CapOut Privacy Policy
Last Updated: October 18, 2026
Effective Date: October 18, 2026
This Privacy Policy describes how XSQRD INC ("CapOut," "we," "us," or "our") collects, uses, discloses, and safeguards information when you access or use the CapOut platform and related services (collectively, the "Services"). This Privacy Policy is incorporated by reference into the CapOut Terms and Conditions.
1. Company Information
Legal Entity: XSQRD INC
State of Incorporation: Delaware
Business Address: 2833 Crockett St, Suite 518, Fort Worth, TX 76107
2. Scope and Applicability
This Privacy Policy applies to all users of the Services, including contractors, public adjusters, policyholders, carrier staff, and other business users located in the United States and Canada.
This Privacy Policy does not apply to third-party websites, applications, or services that may be integrated with or linked from the Services.
3. Information We Collect
3.1 Information You Provide
We may collect information you voluntarily provide, including:
- Account information such as name, company name, email address, phone number, and role
- Billing and payment-related information
- Documents, PDFs, photos, estimates, scopes, invoices, and other claim-related materials
- Material and labor vendor contact information and pricing
- Communications with us, including support requests and feedback
3.2 Information Collected Automatically
When you access the Services, we may automatically collect:
- IP address and device identifiers
- Browser type, operating system, and usage data
- Log files, timestamps, and interaction data
3.3 Information from Third Parties
We may receive information from third-party integrations you authorize, including estimating platforms, CRMs, SaaS platforms, and material suppliers.
3.4 Validation and Account Records
Document processing may create or retain extracted fields, financial audit and reconciliation results, error reports, annotations, corrections, test results, and automated or human repair and review records. These materials may contain information from underlying documents and remain subject to their applicable restrictions.
We also keep records of the version of our Terms you accepted and your de-identified data setting.
4. How We Use Information
4.1 Providing and Improving CapOut
We use information to provide, operate, and maintain the Services; process documents and generate requested outputs; improve functionality, models, and performance; communicate with users; process payments; prevent fraud and security issues; and comply with legal obligations.
Automation and AI may support extraction, financial audits, reconciliation, anomaly detection, evaluation, automated or human review, and repair of document-processing errors. Service providers may perform that work on our behalf under contractual data-use and confidentiality restrictions.
4.2 De-identified Data
We may create de-identified or aggregated data from content you upload. We use it to improve CapOut and for analytics and benchmarking, and we may license it to third parties, including for developing, training, and evaluating artificial intelligence and machine learning systems. This may include de-identified versions of documents with photos and other images removed, structured data extracted from documents, and related quality-control and evaluation records.
We only license data that has been processed so that it cannot reasonably be linked to you, your organization, or any individual. We maintain and use de-identified data without attempting to re-identify it, and we contractually require recipients not to attempt to re-identify it.
Licensing includes content uploaded before October 18, 2026. You can turn it off at any time in Settings > Company Details, which stops further licensing of de-identified data from your content, including earlier uploads. Data already licensed is not affected.
5. How We Share Information
5.1 Service Providers and Integrations
We may share information with service providers supporting hosting, document and AI processing, security, customer support, and payment services. They may process information on our behalf under contractual restrictions. We also share information with integrations you direct or authorize.
5.2 De-identified Data
We may license de-identified data to third parties as described in Section 4.2.
5.3 Other Disclosures
We may disclose information to comply with legal obligations or lawful requests, protect legal rights and security, or in connection with a merger, financing, acquisition, or sale of assets, subject to applicable law.
5.4 Personal Information
We do not sell personal information or share personal information for cross-context behavioral advertising.
6. Data Retention
We retain User Content and related service records for as long as reasonably necessary for the disclosed service purposes, creating de-identified data, legal obligations, resolution of disputes, and enforcement of agreements. Retention depends on purpose, sensitivity, account status, applicable legal requirements, and documented retention limits.
We may retain de-identified data for as long as it is useful for the purposes described in Section 4.2. Closing your account does not affect de-identified data already created or licensed.
7. Data Security
We implement commercially reasonable administrative, technical, and organizational measures designed to protect information. However, no security system is impenetrable, and we cannot guarantee absolute security.
8. Your Choices and Rights
Depending on your jurisdiction, you may have rights to access, correct, delete, or obtain a copy of personal information, withdraw consent, or object to certain uses. Submit requests through Section 14. We may verify identity and authority and will respond within applicable legal deadlines. We will explain any lawful limitation or denial and provide an appeal route where required.
You can turn off the licensing of de-identified data from your content at any time in Settings > Company Details.
9. U.S. State Privacy Rights
Certain U.S. states provide additional rights concerning personal information. Where applicable, these may include access, correction, deletion, portability, limits on sensitive-data processing, opting out of specified processing, and appealing denied requests. We honor applicable rights and recognized opt-out mechanisms where required.
California residents may have rights to know the categories and specific pieces of personal information collected, correct inaccurate information, request deletion subject to lawful exceptions, opt out of the sale or sharing of personal information, limit specified uses of sensitive personal information, and receive equal treatment when exercising privacy rights.
We do not sell personal information or share it for cross-context behavioral advertising. Contact us under Section 14 to exercise applicable rights.
10. Canadian Privacy Rights
Canadian individuals may have rights under applicable federal or provincial laws, including access, correction, information about processing and disclosures, and withdrawal of consent subject to lawful limitations. Requirements differ by province and the nature of the information.
We will provide required information and obtain meaningful consent where required for proposed purposes, recipients, or cross-border processing. We exclude material from de-identified data licensing where required consent or authority is absent. Requests may be submitted under Section 14.
11. Children’s Privacy
The Services are not intended for children under the age of 18, and we do not knowingly collect personal information from children.
12. International Data Transfers
Information may be processed and stored in the United States or other jurisdictions where CapOut or its service providers operate. These jurisdictions may have different privacy laws, and information may be subject to lawful access by authorities there.
13. Changes to This Privacy Policy
We may update this Privacy Policy and will identify the effective date of changes. We provide clear notice of material changes through an account notice, email, or another appropriate method and obtain any acceptance or consent required by law.
14. Contact Us
For privacy questions and access or deletion requests, contact:
XSQRD INC
Attention: Privacy Requests
2833 Crockett St, Suite 518
Fort Worth, TX 76107
Email: legal@capout.ai
Please identify your account and request. Do not include passwords or unnecessary claim documents in the initial message. We may request information needed to verify identity or authority through an appropriate secure process.