Privacy Policy

Last updated: 6 September 2026

Ask Captain Inc. ("Captain", "we", "us") makes Captain, an AI workforce for automotive dealers and OEMs. Captain's agents answer, follow up with and review conversations with a dealer's customers over WhatsApp, web chat, voice calls and email, and pass what they learn to the dealer's own systems. This policy explains what personal information we collect through our websites and the Captain platform (together, the "Services"), how we use and share it, and the choices you have.

Because Captain talks to people on a dealer's behalf, this policy covers data that a typical website does not: conversation transcripts, call recordings, appointment and vehicle details. Please read it carefully.

1. Who is responsible for your data

If you are a dealer's customer and you spoke with a Captain agent (for example in a dealer's WhatsApp number, on its website or on a call), the dealer or OEM that deployed the agent decides why and how your information is used. It is the controller of that data and its own privacy notice applies. We process that data on its instructions as a processor (a "service provider" under U.S. state law). Requests about that data go to the dealer first; if you send them to us, we forward them and help the dealer answer.

If you work at a dealer or OEM and use the Captain platform, your employer's workspace and its administrators control the workspace. We process your account and usage data for the limited purposes described here.

If you visit our websites, book a demo or apply for a role, we are the controller of the information you give us.

2. Information we collect

You give us: your name, work email, phone number, company and role when you book a demo or write to us; your email when you subscribe to our newsletter; the details in a job application (name, email, links you share, a note about yourself); account details when a workspace is created for you.

A dealer's customers give the agent: the content of the conversation, the phone number or chat identity it came from, the name and contact details the customer shares, the vehicle, model and appointment they are interested in, and, on voice calls, the recording and its transcript. Agents may also receive customer records the dealer already holds (an open lead, a service history, an order) so they can answer accurately.

Generated by the Services: transcripts, summaries, lead status and quality scores for every conversation, the appointments and hand-offs the agent created, and logs of what the agent did and when.

Collected automatically: device and browser type, IP address, pages viewed and interactions on our websites and platform, and the cookies described below.

3. How we use it

  • To run the Services: answering and following up with customers, booking test drives and service visits, checking availability, writing summaries to the dealer's CRM, and letting the dealer's team see and take over any conversation.
  • To evaluate and improve the agents. Captain reviews every conversation, human or AI, and scores it. We use these evaluations, and de-identified conversation data, to fix mistakes and improve how the agents answer. We do not use a customer's identifiable data to build products for anyone else, and a dealer or OEM can exclude its data from improvement work in its agreement with us. Some customers run Captain on their own infrastructure; in that case no conversation data reaches us at all.
  • To operate our business: billing, support, security, preventing abuse, and complying with the law.
  • To stay in touch with you: if you booked a demo or asked us a question, we will write back and may send occasional product news. You can opt out at any time; we do not send marketing to a dealer's customers.
  • Newsletter. If you subscribe, we use your email only to send the newsletter: major product updates, a few times a year. Every email has an unsubscribe link, and you can also write to us to be removed. We do not add newsletter subscribers to any other list and do not share the list with anyone except the tool that sends the email.

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

4. Who we share it with

  • The dealer or OEM whose agent you spoke with, and the systems it connects (its CRM, dealer management system, calendar, telephony).
  • Service providers that help us run Captain: cloud hosting, AI model providers that generate the agents' answers, messaging and telephony carriers (including Meta's WhatsApp Business Platform), transcription, analytics, email and support tools. They may only use the data to provide their service to us. Our model providers are contractually prohibited from training their models on this data. A current list of subprocessors is available on request.
  • Professional advisers, in a business transfer, or where the law requires it.

5. Where your data goes

Ask Captain Inc. is a United States company. Depending on the deployment, data is stored and processed in the United States and in the region where the dealer operates. Where we move personal information out of the United Arab Emirates, Saudi Arabia, the European Economic Area, the United Kingdom or another country with transfer rules, we rely on the safeguards those laws allow, such as the European Commission's Standard Contractual Clauses, and on the dealer's instructions. OEMs that cannot let data leave their premises can run Captain's models on their own infrastructure.

6. How long we keep it

Conversation data belongs to the dealer and is kept for as long as its agreement with us says, then deleted or returned. Unless the agreement says otherwise, we delete a customer's conversation data within 90 days after the agreement ends. Call recordings are kept only as long as needed for quality review and for the period the dealer sets. Demo and job-application details are kept for up to 24 months. Newsletter emails are kept until you unsubscribe. Logs kept for security and billing are retained for up to 12 months. Backups expire on their own schedule.

7. Your rights

Depending on where you live, you may have the right to know what personal information we hold about you, to access or correct it, to have it deleted, to receive a copy, to object to or restrict certain processing, and to withdraw consent. If you are in the EEA or the UK you can also complain to your data protection authority. To make a request, write to hello@getcaptain.ai. We will verify the request and answer within the time the law allows. If the data belongs to a dealer's deployment, we will pass the request to the dealer and help it respond.

Voice calls. Where a Captain agent records or transcribes a call, the dealer is responsible for telling you at the start of the call and for obtaining any consent the law requires. You can ask to speak to a person at any time and the agent will hand you over.

8. Cookies

Our websites use a small number of cookies and similar technologies to keep the site working, remember your preferences (for example light or dark mode) and measure how the site is used. Your browser lets you refuse or delete cookies; the site keeps working. We honour Global Privacy Control signals where the law requires it.

9. Security

We protect personal information with encryption in transit and at rest, access controls, isolated workspaces per customer, and logging. If we become aware of a breach involving a customer's personal data, we notify that customer without undue delay so it can meet its own obligations. No system is perfectly secure; if you think an interaction with us is no longer safe, tell us at hello@getcaptain.ai.

10. Children

Captain is for businesses and their adult customers. We do not knowingly collect information from anyone under 18, and we delete it if we learn we have.

11. Changes

We may update this policy. If the change is material, we will tell our customers in advance by email or in the platform; otherwise we update the date at the top of this page.

12. Contact

Ask Captain Inc., United States. Email hello@getcaptain.ai for anything about this policy or your data.