Privacy policy

Last updated: 6 October 2026 · Version 1.0

The short version

• We collect what you give us when you book a call, chat or talk with our AI agents, plus basic technical data from your visit.
• Calls with our AI agents are recorded and transcribed. Chats are saved.
• We use your details to arrange and prepare your call, and to follow up. We don't sell them.
• Our team and our agent platform are in India. Some of our providers are in the United States and other countries.
• You can ask to see, correct or delete your data. Email contact@talkcaptain.com.

1. About this policy

This policy explains how Vivek Kumar, trading as TalkCaptain ("TalkCaptain", "we", "us"), collects and uses personal data when you:

• visit talkcaptain.com
• book a free call with us
• talk or chat with one of the AI agents on our site (Jack, Amy or Zoe)
• email us

It doesn't cover the AI agents we build and run for our clients. If you call or message one of our clients' agents, that client decides how your data is used, and their privacy policy applies. We act on their instructions.

If anything here is unclear, contact us (section 15).

2. Who we are

TalkCaptain builds AI voice and chat agents for businesses.

We are the controller of the personal data this policy describes. Under Indian law we are the "Data Fiduciary".

3. What we collect and why

3.1 When you visit our site

What we collect

• Technical data your browser sends: your IP address, browser and device type, operating system, the page you asked for and the page you came from.
• Your approximate location (country, region, city and time zone), worked out from your IP address. We don't collect your precise location.
• How you use our pages: which pages you view and what you do there, such as starting a chat or booking a call, and, if you agree (or where the law doesn't require consent), clicks, scrolls, mouse movements and how pages display. Section 6 explains this.

Why: to show you the site, keep it secure, stop abuse (for example, by limiting repeated form submissions), count visits and see which pages work.

Our agent platform. When a page has loaded, your browser connects to our agent platform in the background, so a call can start the moment you tap "Talk". This shares your IP address and browser details with our platform, even if you never start a call.

3.2 When you book a free call

What you give us: your name, work email, phone number, company, industry, the best time to call you, and anything you write under "What would you like to automate?".

What we add

• your approximate location and time zone, from your IP address, so we can read a local phone number and call you at a sensible time
• a booking reference and the time we received your request
• whether your email address is a work or personal one, and your company's website (taken from a work email address)
• a lead score and a priority (Hot, Warm or Cold), with the reasons (section 5)
• whether you've asked before (we match on your email address)
• notes our team adds, such as when your call is booked

Why: to arrange and prepare your free call, contact you to agree a time, send you a confirmation, spot duplicate and spam requests, decide who to contact first, and keep a record of our conversations with you.

3.3 When you talk or chat with our AI agents

Our site has three AI agents. Jack is our guide. He answers questions, shows you pages and can book your free call. Amy and Zoe are demos: you play a caller, and they play a business.

What we collect

• Voice calls: your voice, a recording of the call and a written transcript.
• Chats: the messages you type and the agent's replies.
• Context: the page you're on, and a short summary of what you've already said to our agents during this visit.
• What you tell the agent. If you book a call with Jack, that's your first name, company, email, phone number, a day and time, and your city or time zone. You might also tell him about your business, where your leads come from, your volumes and the tools you use.
• What our AI tools produce after a conversation with Jack: a short summary, the outcome (for example, "booked" or "just browsing"), a rating of how ready you seem to talk to us (hot, warm or cold), and how long the call lasted.
• Connection data: your IP address, which our platform and a public network service need to connect a call (section 7).

Why: to hold the conversation, show you the right pages, answer your questions, book your call, follow up with you, keep records and improve our agents.

Section 4 has more on demos, recordings and transcripts.

3.4 When you email us

We collect your email address, your name and what you write. We use it to reply and to keep a record.

3.5 What we don't collect

We don't ask for payment details, passwords or government ID numbers. We don't ask for health or other sensitive information. Our agents are told never to ask for card numbers or passwords.

In demos, please use made-up details. Amy can play a clinic receptionist, so please don't tell her about real medical problems. If you share sensitive information anyway, we only use it to hold that conversation, and we delete it with the recording.

We don't buy data about you, and we don't add to it from other sources.

3.6 Our legal bases (UK and EU)

Where we rely on legitimate interests, we have weighed our interests against yours. You can ask us for the details, and you can object (section 11).

4. Live demos with our AI agents

Before a call starts, we tell you that you'll be talking to an AI agent, not a person, and that the call is recorded and transcribed, with a link to this policy. To make the conversation work, what you say is processed by our AI speech and language providers (see "What the AI does" below).

Your browser will also ask for permission to use your microphone. You can say no and use the chat instead. You can end a call at any time with the red button. Calls with our agents end automatically after a few minutes.

Recordings and transcripts. We record and transcribe every call, and we save every chat.

• Jack: our team sees the summary, the outcome, a link to the recording and transcript, and any details you gave him, so we can follow up.
• Amy and Zoe: their calls are recorded and transcribed, and kept on our platform, where team members who need to can see them. They don't send us your details or a summary. If you talk to Jack after a demo, he gets a short summary of it.

A copy in your browser. Your browser keeps a copy of the conversation in this tab, so it survives a page reload. It's deleted when you close the tab, and ignored after 30 minutes without activity. When you start a new chat or call, the last few lines go to the agent, so you don't have to repeat yourself.

What the AI does. Our agents use AI to turn your speech into text, write replies, speak them, and, after a conversation with Jack, write a summary. Our providers do this processing for us. AI can make mistakes, and nothing an agent says is a binding offer. Our page also measures how loud the audio is, on your device only, to animate the agent's face. That isn't recorded or sent anywhere.

Booking with Jack. If you give Jack your details to book a call, we treat them like a booking from our form (section 3.2).

5. Lead scoring

When a booking, or a lead from Jack, reaches us, our system gives it a score from 0 to 100 and a priority: Hot, Warm or Cold. Points come from things like whether you asked for a call, your industry, whether you used a work email, how much you told us, whether you mentioned volumes or timing, and Jack's rating. We use the score to decide who to contact first. It doesn't decide whether you can use our services, and it has no legal effect on you.

Requests our system flags as spam (for example, from a disposable email address) are set aside and not followed up. If you think we've missed your request, email us.

6. Cookies and similar technologies

We use as few as we can.

Page statistics without cookies. We count page views with our hosting provider's analytics. It doesn't use cookies. It recognises a visit by a code made from your request, which resets every 24 hours, so it can't follow you from day to day or across other sites.

Statistics with cookies. We use Google Analytics to count visits and see which pages and features work, for example how many people start a chat or book a call. It uses the _ga cookies above.

• In the UK, the EEA and Switzerland, it only uses cookies if you say yes in our cookie banner. Without your yes, Google receives only basic signals without cookies, which it can't link to you.
• Elsewhere, it runs by default.
• We've turned off Google's advertising features and Google signals, so this data isn't used for ads.
• Google keeps the data for 14 months. How Google uses data from sites that use its services: https://policies.google.com/technologies/partner-sites. You can also opt out with Google's browser add-on: https://tools.google.com/dlpage/gaoptout

Behaviour analytics. We use Microsoft Clarity to see how people use our pages, with heatmaps and session recordings. It records clicks, scrolls, mouse movements and what's on the screen. It never records what you type into form fields, and we hide our chat panel and booking form from it.

• In the UK, the EEA and Switzerland, it only runs if you say yes in our cookie banner. You can change your mind at any time with the "Cookie settings" link at the bottom of every page.
• Elsewhere, it runs by default. The provider may collect information about your online activity over time and across other websites that use it.
• The provider keeps recordings for 30 days, and some samples for up to 9 months.
• Microsoft decides how it uses this data itself. See the Microsoft Privacy Statement at https://www.microsoft.com/privacy/privacystatement. You can opt out of its collection at https://optout.aboutads.info/.

Our agent platform. The scripts that connect calls don't set cookies or store anything on your device. When a call starts, your browser asks a public network service for a route for the call. That service sees your IP address.

Do Not Track and Global Privacy Control. Our site doesn't respond to Do Not Track signals. Microsoft Clarity honours Global Privacy Control. We don't sell personal information or share it for advertising, so these signals don't change anything else.

Your choices. Use our cookie banner or the "Cookie settings" link. You can also block or delete cookies in your browser settings. The site still works, apart from our analytics.

7. Who we share it with

We share personal data only with the kinds of organisation below, and only what each needs.

Most of these act on our instructions, under contracts that protect your data. Some decide how they use data themselves, for example Microsoft, for Clarity, and the messaging services our team uses.

We don't sell your personal information. We don't share it for cross-context behavioural advertising. We don't give it to other companies for their own marketing.

8. International transfers

Where your data goes. We're based in India. Our team works from India, our agent platform runs on cloud servers in India, and the servers that run our website's functions are in India too. Some of our providers are based in, or use servers in, other countries, including the United States. So your data will be processed outside the country you live in.

Leaving the UK or the EU. India doesn't have an adequacy decision from the UK or the EU. Where UK or EU law treats a transfer as restricted, we protect it with:

• the UK International Data Transfer Agreement, or the UK Addendum to the EU standard contractual clauses, for transfers from the UK
• the EU standard contractual clauses, for transfers from the EU
• adequacy decisions where they apply, such as the UK-US data bridge and the EU-US Data Privacy Framework, for providers certified under them

We assess each transfer and add measures where needed. You can ask us for a copy of the safeguards. We may black out commercial terms.

Onward transfers. Our providers may pass data to their own providers. Our contracts require them to protect it to the same standard.

Other countries. If you're in India, the UAE or Saudi Arabia, we send your data abroad only as your country's law allows, for example under contracts with safeguards.

9. How long we keep it

We may keep data for longer if we need it for a legal claim, or if the law requires it.

10. How we keep it safe

• Your data travels encrypted between your browser, our website, our agent platform and our automation.
• Our booking form checks every field on our server, uses a hidden field and a rate limit to stop bots, and never writes what you typed into our logs.
• Only our website can send bookings to our automation, because each request carries a secret key.
• Our agent platform only accepts conversations started from our own website, and it stores its access credentials encrypted.
• Only team members who need it can see booking records, recordings and our mailboxes, and they sign in with two-step verification.
• We back up our agent platform's data and test that we can restore it.

No system is completely secure. If a breach puts you at risk, we'll tell you, and the regulators, as the law requires.

11. Your rights

How to use your rights

Email contact@talkcaptain.com or write to us at Rahika Tola Marvari Patti, Back of Aareo Office, Ward No 17, PO Araria, District Araria, Bihar 854311, India. In India, you can also contact our Grievance Officer (section 2).

• Tell us what you'd like, and which email address or phone number you used with us.
• We may ask you to confirm it's you, usually by replying from that email address.
• We'll reply within one month. If your request is complex, we may need longer where the law allows, and we'll tell you why.
• It's free, unless a request is clearly unfounded or excessive.
• Someone else can make a request for you. We may ask for proof that they can act for you.
• If we turn down your request, we'll explain why and tell you how to appeal or complain.

One limit: Microsoft Clarity can only delete data project by project, not for one person. If you ask, we'll stop it collecting more about you.

11.1 UK and EU

You have the right to:

• access your personal data and get a copy
• correct data that's wrong or incomplete
• delete your data, in some cases
• restrict how we use it, in some cases
• move data you gave us, in a common format (portability)
• object to our use of it based on legitimate interests. You can always object to direct marketing, though we don't send any
• withdraw consent at any time, where we rely on consent. This doesn't affect what we did before
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects on you. We don't make decisions like that

Complaints. Please contact us first. In the UK, we'll acknowledge your complaint within 30 days and tell you the outcome. You can also complain to a regulator:

• UK: the Information Commissioner's Office, https://ico.org.uk/make-a-complaint/
• EU: the data protection authority where you live or work, or where you think the problem happened. The list is at https://www.edpb.europa.eu/about-edpb/about-edpb/members_en

11.2 India

Indian law gives you the right to:

• get a summary of your personal data we process, what we do with it, and who we've shared it with
• have your data corrected, completed, updated or erased
• withdraw your consent where we rely on it, as easily as you gave it
• have your grievance answered by our Grievance Officer (section 2). We'll respond within one month
• nominate someone to use your rights if you die or can't act for yourself

If you're not satisfied with our answer, you can complain to the Data Protection Board of India.

11.3 United States

California. Where the California Consumer Privacy Act applies to us, California residents have the right to:

• know what personal information we collect, use and disclose, and to get a copy
• delete personal information we hold about you, with some exceptions
• correct inaccurate personal information
• opt out of the sale or sharing of personal information. We don't sell or share it
• limit our use of sensitive personal information. We don't collect sensitive personal information to infer things about you
• not be treated differently for using these rights

In the last 12 months we collected these categories of personal information:

How long we keep each category is in section 9. To use your rights, email contact@talkcaptain.com. You can use an authorised agent. We'll confirm your identity by matching details you've given us.

California's online privacy law (CalOPPA) applies whatever our size. Section 6 explains how we respond to Do Not Track signals, and section 14 how we tell you about changes.

Other US states. Several other states, such as Virginia, Colorado and Texas, give similar rights to their residents. Most of them don't cover information about people acting in a business role, which is most of what we collect. If one of these laws applies to you, contact us and we'll honour the rights it gives you, including an appeal if we refuse a request.

11.4 United Arab Emirates

If you're in the UAE, outside the DIFC and ADGM free zones, the UAE's personal data protection law gives you the right to:

• get information about how we process your personal data
• receive your data, or have it sent to another organisation
• correct or erase it
• restrict our processing of it
• stop our processing of it
• object to decisions based solely on automated processing
• withdraw your consent where we rely on it

You can complain to the UAE Data Office. If you're in the DIFC or ADGM, their own data protection laws apply instead.

11.5 Saudi Arabia

If you're in Saudi Arabia, the Personal Data Protection Law gives you the right to:

• be told how and why we collect and use your data, which this policy does
• access your data and get a copy in a clear, readable format
• ask us to correct, complete or update it
• ask us to destroy it when we no longer need it
• withdraw your consent where we rely on it

We'll respond within 30 days. You can complain to the Saudi Data and AI Authority (SDAIA).

12. Children

Our services are for businesses. Our site isn't meant for anyone under 18, and we don't knowingly collect data from children. If you think a child has given us personal data, contact us and we'll delete it.

13. Links to other sites

Our site links to other websites, for example our clients' sites in our case studies. Their privacy policies apply when you visit them.

14. Changes to this policy

We'll post any changes on this page and update the date at the top. If a change matters, we'll also tell you by email if we have your address and the change affects you.

15. Contact us