Encapsa AI Legal

Privacy Policy

Effective date: August 18, 2026

This Privacy Policy explains how Encapsa AI collects, uses, discloses, retains, and protects personal information through our website, enterprise AI platform, services, and connected systems.

On this page

1. Introduction
2. Information We Collect
3. How We Use Information
4. AI Features
5. Disclosures
6. Data Retention
7. Data Security
8. Privacy Rights
9. Contact Us

Introduction

Encapsa AI Inc. ("Encapsa AI," "we," "us," or "our") provides an enterprise artificial intelligence application and orchestration platform for businesses across the United States. Our services include AI-powered business reporting, document processing, workflow automation, website building and hosting, digital marketing tools, and related support services.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, communicate with us, use our platform, or interact with services provided by Encapsa AI.

When we process information on behalf of a business customer, that customer generally determines the purposes and means of processing. In those circumstances, Encapsa AI acts as a service provider or processor, and the customer's privacy notices and agreements may also apply.

Scope of This Policy

This Privacy Policy applies to personal information processed through Encapsa AI's website, platform, hosted services, support channels, and business operations.

This Privacy Policy does not replace or modify the terms of a customer's Master Subscription and Services Agreement, Order Form, data processing addendum, or other written agreement with Encapsa AI. If a written customer agreement establishes additional or different requirements for Customer Data, that agreement will govern the applicable processing.

Information We Collect

Information You Provide

We may process information that you or your organization provides to us, including:

• Business contact information, such as a name, business email address, job title, company name, and account information.
• Account credentials and information used to authenticate and administer authorized users.
• Communications submitted through sales, onboarding, support, legal, or other business channels.
• Billing and subscription information needed to administer customer accounts and payments.
• Documents, records, prompts, files, media, instructions, and other content submitted to the platform.
• Information imported from databases, documents, applications, and connected systems at a customer's direction.
• Information included in requests, reports, workflows, and other activities performed through the platform.

Customer Data

"Customer Data" means data, content, and materials submitted to the platform by or on behalf of a customer or its authorized users. The categories of Customer Data depend on how each customer configures and uses the platform.

Customer Data may include information relating to a customer's personnel, operations, customers, prospects, vendors, or other individuals. Customers are responsible for ensuring that they have the rights, permissions, notices, and consents required to provide Customer Data to Encapsa AI.

Billing Information

Payments may be administered through payment service providers, currently including Stripe and Bill.com. These providers process billing and payment information for the purpose of completing transactions, administering subscriptions, and maintaining financial records.

Service and Usage Information

We may process operational information generated through use of the platform when needed to provide, maintain, secure, troubleshoot, and support the services. We may also use aggregated or de-identified usage information that does not identify a customer or individual to operate and improve the platform.

How We Use Information

We use information as reasonably necessary to:

• Provide, operate, host, maintain, and support the platform and related services.
• Create and administer customer accounts and authorized-user access.
• Authenticate users and protect account security.
• Process Customer Data according to the customer's instructions.
• Ingest, retrieve, organize, analyze, summarize, classify, extract, or transform customer-authorized information.
• Generate reports, summaries, recommendations, website content, workflow results, and other requested outputs.
• Connect the platform with systems and services selected by the customer.
• Provide onboarding, customer service, technical support, and business communications.
• Process payments, administer subscriptions, and maintain transaction records.
• Monitor, investigate, and protect the security, availability, and integrity of the platform.
• Detect and prevent fraud, misuse, security threats, and violations of our agreements.
• Comply with applicable legal obligations and respond to lawful requests.
• Establish, exercise, or defend legal rights.
• Use aggregated or de-identified information that does not identify a customer or individual to operate and improve our services.

We do not use Customer Data for targeted advertising, cross-context behavioral advertising, or the development of consumer advertising profiles.

AI Features and Customer Data

Encapsa AI is an AI application and orchestration layer. Encapsa AI is not a developer of foundation models and does not currently train or fine-tune generative foundation models.

Encapsa AI does not maintain a scraped or third-party foundation-model training corpus. The platform may route appropriate tasks to commercially licensed third-party foundation models under enterprise API agreements. Privacy-sensitive deployments may also use commercially licensed open-weight models operated for inference only.

Customer Data is logically isolated by customer. Encapsa AI does not commingle Customer Data across customer accounts and does not use Customer Data or generated outputs to train, fine-tune, or improve shared or general-purpose AI models, whether operated by Encapsa AI or a third party.

References to "vertically trained AI" in Encapsa AI materials describe workflow configuration, prompt and agent calibration, and retrieval over customer-authorized information. They do not mean that Encapsa AI trains model weights using Customer Data.

Generative outputs may be grounded through retrieval from an individual customer's own business data, documents, databases, and connected systems. AI-generated outputs are probabilistic, may contain errors, and may not be unique. Customers and authorized users must apply appropriate human review before relying on an output for a legal, financial, safety, academic, or similarly consequential decision.

How We Disclose Information

Service Providers and Subprocessors

We may disclose information to service providers and subprocessors that help us provide the services requested by our customers. These parties are engaged under written terms intended to protect Customer Data and limit processing to the services they provide.

Current categories and examples include:

• Cloud infrastructure providers, including Amazon Web Services.
• Commercial AI model providers configured not to train on Customer Data.
• Payment processors, including Stripe and Bill.com, for billing and transaction information.
• Email and communications infrastructure providers.

A current subprocessor list is available by request at legal@encapsa.ai.

Legal and Security Disclosures

We may disclose information when reasonably necessary to comply with applicable law, regulation, legal process, or a valid governmental request. We may also disclose information when necessary to protect the rights, property, safety, security, or integrity of Encapsa AI, our customers, authorized users, or others.

No Sale or Advertising Use

Encapsa AI does not sell Customer Data. Encapsa AI does not share Customer Data for cross-context behavioral advertising and does not use Customer Data for targeted advertising.

Cookies and Similar Technologies

Encapsa AI may use cookies or similar technologies that are necessary to operate its website and services, maintain sessions, authenticate users, remember available preferences, and protect the security and integrity of the platform.

Encapsa AI does not use Customer Data for targeted advertising or cross-context behavioral advertising. Available browser settings may allow you to control or delete certain cookies, but disabling technologies required for authentication, security, or core functionality may affect the operation of the website or platform.

Data Retention

We retain Customer Data during the applicable subscription term as needed to provide the services and fulfill the customer's instructions.

Following the termination or expiration of a subscription:

• A customer may request an export of Customer Data within 60 days.
• Customer Data will then be deleted from active systems within 90 days.
• Limited backup copies may remain during ordinary backup rotation for up to an additional 90 days.
• Backup copies remain protected until they are deleted.

We may retain limited information for a longer period when required by applicable law, necessary to maintain financial or transaction records, needed to resolve a dispute or enforce an agreement, or subject to a valid legal hold.

Aggregated or de-identified information that does not identify a customer or individual may be retained and used to operate and improve the services.

Data Security

Encapsa AI maintains administrative, technical, and physical safeguards designed to protect Customer Data based on its sensitivity. These safeguards include:

• Encryption of Customer Data in transit using TLS 1.2 or later.
• Encryption of Customer Data at rest.
• Multifactor authentication for cloud, administrative, and privileged access.
• Role-based access controls and least-privilege provisioning.
• Logical separation of customer environments and Customer Data.
• Continuous dependency vulnerability monitoring.
• Automated security scanning of deployed applications.
• Malware protection on company-managed endpoints.
• Encrypted automated backups and periodic restoration testing.
• Security awareness and social-engineering training for personnel.
• Documented incident-response procedures.

No system, network, or method of electronic transmission or storage is completely secure. Although we maintain safeguards designed to protect information, we cannot guarantee absolute security.

Privacy Rights and Choices

Depending on where you live and the circumstances in which your information is processed, applicable law may provide rights relating to your personal information. These rights may include the ability to:

• Request access to personal information.
• Request correction of inaccurate personal information.
• Request deletion of personal information.
• Request a copy of certain personal information.
• Object to or request restrictions on certain processing.
• Withdraw consent where processing is based on consent.
• Appeal certain decisions concerning a privacy request, where required by law.

To submit a request concerning personal information controlled directly by Encapsa AI, contact legal@encapsa.ai.

We may take reasonable steps to verify your identity and authority before acting on a request. A request may be limited or denied where permitted or required by applicable law, including when information must be retained to comply with a legal obligation, protect the rights of another person, maintain security, resolve a dispute, or establish or defend a legal claim.

Customer-Controlled Data

When Encapsa AI processes Customer Data on behalf of a business customer, the customer generally controls that information. If your information was submitted to Encapsa AI by an employer, business, organization, or another Encapsa AI customer, you should direct your privacy request to that customer.

If we receive a request concerning Customer Data controlled by one of our customers, we may direct the requester to the appropriate customer. We will provide reasonable assistance to the customer in responding to valid requests, including through available export, correction, and deletion capabilities.

Children's Privacy

The Encapsa AI website and general services are intended for businesses and are not directed to children or minors. Encapsa AI does not knowingly collect personal information directly from children through its general services.

If you believe that a child has provided personal information directly to Encapsa AI, contact legal@encapsa.ai so that we can review the matter and take appropriate action.

Data Location and International Transfers

Customer Data is hosted in the United States.

Encapsa AI does not transfer Customer Data outside the United States without the customer's prior written consent and appropriate safeguards. If a customer requests or authorizes processing outside the United States, the applicable contractual terms and legally required transfer protections will govern that processing.

Third-Party Services and Subprocessors

The platform may connect with third-party applications, databases, services, and systems selected or authorized by a customer. Information sent to or received from those third-party services may also be subject to the third party's terms and privacy practices.

Encapsa AI is not responsible for the independent privacy practices of a third-party service that a customer elects to connect to the platform. Customers should review the privacy terms of services they choose to use.

Encapsa AI requires subprocessors that process Customer Data on our behalf to be bound by written data-protection obligations appropriate to their services. Encapsa AI remains responsible for managing its subprocessors as provided in applicable customer agreements.

Changes to This Policy

We may update this Privacy Policy to reflect changes to our services, data practices, or legal obligations. When we make changes, we will update the effective date displayed at the beginning of the policy.

If a change materially affects the handling of Customer Data, we will provide notice where required by applicable law or our written agreements.

Contact Us

For questions about this Privacy Policy or Encapsa AI's privacy practices, or to submit a privacy request, contact:

Encapsa AI Inc.

7010 E Chauncey Ln, STE 230

Phoenix, AZ 85054

United States

Email: legal@encapsa.ai