Privacy Policy

How we collect, use, and protect your information.

Effective Date: April 14, 2026 · Last Updated: April 14, 2026

Total Capture AI LLC (“Total Capture AI,” “we,” “us,” or “our”), doing business as Total Capture, operates https://totalcaptureai.com (the “Site”) and provides AI-powered lead capture, phone answering, and business automation services (the “Services”). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our Site, contact us, or use our Services.

By using the Site or Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Site or Services.

1. Information We Collect

1.1 Information You Provide Directly

  • Contact information: Name, email address, phone number, business name, and any other information you provide when filling out a form, requesting a consultation, or communicating with us.
  • Business details: Industry, company size, service needs, and any additional information you share during the onboarding or sales process.
  • Payment information: If you become a customer, billing details are collected and processed by our third-party payment processor (Stripe). We do not store full credit card numbers on our servers.
  • Communications: Records of your interactions with us via phone, email, SMS, web chat, or our contact forms.

1.2 Information Collected Automatically

  • Usage data: Pages visited, time spent, referring URLs, clicks, and other interaction data.
  • Device and browser data: IP address, browser type, operating system, device identifiers, and approximate location (city/region).
  • Cookies and similar technologies: We and our service providers use cookies, pixels, and local storage to operate the Site, remember preferences, and measure performance. You can control cookies through your browser settings.

1.3 Information from Third Parties

We may receive information about you from our service providers (such as our CRM, analytics, and communications platforms), publicly available sources, or referral partners.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and improve the Site and Services;
  • Respond to your inquiries, requests, and support needs;
  • Schedule consultations, demos, and onboarding sessions;
  • Send transactional messages (appointment confirmations, account updates, service notifications);
  • Send marketing communications where permitted by law and with your consent;
  • Process payments and manage billing;
  • Comply with legal obligations and enforce our Terms of Service;
  • Detect, prevent, and address fraud, security, and technical issues.

3. SMS & Text Message Communications

Consent: By providing your phone number to Total Capture AI through our website forms, via a consultation request, or during onboarding, you expressly consent to receive SMS and text messages from us related to your inquiry, appointment scheduling, service delivery, and account notifications.

Message Frequency: Message frequency varies based on your interaction with us.

Message & Data Rates: Message and data rates may apply, depending on your mobile carrier plan.

Opt-Out: You can opt out of SMS communications at any time by replying STOP to any message you receive from us. After sending STOP, you will receive one final message confirming your opt-out.

Help: For help, reply HELP to any message or contact us at hello@totalcaptureai.com.

No Sharing: We do not sell, rent, or share your mobile phone number or SMS opt-in information with third parties or affiliates for their marketing or promotional purposes. Mobile opt-in data is not shared with any third party except as required to deliver the messages you have requested (e.g., our SMS delivery provider).

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

  • Service providers: Third-party vendors who perform services on our behalf, including CRM, hosting, analytics, payment processing, email delivery, and SMS delivery. These providers are contractually obligated to protect your information and use it only for the purposes we specify.
  • Legal compliance: When required by law, subpoena, or legal process, or to protect the rights, property, or safety of Total Capture AI, our users, or others.
  • Business transfers: In connection with a merger, acquisition, financing, or sale of assets, your information may be transferred as part of the transaction.
  • With your consent: We may share information with your consent or at your direction.

5. Third-Party Services

We rely on the following categories of third-party services to operate our business. Each has its own privacy practices, which we encourage you to review:

  • CRM & communications platform — for managing customer relationships, phone answering, SMS, email, and workflow automation.
  • Payment processing — Stripe, for secure billing.
  • Website analytics — for understanding how visitors use our Site.
  • Form submission — for processing contact form entries.
  • Domain and email services — Cloudflare and our email provider.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the Site, remember your preferences, measure Site performance, and deliver relevant content. You can configure your browser to refuse cookies or alert you when cookies are being sent; however, some parts of the Site may not function properly if you disable cookies.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we securely delete or anonymize it.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Your Privacy Rights

Depending on where you reside, you may have certain rights regarding your personal information, including:

  • The right to access, correct, or delete the personal information we hold about you;
  • The right to object to or restrict certain processing;
  • The right to data portability;
  • The right to withdraw consent (where processing is based on consent);
  • The right to opt out of marketing communications at any time.

To exercise any of these rights, contact us at hello@totalcaptureai.com. We will respond within a reasonable timeframe as required by applicable law.

10. Children’s Privacy

The Site and Services are not directed to children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

11. International Users

Total Capture AI is based in the United States. If you are accessing the Site or Services from outside the United States, you acknowledge that your information may be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your jurisdiction.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last Updated” date at the top of this page and, where appropriate, notify you by email or a prominent notice on the Site. Your continued use of the Site or Services after changes become effective constitutes acceptance of the revised policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Total Capture AI LLC
4030 Wake Forest Road, STE 349
Raleigh, NC 27609
Email: hello@totalcaptureai.com