security reasons.

We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, access controls, and audit logging. No method of transmission or storage is completely secure, but we work continuously to protect your data and to notify affected users of any breach as required by law.

Depending on your location, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can exercise these rights, or withdraw consent where applicable, by contacting us at the address below. You may also manage cookie preferences through your browser settings.

We may process and store information in countries other than where you live. Where we transfer personal information across borders, we use appropriate safeguards consistent with applicable data protection laws.

The Services are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Services after a change takes effect constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or how we handle your information, contact us at help@stellarcapture.ca.