Caplia Privacy Notice

This privacy policy sets out how Caplia uses and protects any information that you give Caplia when you use this website.

Caplia is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Caplia may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

What we collect

We collect the following information:

• name and job title

• company contact information including email address

• phone number

• physical address

• company data to assist us in providing our services to you

What we do with the information we gather

We require this information to understand your needs and provide you with our services, and in particular for the following reasons:

• We mainly use your data to supply services and products to you

• Your data will be processed within our systems to enable this service

• We use the information to improve our products and services

• We periodically send emails about new products or other information which we think you may find interesting using the email address which you have provided

• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail. We may use the information to customise the website according to your interests

We may from time to time need to disclose certain information, which may include your Personal Data, to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request. Also, we may use your Personal Data to protect the rights, property or safety of Caplia, our clients or third parties.

If there is a change of control in one of our businesses (whether by merger, sale, transfer of assets or otherwise) client information, which may include your Personal Data, could be disclosed to a potential purchaser under a confidentiality agreement. We would only disclose your information in good faith and where required by any of the above circumstances.

Our lawful basis for processing your data

We have set out a lawful basis for processing data in our Record of Processing Activities (ROPA). The ROPA guides how we process data.

Typically we rely on one of the following basis: Consent, Legitimate Interests, Contract and Legal.

We rely on consent for activities such as cookie management and direct marketing when a legitimate interest does not apply.

We rely on legitimate interests where both you as a client and Caplia benefits from the processing. For example to manage our relationship with you.

We rely on contract when we have entered into or are negotiating a contract with a new or existing client to provide you with new products or services.

We rely on legal to ensure we comply with the law, for example by sharing employee data with HMRC.

To understand our lawful basis further and how these impact on you please contact us

Your Privacy Choices and Rights

Your choices

You can choose not to provide us with personal data. If you choose to do this, you can continue to use the Caplia website and browse its pages, but we will not be able to continue a relationship without personal data.

You can block cookies by activating a setting on our cookie banner, allowing you to refuse cookies. You can also delete cookies through your browser settings. If you turn off cookies, you can continue to use the Caplia website and browse its pages. See the cookie section below for further detail.

You can opt-out of marketing by clicking the unsubscribe option in any marketing communications.

Your rights

You can exercise your rights by sending an email to hello@caplia.ai.

You have the right to access the information we hold about you. This includes the right to ask us supplementary information about:

• the categories of data we’re processing

• the purposes of data processing

• the types of third parties to whom the data may be disclosed

• how long the data will be stored (or the criteria used to determine that period)

• your other rights regarding our use of your data

We will provide you with the information within one month of your request unless doing so would adversely affect the rights and freedoms of others (e.g. another person’s confidentiality or intellectual property rights). We’ll tell you if we can’t meet your request for that reason.

You have the right to make us correct any inaccurate personal data about you.

You can object to us using your data for profiling or making automated decisions about you.

You have the right to port your data to another service. We will give you a copy of your data in CSV format so that you can provide it to another service.

If you ask us, and it is technically possible, we will directly transfer the data to the other service for you. We will not do so to the extent that this involves disclosing data about any other individual.

You have the right to be ‘forgotten’ by us. You can do this by asking us to erase any personal data we hold about you if it is no longer necessary for us to store the data for purposes of your relationship with Caplia or any other law.

You have the right to complain about our use of your data; please tell us first so we have a chance to address your concerns. If we fail in this, you can address any complaint to your local authority by following this link:

https://globalprivacyassembly.org/participation-in-the-assembly/members-online/

These rights apply to all the data categories listed in the ‘Data we collect and how we collect it’ section.

Security

We do everything we can to ensure the security of your data.

In today’s data-driven and connected world, the security of your data is more critical than ever. We recognise this and have implemented security to keep your data safe.

All staff are bound by confidentiality and will never disclose or share your data unless authorised to do so.

Caplia’s data protection role

Caplia is a controller in relation to data we collect online. There are instances where Caplia is a processor, for example, where we process data for a client. As a controller and as a processor, we use 3rd parties to process data.

Where is your data stored?

Like most companies, Caplia utilises 3rd parties to provide services to our clients and to store data.

These 3rd parties will be based in the UK, EEA and in some cases outside of both territories.

Caplia conducts thorough reviews of all its 3rd parties, including implementing data processing agreements, where possible, to ensure that every possible safeguard is in place and that the data is secure. Should there be a possibility that data could be exposed to a high level of risk, a Data Protection Impact Assessment will be completed and will be available upon request.

Where data is transferred outside of the UK, and the EEA Caplia has taken steps to ensure that your data is transferred under a lawful condition or safeguard as described in applicable laws Caplia adheres to.

If you would like to see a full list of processors who Caplia shares your data with please contact us.

Links To Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.

Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question.

Marketing

When you provide us with your details or where we have collected your data lawfully, we will send you marketing emails to keep in touch and keep you updated on our products and services.

These messages will be Caplia specific; we do not sell your data or share it with other companies for advertising purposes; your data is used only to promote Caplia

Our marketing messages are sent via a specialist marketing tool. You can opt-out of marketing at any time by clicking the unsubscribe link in your emails or by contacting us directly.

There will be occasions when we send administrative messages. These messages are not deemed marketing and cannot be opted out of.

Marketing and administration emails you receive from us contain a tracking pixel. This pixel lets us know things such as our email campaigns' open rates and click rates.

The pixel also lets us know if an email has not been delivered to update our records and keep them current.

When we analyse the data, we do so from an aggregated perspective, meaning that we report upon an overall number of open rates and click rates.

Payment processing

Caplia does not collect your card payment details or process them in any way.

How long is your data stored?

Once per year, we cleanse data to ensure that we only process the data of those individuals who have an ongoing and active relationship with Caplia or where Caplia has a legitimate interest to continue to process the data.

As part of our Record of Processing Activities, we have defined the length of time we store our data. Should your data be due for deletion, it will be erased during the yearly data cleanse.

To understand data retention in relation to your data, please contact hello@caplia.ai.

Cookies

We use cookies to enhance your browsing experience and improve our website. Cookies are small files stored on your device that help us recognize you when you return.

Our cookies include:

• Necessary cookies – essential for site functionality.

• Analytics cookies – track site usage to help us improve.

• Preference cookies – remember your settings like language or location.

• Advertising cookies – deliver relevant ads and measure campaign effectiveness.

You can manage your cookie preferences via the cookie banner. For more on cookies and how to control them, visit aboutcookies.org.

First-party cookies are set directly by our site and are required for full functionality. Disabling them may affect site use.

Third-party cookies include tools that collect anonymous data on how you interact with our site (e.g., mouse clicks, scrolling) to improve usability. This data is aggregated and not shared externally.

Breaches

Should a breach of your data occur that is likely to result in harm to the rights and freedoms of you as an individual or group of individuals, we will notify you within 72 hours along with the appropriate supervisory authority, where applicable.

The California Consumer Privacy Act (CCPA)

This policy applies to all residents of California.

For the purposes of the CCPA, Caplia collects the following information:

• Name

• Residential address

• Browsing history and IP address

• Phone number

• Email address

Caplia collects this data to fulfil orders you have placed and send marketing messages and other processing described throughout this notice.

Caplia shares data with data processors and sub-processors who assist Caplia in providing you with products and marketing, such as delivery companies and our marketing and analytical partners. A complete list of Caplia 3rd parties is available on demand.

Caplia collects your data directly from you. Caplia never buys or sells data; we only process your data when freely given to us.

Caplia will never discriminate against you, we provide the same products and pricing structure available to clients worldwide.

You have the right to be forgotten, where applicable and where Caplia does not require your data to satisfy a particular law.

You have the right to access your data or ask us to amend it if it is incorrect. Please email hello@caplia.ai if you wish to do so.

Additional information

Caplia has not appointed a statutory Data Protection Officer as we are not required to by law. However, we have committed resources to manage our compliance with all applicable Data Protection laws.

A Record of Processing Activities (ROPA), in which the lawful basis for processing all of our data is maintained. Wherever Legitimate Interests is relied upon, an impact assessment has been created, available upon demand to those whose data is included.

As of January 1st, 2021, the UK left the European Economic Area (EEA). As Caplia process the data of EU Residents/Citizens we are required to appoint a European representative to comply with Article 27 of the GDPR.

This notice was created in April 2026 and is due for review no less than one calendar year from this date.

How to contact us

This website is owned and operated by Caplia.

Please email hello@caplia.ai to speak with us directly.