The short version
Captraex uses limited information to answer enquiries, provide and secure its service, administer business relationships and send updates people have chosen. When an estate agency uses Captraex for its own contacts, that agency normally decides why the information is used and should be the first point of contact.
1. Who is responsible
Captraex is the name used for this pre-launch service. The verified operating entity, company number, place of registration and registered office will be published here before commercial subscriptions are accepted.
Until a dedicated privacy mailbox is provisioned, send privacy questions through the contact form. Do not submit sensitive property or identity information through that form.
2. When an estate agency controls the record
Our customers generally decide why and how information about applicants, buyers, sellers, landlords, tenants, guarantors, staff and other property contacts is used. In that context, the estate agency is normally the controller and Captraex processes information on its documented instructions under the customer agreement and data-processing terms.
If your request concerns a record held by an estate agency, contact that agency first where practical. Captraex may refer or transmit the request to the responsible agency so it can respond.
3. Information we collect
The information depends on how you interact with Captraex and may include:
- Your name, business contact details, employer, role and communication preferences.
- Demo, contact, early-access and newsletter information, including consent and opt-out evidence.
- Account, authentication, organisation-membership and subscription information.
- Billing status and transaction references. Payment providers process full card details.
- Device, IP address, browser, usage, diagnostic, security and audit information.
- Support messages and other communications with Captraex.
- Information a customer supplies through the service, such as property requirements, budgets, viewings, offers, notes, communications, documents, recordings or transcripts, and AI-assisted suggestions.
- Information received from connected services or, when enabled by a customer, approved third-party sources.
4. How we use information
The table describes the intended pre-launch processing model. It will be reconciled with the live product and supplier inventory before commercial release.
| Purpose | Typical lawful basis |
|---|---|
| Respond to contact, demo or early-access requests | Steps taken at your request, or legitimate interests in answering business enquiries |
| Send an expressly requested newsletter or product updates | Consent, with an unsubscribe option in every message |
| Create and administer accounts and subscriptions | Contract where you are personally party to it; otherwise legitimate interests in delivering the customer agreement |
| Operate, support, improve and secure the service | Legitimate interests, subject to necessity and balancing assessments |
| Use non-essential website analytics | Consent unless a documented legal exception applies |
| Process an agency's CRM records | The customer's documented instructions under the data-processing terms |
| Maintain statutory records or respond to lawful authorities | Legal obligation, or legitimate interests in establishing and defending legal rights |
Where legitimate interests are used, they may include answering business enquiries, administering customer relationships, delivering and improving a secure service and preventing abuse. You may ask for information about the relevant balancing assessment.
5. AI-assisted features
Captraex may use AI to produce suggested matches, summaries, extracted fields, classifications or draft communications. These outputs may be incomplete or incorrect and are intended to support authorised human users.
AI output is a suggestion, not a decision. Authorised users should inspect the source, correct errors and make the final choice before a record changes or a communication is sent.
7. International transfers
Some suppliers may process information outside the UK. Where a restricted transfer occurs, Captraex intends to use an applicable adequacy regulation or contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, together with any required transfer assessment.
Production processing locations and applicable transfer mechanisms will be added once the supplier configuration is final.
8. How long we keep information
Early-interest details are held in Captraex’s internal Azure table for up to 12 months. Field Notes registrations are retained for up to two years unless you unsubscribe sooner; a minimal suppression record is then kept to respect your opt-out. Optional website analytics records expire after 30 days. No sales mailbox or external CRM receives these submissions automatically.
Other information is kept only for as long as needed for the relevant service, security, legal or accounting purpose. A production retention schedule will replace this interim description before commercial release.
9. Your choices and rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict or receive your information, object to processing, and withdraw consent. Rights can vary with the lawful basis and applicable exceptions.
You can object to direct marketing at any time. Use the unsubscribe link in an email or submit a request through the contact form.
You may also complain to the Information Commissioner's Office.
10. Cookies, changes and contact
Read the Cookie Notice for information about cookies, local storage and similar technologies and how to change your choices.
We may update this notice when the product or processing changes. Material changes will be highlighted where appropriate. Until a dedicated privacy mailbox is available, send questions and requests through the contact form.