Privacy Policy

1. About Kapacia

Kapacia provides AI-assisted recording, transcription, summarisation, structured notes, review workflows, exports, and integrations for professional teams. The service is intended to support productivity and workflow review, not to replace human judgement.

2. Data We Collect

We may collect and process the following types of data, depending on how Kapacia is used:

• Account information, such as names, email addresses, organisation details, roles, and login credentials.
• Conversation data, including recordings, transcripts, summaries, structured notes, action items, and review comments.
• Uploaded files and materials that users add to Kapacia for processing or reference.
• Technical data, such as device information, browser type, IP address, log data, usage activity, and diagnostic information.
• Billing data, such as subscription details, invoices, payment status, and related commercial records.
• Support communications, including messages, requests, feedback, and related correspondence.

3. How We Use Data

We use data to provide and operate Kapacia, including to:

• record, transcribe, summarise, structure, export, and route customer-authorised content;
• generate transcripts, structured outputs, review items, and workflow records;
• manage accounts, subscriptions, access permissions, and customer settings;
• provide customer support, onboarding, troubleshooting, and service communications;
• monitor, protect, and improve the security and reliability of Kapacia;
• process billing, taxes, invoices, and payment-related administration;
• meet legal, regulatory, contractual, and operational requirements; and
• maintain, analyse, and improve the product, subject to applicable customer contracts and settings.

4. AI Outputs and Human Review

Kapacia uses AI-assisted features to generate transcripts, summaries, structured notes, suggested follow-ups, and other outputs. AI outputs may be incomplete, inaccurate, or unsuitable for a particular use. Users must review and verify outputs before relying on them or using them in professional, client-facing, compliance, legal, financial, or operational workflows.

5. Customer Consent Responsibilities

Customers and users are responsible for obtaining all required consents, notices, and permissions before recording, uploading, transcribing, or processing conversations or other personal data through Kapacia. This includes consent from meeting participants where required by law, policy, contract, or professional duty.

6. Disclosure of Data

We do not sell personal data. We may disclose data where reasonably necessary to:

• authorised users within the relevant customer account or workspace;
• service providers who help us host, operate, secure, support, bill, and maintain Kapacia;
• third-party integrations authorised by the customer or user;
• professional advisers, auditors, insurers, and legal representatives; and
• regulators, courts, law enforcement, government agencies, or other authorities where required or permitted by law.

7. Hosting and Transfers

Data hosting location may vary depending on the subscription, deployment model, customer configuration, and applicable contract. Singapore or regional hosting may be available for certain plans or deployments, but this should be confirmed in the relevant order form, subscription terms, or customer agreement.

8. Security

We use reasonable administrative, technical, and organisational safeguards designed to protect data handled by Kapacia. These safeguards may include access controls, logging, encryption, vendor controls, and operational security practices. No system, transmission, or storage environment is completely secure, and we cannot guarantee absolute security.

9. Retention

Retention periods depend on customer configuration, subscription settings, contract terms, legal requirements, and operational needs. Customers may have controls or processes for managing retention, export, and deletion depending on their plan and deployment model.

10. Access, Correction, and Withdrawal

Subject to applicable law and verification requirements, individuals may request access to personal data, correction of personal data, or withdrawal of consent by contacting us at dpo@zolution.co. If your data is controlled by a Kapacia customer, we may direct your request to that customer or coordinate with them as appropriate.

11. Contact

For privacy questions or requests, contact Zolution Pte Ltd at dpo@zolution.co.