Privacy Policy

This policy explains how Capstone Software Solutions Ltd ("Capstone", "we", "us"), a company registered in England & Wales (company no. 17074228), collects and uses your personal data when you use our websites and products (Footnote, Engage, AccountFlow, Footnote Property and related services). We are the data controller for that personal data, and we process it in accordance with the UK GDPR and the Data Protection Act 2018.

1. Data we collect

We collect only what we need to provide and improve the service:

Account & contact data: your name, work email, practice or firm name, and role, provided when you register or contact us.
Billing data: subscription plan, billing status, and payment references. Card details are handled by our payment provider (Revolut) and are not stored by us.
Usage data: the questions you ask, answers and reports generated, enquiry history, and product activity, so the service works and can be audited.
Technical data: IP address, device/browser information, and log data, collected automatically for security and reliability.

Our AI products are grounded in official public guidance (for example HMRC, GOV.UK and Land Registry sources). Please do not enter more personal or client data than a question needs.

2. How we use it

To provide, secure, and operate the products and your account.
To generate cited answers, reports, and audit trails, and to maintain a review queue for low-confidence answers.
To take payment, manage subscriptions and trials, and issue VAT invoices.
To provide support and to send service messages about your account.
To detect, prevent, and investigate misuse, fraud, and security incidents.
To improve our products, using aggregated or de-identified data where practical.

We do not sell your personal data, and we do not use the content of your enquiries to train third-party AI models.

3. Legal bases

We rely on: contract (to provide the service you sign up for); legitimate interests (to secure, support, and improve the service, and to run our business), balanced against your rights; legal obligation (for tax, accounting, and record-keeping); and consent where required (for example non-essential cookies), which you can withdraw at any time.

We share data only with trusted service providers who process it on our behalf under contract, including hosting and infrastructure (Cloudflare, Render, Neon), payment processing (Revolut), email delivery, and AI inference providers used to generate answers. We may also disclose data where required by law. Some providers may process data outside the UK; where they do, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses.

5. Retention

We keep personal data for as long as your account is active and as needed to provide the service. Audit and filing records may be retained for up to seven years to meet regulatory and accounting requirements. When data is no longer needed, we delete or anonymise it.

6. Security

We use technical and organisational measures to protect your data, including encryption in transit, access controls, tenant isolation, and audit logging. No system is perfectly secure, but we work to protect your data and to notify you and the ICO of any breach where the law requires.

7. Your rights

Under UK data protection law you have the right to access, correct, delete, or port your personal data, to restrict or object to certain processing, and to withdraw consent. To exercise any of these, contact us using the details below. You also have the right to complain to the Information Commissioner's Office (ico.org.uk), though we'd appreciate the chance to help first.

8. Cookies

We use essential cookies to keep you signed in and to keep the service secure, and limited analytics to understand usage. See our Cookie Policy for detail and how to control them.

9. Contact

For any privacy question or request, contact us at sales@capstonesoftware.co.uk. Capstone Software Solutions Ltd is registered in England & Wales under company number 17074228. We may update this policy from time to time; the effective date above shows the current version.