Privacy policy

Last updated: 11 November 2026

This policy explains what personal information we collect through captabook.com, why, who we share it with, and what rights you have over it.

What we collect

When you visit the site. This site has no forms, no analytics and no advertising pixels. Our hosting provider records standard technical information such as your IP address and browser type to deliver the page and keep it secure.

When you book a call. The "Book a call" button opens our booking calendar, which is run by The Product Ladder. It collects your name, email address, the time you choose and anything you tell us in the booking. That information is covered by The Product Ladder's privacy policy.

When you message us on WhatsApp. The chat button opens WhatsApp, which is run by Meta. We see your phone number, your name on WhatsApp and the messages you send. WhatsApp's own privacy policy covers how Meta handles them.

When you become a client. Contact details, billing information and the material you share with us during the build. Payment card details are handled by our payment processor and are never held by us.

Information about your clients

When we build Captabook for an operator, enquiries from that operator's clients pass through the system. The operator decides what is collected and why, and is the controller of that information. We process it on the operator's behalf and on their instructions, to build, run and support the system.

Why we use it, and our lawful basis

• Replying to an enquiry or a booked call: legitimate interests, responding to someone who has approached us.
• Building and supporting a client's system: performance of a contract.
• Keeping financial and tax records: legal obligation.

Who we share it with

We do not sell your information and we do not share it for anyone else's marketing. We use these service providers, who process information on our behalf:

• HighLevel Inc (United States) for this website, our CRM and our client systems
• Stripe (United States and Ireland) for payments and deposit links
• Google (United States) for email and document storage
• Meta Platforms (United States and Ireland) for WhatsApp messaging

Some of these providers are outside the UK and the European Economic Area. Where information is transferred internationally, it is protected by the UK International Data Transfer Agreement, EU Standard Contractual Clauses or an adequacy decision, depending on the provider and the destination. We may also share information where the law requires it.

How long we keep it

• Enquiries and booked calls: up to two years from your last contact with us, unless you become a client or ask us to delete it sooner.
• Client records: seven years after the end of the engagement, for tax and accounting.

Cookies

This site sets no analytics or advertising cookies. Our hosting provider may set essential cookies needed to deliver the page securely. These do not need your consent.

Your rights

Under UK and EU data protection law you can ask what we hold about you and get a copy, have it corrected or deleted, restrict or object to how we use it, receive it in a portable format, and withdraw consent where consent is our basis. Email [email protected] and we will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk. In the European Economic Area you can complain to your local supervisory authority instead.

Changes to this policy

If this policy changes, we will update the date at the top.