Privacy Policy

Introduction

SupportCaptain ("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 use our email management service ("Service").

By using SupportCaptain, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

Information We Collect

Information You Provide

• Account Information: Name, email address, company name, and password
• Billing Information: Payment details processed through our third-party payment processors
• Communication Data: Information from your correspondence with us

Information from Microsoft 365

When you connect your Microsoft 365 account, we access:

• Email messages from connected mailboxes
• Email metadata (sender, recipient, subject, date, etc.)
• Shared mailbox access permissions
• User profile information (name, email address)

Automatically Collected Information

• Usage Data: Features used, actions taken, time spent
• Device Information: Browser type, operating system, IP address
• Cookies: Session cookies and preference cookies (see our Cookie Policy)

How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Sync and display your email messages
• Process AI-powered features (summarization, reply suggestions, task extraction)
• Send transactional emails (password resets, notifications, digests)
• Process payments and billing
• Improve and optimize the Service
• Detect and prevent fraud or security issues
• Comply with legal obligations
• Communicate with you about Service updates and features

AI Processing and Data Privacy

We use AI providers (OpenAI, GROQ) to power intelligent features. When processing your emails:

• Email content is sent to AI providers for processing
• We redact personally identifiable information (PII) by default
• AI providers do not use your data to train their models
• Processed data is not stored by AI providers beyond processing
• You can disable AI features at any time in settings

Data Storage and Security

Where Your Data Lives:

• Your email content remains in Microsoft 365 - we do not store full email bodies
• We store metadata, thread information, and AI-generated summaries
• Our servers are located in secure data centers
• All data in transit is encrypted using TLS 1.2+
• Data at rest is encrypted using industry-standard encryption

Security Measures:

• OAuth 2.0 authentication with Microsoft
• Regular security audits and updates
• Access controls and role-based permissions
• Monitoring for unauthorized access
• Employee access is logged and audited

Data Retention

• Active Accounts: Data is retained while your account is active
• AI Logs: Retained for 90 days by default (configurable in settings)
• After Account Deletion: All data is permanently deleted within 30 days
• Legal Requirements: Some data may be retained longer to comply with legal obligations

How We Share Your Information

We do not sell your personal information. We share data only in these circumstances:

• Service Providers: Microsoft (email hosting), AI providers (GROQ, OpenAI), payment processors, hosting providers
• Team Members: Within your workspace, as configured by your team settings
• Legal Requirements: When required by law, regulation, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to you)
• With Your Consent: When you explicitly authorize sharing

Your Rights and Choices

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Data Portability: Export your data in a machine-readable format
• Opt-Out: Disable AI features or specific data processing
• Withdraw Consent: Disconnect Microsoft 365 integration at any time

To exercise these rights, contact us at privacy@supportcaptain.com

International Data Transfers

If you are located outside the United States, please note that we transfer, store, and process your information in the United States. By using the Service, you consent to this transfer. We ensure appropriate safeguards are in place for such transfers.

Children's Privacy

SupportCaptain is not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top indicates when the policy was last revised. Your continued use of the Service after changes constitutes acceptance of the updated policy.