Capy Privacy Policy
Updated: August 20, 2025
Capy, LLC ("Capy", "we", "us", and/or "our") is a modern assistant service that matches busy founders and CEOs ("Customers") with experienced part-time assistants ("Virtual Assistants") and provides a variety of tools and integrations to help Customers delegate tasks and meet their goals.
1. What is the scope of this Privacy Notice?
This Privacy Notice describes how Capy handles the personal information we collect from and about you when you visit our website, www.hirecapy.com (the "Site"); use our platforms including our web app, iOS app, and Slack and Chrome extensions (collectively, the "Platform"); as well as when you otherwise interact with us (collectively with the Site and Platform, the "Service"). This Privacy Notice also describes certain legal rights you may have, including a right to object to some of the processing activities we carry out.
For purposes of this Privacy Notice, "Personal Information" means information about an identified or identifiable individual, such as their name or email address and includes "personal data" as defined by the European Union's General Data Protection Regulation ("GDPR"). Some information that is automatically disclosed to us or collected by us through your use of our Service meets this definition.
This Privacy Notice applies to information we collect and use for our own purposes, including information we collect from and about visitors to the Site, Customers when they register for or access the Service, and individuals in relation to our marketing activities. In these situations, Capy is considered the "data controller" for purposes of the GDPR and similar data protection laws. This Privacy Notice does not apply to information Capy processes on behalf of our users in our capacity as a processor. Capy has no direct control or ownership of the Personal Information we process on behalf of our users and we process that data solely in accordance with our users' instructions.
In addition, this Privacy Notice does not apply to any third-party applications or software that integrate with the Service ("Third-Party Services").
By using Capy's Service, you confirm you have agreed to the Capy Services Agreement, to the extent permitted by law, and have read and understood this Privacy Notice.
2. What information do we collect about you?
Information you give us directly
Some information we collect directly from you. For instance, we collect information that you voluntarily provide in the following ways:
- Filling in forms on our Site: When you fill in forms on our Site, including when you request additional information about our Service, request a demo, or contact our sales team, we may require that you provide us with certain information such as your name, contact information, company name, industry or field, job title, and how you heard about us. We may also ask you to describe your goals, challenges, working style, and the projects you need support with.
- Purchasing a plan: When you purchase a plan for our Service, we require that you provide us, or our third-party payment processor, with your name, payment card information, and billing address.
- Creating an account: When you create a Capy account and populate your profile, we collect certain information. If you are a Customer, we may collect your name, contact information, company name, job title, industry or field, financial information necessary to allow you to make payments through the Service, your taxpayer identification number as required by law, and any information you provide relating to your business needs. If you are a Virtual Assistant, we will create and populate a profile for you using information you have provided when you applied. This includes your name, contact information, work experience, education, photo, and social network information (such as a LinkedIn profile). We also collect financial information necessary to allow you to receive payments through the Service and your birthdate or taxpayer identification number as required by law to complete tax filings.
- Using our Platform: Because of the nature of our Service, we may collect a wide range of information in connection with the projects and tasks you perform, and this could include any type of Personal Information. Common types of information we collect in the course of providing our Service include messages, attachments, files, tasks, project names, team names, calendar information, tech stack information, and other content.
- Registering for an event or webinar: If you register for an event or webinar that we host or sponsor, we may collect Personal Information from you including your name, contact information, company name, job title, and any specific information relevant to the event for which you are registering.
- Signing up to receive email communications from us, subscribing to our blog, or completing a survey: When you engage in any of these activities, we may collect your name, email address and other contact details, company name, job title, industry, areas of expertise, interests, and any additional information you provide to us as part of that request (such as information about your satisfaction with our Service in response to a survey).
- Contacting us: When you contact us by email; through our branded social media accounts; through our integrated chat providers; or by telephone, SMS, or physical mail, we may collect your name, username, contact information, company name, job title, and the contents of your communication, which can include any information you choose to provide.
- Inviting others to join Capy: We allow you to invite others to join Capy through our referral program. If you do this or are invited in this way, we will collect and store the invitee's email address in order to enable us to send an invitation. We will also let invitees know who invited them to use Capy and let invitees request that their information be deleted from our systems.
- Applying to be a Virtual Assistant: When you apply to be a Virtual Assistant, we require that you provide us with certain information such as your name, contact information, work experience, education, photo, social network information (such as a LinkedIn profile), relevant skills, and government-issued identification. If and when we undertake additional vetting or background checks, our background check service provider may collect additional information about you, including information about criminal convictions or offenses. Your consent to the collection of such additional information will be requested at that time, in accordance with applicable law.
- Applying to work with us: If you apply to work with us, we will collect any information you chose to share in your application, which may include your name, contact information, employment history, and education history. We use a third-party hiring software provider to collect this information on our behalf.
Information We Collect Automatically
We also collect certain information about you automatically as you navigate our Site and Platform or interact with our emails. The type of information we collect automatically includes the following:
- Log information: We may collect log information about your use of our Site including your browser type and language, access times, pages viewed, Internet Protocol ("IP") address, approximate geographic location, and the webpage or online service you visited before navigating to our Site.
- Device information: We may collect information about the mobile device you use to access our Service, including the hardware model, operating system and version, unique device identifiers and mobile network information.
- Information collected by cookies and similar technologies: We may use cookies and similar technologies to manage and track your interaction with our Service. Cookies are small data files that websites send to a visitor's computer or other Internet-connected device to uniquely identify the visitor's browser or to store information or settings in the browser. We use these technologies to better serve our users and to enhance this Site. For example, we may use cookies to tell us whether you have visited us before or if you are a new visitor. You can configure most browsers to notify you when you receive a new cookie, to reject new cookies, and to disable existing cookies. You can learn how to do this by consulting the help section of your browser. Please note that if you choose to stop accepting cookies you may not be able to use all features of our Site.
- Advertising and analytics: We may allow third parties to provide analytics services and serve advertisements on our behalf across the internet and in mobile applications. They may use a variety of tools including cookies, pixel tags, web beacons, and similar technologies to track your engagement with our Site as well as our online advertising and email marketing campaigns. These tools may capture information such as your IP address, device ID, web browser, mobile network information, pages viewed, time spend on pages, links clicked and conversion information. This information may be used by Capy and others to analyze and track data, determine the popularity of content, deliver advertising and content targeted to your interests on our Services, and to better understand your online activity. We may also use third-party platforms to help us promote interest-based advertisements. This can include converting the email address, phone number, or other contact information you have provided to us into a unique value that these platforms may compare to a unique value created on their platforms in order to identify you as part of an intended audience for our advertisements. Many analytics providers allow you to opt out from the collection of your Personal Information.
- AI features: Certain information is collected when you use AI-powered features on our Platform. For example, communications that flow
through Capy OS — such as messages sent via Slack, WhatsApp, email, or within the Capy web application — may be
processed by AI systems to assist Virtual Assistants and to improve task routing, context retention, and efficiency.
This may include the contents of messages, attachments, files, or tasks created as part of your use of the Service.
Capy may provide these AI features using third-party AI service providers, including OpenAI (ChatGPT), Anthropic (Claude), Perplexity AI (Perplexity), xAI (Grok), and Google/Alphabet (Gemini). When accessed through Capy OS, these providers process data solely under Capy’s instructions via API integrations, and Capy does not permit any third-party AI provider to use your data for training or improving their generalized models.
Virtual Assistants may also, at their discretion, use AI tools to support their work on your behalf. If they do so through Capy OS, the same restrictions described above apply. If they instead access an AI tool directly (for example, by logging into ChatGPT.com or a similar site), Capy requires that such use be configured so that your data is not used for model training; however, in these cases your data may also be subject to that provider’s own terms of service and privacy policy, which are outside of Capy’s control.
Information We Collect from Other Sources
- Payment processors: When you pay for services through Capy, your payment card information is provided directly to our third-party payment processor and Capy does not collect or store that information. In some circumstances, we may receive limited information about your payment card from our payment processors, such as the last four digits of your card, the country of issuance, and the expiration date.
- Third-Party Services: Our Platform allows customers to enable a variety of Third-Party Services on the Platform. For instance, users can connect their accounts on Slack, 1Password and Google Calendar or Gmail to their Capy account. Once enabled, the provider of a Third-Party Service may share certain information with Capy such as the username and email address associated with that user on the Third-Party Service as well as additional information that the provider has chosen to make available to Capy to facilitate the integration. You should check the privacy settings and privacy policies of these Third-Party Services to understand what information may be shared with us.
- Third Party authentication providers: Capy allows you to sign up and log in to our Platform using third-party authentication providers such as Google. If you choose to sign up and log in in this manner, the third-party authentication service will ask your permission to share certain information with us, including your name and email address. You can control the information that we receive from third-party authentication providers using the privacy settings in your accounts with those services.
- Another individual at your organization: We may collect your Personal Information from other individual at your organization who may provide us with your business contact information in the course of using our Service.
- Customers: If you are a Virtual Assistant, we may collect information about your performance from Customers with whom you are matched and for whom you provide services. We collect this information in order maintain our high standards of quality.
- Social media platforms: We may offer social sharing features and other integrated tools such as widgets, which allow you to share content on our Site with third-party social media platforms such as Twitter and LinkedIn. If you choose to use these social sharing features, the provider of the third-party social media platform may make certain information available to us. This can include information necessary to facilitate the integration as well as any additional information the provider chooses to share with us or which you have permitted the provider to share through your privacy settings. We encourage you to check the privacy settings and privacy policies of these third-party social media platforms to understand what information might be shared with us.
- Publicly available sources: We may supplement the information that we collect from you (such as your email address) with additional information about you and your company obtained from business partners, marketers, researchers, data brokers, and publicly available databases. For example, we may use information from LinkedIn to update information about you in our contact database.
We may combine the information we collect about you from these various sources. If a combination of information that we collect identifies you as an individual, we will treat the combined information as Personal Information.
3. Who processes what Personal Information about you?
In the context of the Service, your Personal Information is processed as detailed hereafter.
- To maintain, provide, and personalize the Service (including fulfilling your requests, registration, and purchases, managing your access to and use of your account, and monitoring and analyzing usage, trends, and activities on the Site):
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Name, address and other contact information; personal characteristics; professional and employment information; content of tasks and projects; calendar and scheduling data | Directly from you through the use of the Service or through direct communication (emails, forms completed online) | For the performance of the agreement between you and us | IT service providers (cloud hosting in the United States), Business Intelligence tools, and Virtual Assistants engaged by Capy to provide Services |
- To communicate using our tools (including responding to your requests, inquiries, comments, and suggestions, and sending you technical notices, updates, security alerts, and support and administrative messages):
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Name, address and other contact information; content of messages; attachments; recordings where applicable | Directly from you through the use of the Service | For the performance of the agreement between you and us | IT service providers (cloud hosting in the United States), Business Intelligence tools, and Virtual Assistants engaged by Capy to provide Services |
- To process payment for the Service:
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Name, address and other contact information; financial details | Directly from you through our third-party payment processor | For the performance of the agreement between you and us | Payment processors |
- To identify users by location and prevent fraud where applicable (including protecting against, identifying, investigating, and responding to misuse of our Service or other unlawful behavior):
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Electronic identification data; government-issued identification number or taxpayer information (for contractors) | Directly from you through the use of the Service or through our HR and background check systems | For the purposes of our legitimate interests in fraud prevention and compliance, and to meet our legal obligations for reporting and verification | IT service providers (cloud hosting in the United States), Business Intelligence tools, and HR/background check providers |
- To communicate with you regarding our Service upon your request (including communicating with you about products, services, offers, promotions and events we offer and conveying news and information we believe will be of interest to you):
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Email address and related contact details | Directly from you through our website | Your consent obtained during the sign-up process | IT service providers (cloud hosting in the United States), Business Intelligence tools |
- To provide AI-powered features and assistance
| Processed data categories | Source of data | Legal basis | Recipients of data |
|---|---|---|---|
| Customer communications (e.g. Slack, WhatsApp, email, Capy web app); tasks, attachments, and context necessary for delegation | Directly from you through the use of the Service | For the performance of the agreement between you and us | Third-party AI service providers engaged by Capy (OpenAI, Anthropic, Perplexity AI, xAI, Google/Alphabet), under Capy’s instructions and with training disabled |
- And to carry out any other purpose described to you at the time the information was collected.
In order for us to provide the Service to you, we rely on the following organizations to process your Personal Information on our behalf:
| Organisation (data processor) | Processed data categories | Instructions | Source of data |
|---|---|---|---|
| IT service providers (located in the United States) and Business Intelligence tools | Name, contact information, professional information, content of messages, electronic identification data | To host and process data securely on Capy’s behalf | Directly from you through the use of the Service |
| Virtual Assistants engaged by Capy | Customer Data (as defined in the Capy Services Agreement), including tasks, messages, attachments, schedules, and related context | To perform Services on behalf of the Customer through Capy OS | Directly from you through the use of the Service |
| Payment processors | Name, address, contact information, financial details | To process payments from Customers | Directly from you |
| HR and background check providers | Name, address, contact information, government-issued identification or taxpayer information | To verify contractor identity and meet compliance obligations | Directly from you |
| Third-party AI service providers (OpenAI, Anthropic, Perplexity AI, xAI, Google/Alphabet) | Customer communications and task context provided through Capy OS | To generate AI outputs under Capy’s instructions; training disabled | Directly from you through the use of the Service |
4. Is your Personal Information used for direct marketing communications?
If you have explicitly consented, we may, from time to time, contact you with information about our Service.
If you no longer want to receive such communications, please let us know by sending an email to us at [email protected]. You can also unsubscribe from our marketing emails by clicking on the unsubscribe link in the emails sent to you. Please see Section 8, "What are my rights and choices?" below for more information.
5. How long is your information stored?
We retain your Personal Information for as long as is required to fulfil the activities set out in this Privacy Notice, for as long as otherwise communicated to you, or for as long as is permitted by applicable law. For example, we may retain your Personal Information if it is reasonably necessary to comply with any legal obligations, meet any regulatory requirements, resolve any disputes or litigation, or as otherwise needed to enforce this Privacy Notice and prevent fraud and abuse.
To determine the appropriate retention period for the information we collect from you, we consider the amount, nature, and sensitivity of the Personal Information, the potential risk of harm from unauthorized use or disclosure of the information, the purposes for which we process the Personal Information, whether we can achieve those purposes through other means, and the applicable legal requirements.
To dispose of Personal Information, we may anonymize it, delete it, or take other appropriate steps. Information may persist in copies made for backup and business continuity purposes for additional time.
6. How is your Personal Information shared with third parties?
We may share information about you with certain third parties in the following circumstances:
- Companies under common control: We may share data between and among any current or future parents, subsidiaries, affiliates, and other companies under common control and ownership with Capy.
- Vendors and service providers: We may share Personal Information with vendors, consultants, and other service providers who need to access the data in order to perform services on our behalf, such as providing analytics, cloud-hosting, or cloud-storage services. For more information, please see Section 3, "Who processes what Personal Information about you?" above.
- Virtual Assistants: In the course of providing our Service, we also share Customer Data with the Virtual Assistant(s) assigned to you, in order to enable you to communicate with one another, work together, and understand your individual needs and requirements. Virtual Assistants access Customer Data through Capy OS to perform these Services.
- Third-party AI service providers: To provide AI-powered features, Capy may share Customer Data with third-party AI providers such as OpenAI, Anthropic, Perplexity AI, xAI, and Google/Alphabet. Such sharing occurs under Capy’s instructions, via Capy OS integrations, and with training disabled. If a Virtual Assistant chooses to access an AI tool directly (for example, through a personal account with a provider), then your data may be subject to that provider’s own terms of service and privacy policies, which are outside of Capy’s control.
- Third-Party Services: When you connect Third-Party Services to our Service, you authorize us to share designated information and data created and/or uploaded by you with these Third-Party Services on your behalf.
- Analytics and advertising providers: We may share your Personal Information with analytics and advertising providers that provide marketing campaign measurement, online analytics, and other services, in order to help us reach individuals with relevant ads and measure our ad campaigns, or to better understand how individuals interact with our Service and other online services over time and across devices.
- Business transfers: We may share Personal Information with another company in connection with or during negotiations of any merger, acquisition, financing, re-organization, bankruptcy, sale of all or a portion of our assets, or transition of services to another provider.
- Legal requirements: We may share Personal Information when we believe it is necessary to comply with a legal obligation, including lawful requests from public authorities to meet national security or law enforcement requirements. We may also share Personal Information when we believe it is necessary to protect Capy’s rights and property, to protect the safety of our users, and to defend against legal liability.
- Consent: We may share Personal Information with third parties with your consent and at your direction, including if we notify you that the information you provide will be shared in a particular manner and you provide that information.
We may also share aggregate or de-identified information, which cannot reasonably be used to identify you, for various purposes including compliance with various reporting obligations; for business or marketing purposes; or to assist third parties in understanding our users' interests, habits, and usage patterns for certain programs, content, services, advertisements, promotions, and/or functionality available through the Service.
7. Is your Personal Information transferred outside of the EEA?
Personal Information we collect may be stored and processed for the purposes set out in this Privacy Notice in the United States where we are based or in any country where we have operations or where we engage vendors or service providers. These countries may not have the same data protection laws as the country in which you originally provided the data. By using our Service or submitting your Personal Information to us, you agree to such transfers.
If you reside or are located in the European Economic Area ("EEA"), you may contact us at [email protected] to obtain a copy of any relevant mechanisms we use to transfer Personal Information outside the EEA.
8. What are your rights and choices?
You have a variety of rights and choices related to our use of your Personal Information.
- Opting out of promotional messages: You can opt out of receiving our promotional emails and texts at any time. You may do so by contacting our customer service team, adjusting the text and notification preferences in your mobile device's settings, or by following the opt-out instructions in the promotional emails or texts we send you. Please be aware that it may take up to 10 days for us to process your request, and you may continue receiving promotional communications from us during that period. If you opt out of receiving such communications, please be aware that we may continue to send you non-promotional communications (such as emails related to our business relationship or emails about changes to our legal terms).
- Restricting cookies/Do Not Track: Capy does not currently change its behavior in response to web browser "do not track" signals. However, you can configure most browsers to reject cookies or to notify you when you are sent a cookie, giving you a chance to decide whether or not to accept it. You can consult the help section of your browser to find out how to do this. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Service. In the event that a universally accepted standard emerges on how organizations should respond to "do not track" signals, we will assess and provide an appropriate response to those signals.
- Limiting information in your Capy profile: You can control the information we collect about you by limiting what information you provide in your Capy profile.
- Limiting information available through Third-Party Services: If you want to limit or stop receipt of information from Third-Party Services, such as Slack, which are linked to your Capy account, you can change your privacy settings on those Third-Party Services. You may also choose not to use Third-Party Services we make available.
- Limiting information available through third-party authentication providers: If you want to limit or stop receipt of information from third-party authentication providers, you may change your privacy settings with those third-party authentication providers or choose not to use the third-party authentication providers we offer.
- Access, update, or delete your Personal Information: If you are already a Capy user, you may access, update, or delete Personal Information you have provided by logging into your Capy account and editing your account information. Subject to your agreement with us, you may also delete your account by emailing us at [email protected] . Please note that we may keep certain information as necessary to comply with our legal obligations or for legitimate business purposes, such as to resolve disputes or enforce our agreements. We may also keep cached archived copies of Personal Information for a certain period of time. If you are not already a Capy user and you would like to review, correct, or delete your information, please contact us at [email protected].
- Data Requests: If you reside or are located in the EEA, there are several rights which you can
exercise free of charge, subject to statutory exceptions. In particular, you have the following rights:
- Right to withdraw consent: If your Personal Information is processed on the basis of your consent, you have the right to withdraw your consent at any time you choose and on your own initiative. You can do so by emailing us at [email protected]. The withdrawal of your consent will not affect the lawfulness of the collection and processing of your Personal Information based on your consent up until the moment where you withdraw your consent.
- Right to access, review, and rectify your data: You have the right to access, review, and rectify your Personal Information. If you wish to review or rectify any information like your name, email address, passwords and/or any other preferences, you can easily do so by emailing us at [email protected]. You may also request a copy of the Personal Information processed as described herein by sending an email to [email protected].
- Right to erasure: You have the right to erasure of all the Personal Information processed by as described herein provided it is no longer needed for the purposes for which the personal data was initially collected or processed, in accordance with applicable law.
- Right to object or restriction of processing: Under certain circumstances described in applicable law, you may ask for a restriction of processing or object to the processing of your Personal Information.
- Right to object to processing for direct marketing: Where your Personal Information is processed for direct marketing purposes, you may object to such processing.
- Right to data portability: You have the right to receive the Personal Information processed in a format which is structured, commonly used and machine-readable and to transmit this Personal Information to another service provider.
These rights may be limited, for example, if fulfilling your request would reveal Personal Information about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
To exercise any of these rights, you can get in touch with us using the details set out below.
If you have unresolved concerns, you have the right to lodge a complaint with an EU data protection authority where you live, work, or where you believe a breach may have occurred. However, we invite you to contact us with any concern, as we would be happy to try to resolve it directly.
Shine the Light. California Civil Code § 1798.83, also known as the "Shine the Light" law, permits California residents to request and obtain from us, once a year and free of charge, information about categories of Personal Information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared Personal Information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the information provided below.
9. What security measures are put in place?
Capy uses generally accepted administrative, physical, and technical safeguards we believe are appropriate to protect the confidentiality, integrity, and availability of your Personal Information. Although we make reasonable efforts to protect Personal Information from loss, misuse, or alteration by third parties, you should be aware that there is always some risk involved in transmitting information over the Internet and storing information electronically. Capy cannot and does not guarantee absolute security.
In the event Personal Information is compromised as a result of a security breach and where the breach is likely to result in a high risk to the rights and freedoms, we will make the necessary notifications, as required under applicable law.
10. What rules apply to children?
The Service is not intended for use by anyone under the age of 18 and we do not knowingly collect or solicit Personal Information from anyone under the age of 18. If you are a parent or legal guardian and think your child under age 18 has given us Personal Information without your consent, please contact us at [email protected].
11. Does this policy apply to third-party websites?
We may provide links to third-party websites, services, and applications that are not operated or controlled by Capy. This Privacy Notice does not apply to the privacy practices of those third parties. The fact that we link to a website, service, or application is not an endorsement, authorization, or representation of our affiliation with that third party. We encourage you to review the privacy policies of any third-party service before providing any Personal Information to or through them.
12. Changes to this policy
We may modify and update this Privacy Notice from time to time to reflect changes in our practices or in the law. If we make changes, we will post the updated Privacy Notice on our Site and indicate when it was last revised. You are advised to review this notice periodically to stay informed of our practices. If we make material changes, we will provide you with additional notice, such as posting a statement on our homepage or sending you an email notification, if we have your email address on file. Your continued use of the Service after the revised Privacy Notice has become effective indicates that you have read, understood, and agreed to the current version of this Privacy Notice, to the extent permitted by law.
13. How can we be contacted?
Questions, comments, remarks, requests or complaints regarding this Privacy Notice are welcome and should be addressed to: