Privacy Policy

RapidCapture operates high-velocity conversational lead engines designed specifically for specialized contractors. This Privacy Policy governs data processing practices on rapidcapture.co.uk and via the embedded client software engines deployed across our network.

We take our data protection obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 with the utmost seriousness. This document outlines transparency regarding how personal data is collected, routed, processed, and safeguarded.

1. Information We Collect

We process information to ensure efficient lead capture and delivery. The scope of information depends on your interaction with our systems:

A. Information Collected via rapidcapture.co.uk (Direct Inquiries)

When you register for our 7-day proof period, calculate ROI, or complete our onboarding flows, we collect:

• Identity Data: Full name, business trade name.
• Contact Data: Corporate email address, telephone number.
• Operational Data: Existing website URLs, geographic service radius, and payment parameters via our secure processors.

B. Information Processed via Embedded Lead Engines (Client Leads)

When an end-user interacts with an embedded RapidCapture element deployed on a partner's website, our interactive sequence extracts only the 5 critical data points required to formulate a job request:

• Prospect Identity: Full Name.
• Contact Mechanics: Validated Phone Number.
• Geographic Parameters: Location context (postcode or sector coordinates) to check service availability.
• Initial Job Scope: Structural context regarding the exact equipment fault or project description.
• Urgency Vector: Explicit prioritization metrics specified by the user (e.g., Priority 1 Emergency vs Standard Quote Request).

2. How We Process Data (The Technical Stack)

We do not run legacy, long-term relational databases for client lead data. Instead, our technology relies on deterministic logic routing optimized for swift transmission and immediate data minimization:

• Interface Ingress: The user interface captures input streams natively via Voiceflow cloud processing servers.
• Middleware Webhooks: Data payloads are instantly handed off to Make.com execution middleware utilizing secure, encrypted SSL endpoints.
• Delivery Engine: Payloads are translated into clean HTML briefs and pushed to the designated contractor's inbox instantly using standard Google Workspace components.

We do not sell, rent, lease, or monetize personal data or captured consumer leads to any third-party brokers or external marketing aggregators under any circumstances.

3. Lawful Basis for Processing

Under the UK GDPR, we rely on the following legal bases to process personal data:

• Contractual Necessity: To execute the obligations arising from agreements between RapidCapture and our clients, including setting up and managing the lead engines.
• Legitimate Interests: To deliver real-time operational lead routing that consumers expect when submitting urgent trade requests, ensuring immediate confirmation.
• Consent: Where end-users explicitly choose to submit their contact parameters to be connected with a contractor for an estimate or emergency call-out.

4. Data Minimization & Retention Parameters

Our infrastructure operates under strict data minimization guidelines. Client lead records are maintained in transit to verify secure receipt. Once successfully formatted into an email payload and routed through our systems, log paths are continuously pruned. We maintain baseline internal tracking as part of our secure backup infrastructure solely for diagnostic monitoring and service continuity verification.

For direct enterprise accounts, records regarding licensing parameters, platform usage statistics, and compliance logging are kept throughout our partnership to ensure legal and operational tracking.

5. International Transfers & Infrastructure Security

All core computational workflows operate using secure cloud infrastructure located within the United Kingdom and Europe. To ensure system availability, our stack implements industry-standard encryption protocols (AES-256 for data at rest and TLS 1.3 for data in transit).

6. Your Legal Data Rights

Under UK data protection frameworks, you maintain complete enforceable privileges regarding your data footprint, including:

• The Right of Access: To request copies of your processed metrics.
• The Right to Rectification: To correct inaccurate or incomplete operational inputs.
• The Right to Erasure: To request permanent data removal across our systems.
• The Right to Restrict Processing: To halt active routing under specific technical criteria.

To exercise these provisions regarding your interaction with our corporate brand, please issue an explicit directive to our privacy point of contact.

7. Policy Adjustments and Contact

We keep our compliance frameworks under regular review to align with system modifications and evolving regulatory standards. Updated variants will be immediately published directly to this page.

For precise compliance technicalities, please contact our data management team at: hello@rapidcapture.co.uk.