Privacy Policy

Who we are

CAPSEAD is an agency awareness service for freight and logistics agencies, provided by CAPSEAD LLC (“CAPSEAD”, “we”, “us”). Questions about this policy can be sent to support@capsead.com.

What this policy covers

This policy covers the CAPSEAD web application at app.capsead.com — the product agencies sign in to, including its public front door and sign-in page — and the capsead.com website. CAPSEAD is provided to agencies, and each agency decides which of its people have access.

For information about the people who use CAPSEAD, we decide how that information is used. For the business records an agency keeps in its workspace — its customers, their contacts, notes and commitments — we process that information on the agency’s behalf and under its instructions. The agency is responsible for any notice it owes the people those records are about.

Information we collect

• Account information. Your name, email address, password, role (Owner or Team Member) and agency membership. Accounts are created when an agency is set up; CAPSEAD has no public sign-up. Passwords are handled by our authentication provider and are never stored by CAPSEAD in readable form.
• Workspace content. What your agency enters or imports: customer company names and addresses; customer contact names, titles, email addresses and phone numbers; notes, commitments, due dates, completion notes and remembered details; personal agenda items; and customer records imported from spreadsheet files. Please do not enter government identification numbers, payment card numbers, health information or other sensitive personal information into CAPSEAD.
• Activity records. To keep an agency’s history accurate, CAPSEAD records which member created, assigned, completed, changed or removed an item, and when. It also records when you last opened Command, so it can tell you what has changed since your last visit; that time is visible only to you. CAPSEAD does not track attendance, keystrokes or time spent in the product.
• Billing information. If your agency subscribes, payment is completed on Stripe’s pages. Stripe collects the payer’s card and billing details; CAPSEAD never receives full card numbers. We keep the Stripe customer identifier linked to your agency, and we display the card brand and last four digits that Stripe reports.
• Technical information. Our hosting and database providers process standard technical information, such as IP addresses, browser type and request logs, to deliver and secure the service. The CAPSEAD application itself uses no analytics, advertising or tracking tools.

Information kept only in your browser

Some features store information in your browser’s local storage, on the device you are using, rather than on our servers: the details of documents added to a customer (file names, titles and descriptions — the files themselves are not uploaded), shipment records imported from manifest files, remembered name matches for imports, and a record of workspace activity. CAPSEAD also keeps a small record in the browser that stops one agency’s information from appearing to another agency on a shared computer.

This information stays on that device, is not backed up by CAPSEAD, and is not erased when you sign out. On a shared computer, clear this site’s data in your browser settings when you finish.

The capsead.com website

Our website at capsead.com is hosted by GoDaddy and is separate from the application. If you use its contact form, we receive the name, email address and message you send and use them to reply. If you join our email list, we use your email address to send CAPSEAD updates, and every email lets you unsubscribe. The website’s host uses cookies to analyze traffic, as its cookie notice explains, and its forms are protected by Google reCAPTCHA, which is subject to Google’s Privacy Policy and Terms of Service. None of the website’s cookies are set by, or shared with, the CAPSEAD application.

How we use information

We use information to:

• provide CAPSEAD to your agency, including Command, My Agenda, briefings and the CAPSEAD Score, which are computed from your agency’s own records;
• sign you in and keep accounts and workspaces secure;
• process subscriptions and billing;
• respond to support requests and send service messages, such as password reset emails;
• maintain and troubleshoot the service; and
• meet legal obligations.

We do not sell personal information, and we do not use it for advertising.

Artificial intelligence

The Owner Briefing on Command may use OpenAI’s API to decide the order in which facts CAPSEAD has already written are shown. The request contains only the kind of each fact (for example, “commitment overdue”), a count, and placeholder identifiers generated fresh for every request. It never contains customer names, contact details, notes, member names or your agency’s identity, and it is sent with OpenAI’s response storage turned off. The model does not write the briefing’s words; if the request fails, the same facts are shown in their standard order.

Cookies and similar technologies

CAPSEAD uses only what it needs in order to work:

• Sign-in cookies. When you sign in, CAPSEAD sets authentication cookies that keep you signed in. They are HttpOnly and Secure, are sent only to CAPSEAD, and are removed when you sign out. No cookie is set before you sign in or open a password reset link.
• Browser storage for the workspace features described above.

The CAPSEAD application does not use advertising cookies, analytics cookies, social media pixels or cross-site tracking, and no third party sets cookies through it. (The capsead.com website is described in its own section above.) Because these technologies are strictly necessary to provide the service you asked for, CAPSEAD does not show a cookie banner. CAPSEAD does not track you across other websites, so browser signals such as Do Not Track and Global Privacy Control do not change how it behaves.

How information is shared

• Within your agency. Members of your agency can see its shared workspace content and the names, email addresses and roles of its other members. Personal agenda items are visible only to the member they are assigned to.
• With service providers that host and operate CAPSEAD for us, listed below, who may use the information only to provide their services.
• When required by law, or when needed to protect the rights, safety or security of our users, CAPSEAD or others.
• In a business transfer, such as a merger or sale of assets, subject to this policy.

We do not sell or rent personal information.

Service providers

• Vercel — hosts the CAPSEAD application.
• Supabase — database, authentication and live updates.
• Stripe — subscription payments and the billing portal.
• Resend — delivers password reset emails for our authentication provider.
• OpenAI — orders the Owner Briefing’s already-written facts. It receives only counts, fact types and random per-request labels — no names, notes, contact details, account identifiers or any text from your workspace — and the request is sent with provider-side storage disabled.
• GoDaddy — hosts the capsead.com website, its contact form and its email list.
• Google — reCAPTCHA protects the capsead.com forms.

Where information is stored

CAPSEAD’s application and database run in the United States. If you use CAPSEAD from outside the United States, your information is processed in the United States.

How long we keep information

We keep account information and workspace content while your agency’s account is active. Removing a note, commitment or agenda item hides it from the workspace, but a record of it stays in the agency’s history so that the history remains accurate.

When an agency’s account ends, the Owner can ask us to delete the agency’s workspace content and its members’ account information. We will delete or de-identify it within 30 days of the request, except for anything we must keep to meet legal, tax or accounting obligations or to resolve disputes.

Security

We use safeguards appropriate to the information: connections to CAPSEAD are encrypted, sign-in sessions use HttpOnly cookies, the database only lets each agency read its own records, and access to production systems is restricted. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a security incident affects your information, we will notify you as the law requires.

Your choices and rights

• Any member can change their password in CAPSEAD, and an Owner can change the agency’s name and timezone. To access, correct or delete other account information, contact us.
• Workspace content belongs to your agency. Team Members should contact their agency’s Owner, and Owners can contact us.
• If a record in an agency’s workspace is about you — for example, you are a contact at one of its customers — please contact that agency. We will help it respond.
• Depending on where you live, you may have other rights over your information. We will respond to verifiable requests as the law requires.

Requests can be sent to support@capsead.com.

Children

CAPSEAD is a business service and is not directed to children. We do not knowingly collect personal information from anyone under 16.

Changes to this policy

We will post changes on this page and update the effective date. If a change is material, we will tell agency Owners before it takes effect. Use of CAPSEAD is also governed by our Terms of Service.

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