Privacy Policy & Messaging Terms

Effective date: July 1, 2026 · Last updated: August 17, 2026

CapeFear.ai ("CapeFear.ai," "we," "us," or "our") provides managed agentic‑AI services to small and mid‑sized businesses. This Privacy Policy explains what information we collect, how we use and share it, and the terms that apply to our text‑message (SMS) communications. By using our website or opting in to our messaging, you agree to this policy.

1. Information we collect

Contact information you provide — name, business name, email address, and phone/mobile number — for example when you request a call or a client of one of our customers provides their number to that business.
Communications — messages, call details, and support requests.
Website usage — basic, privacy‑respecting analytics (no advertising trackers).
Business data on behalf of our customers — where a business engages us, we process data in that business's own tenant under a service agreement (and, where applicable, a Business Associate Agreement for protected health information).

2. How we use information

To provide, operate, and improve our services.
To communicate with you about your account, appointments, service updates, and support.
To send text messages you have opted in to receive (see Messaging Terms below).
To meet legal, security, and compliance obligations.

3. SMS / Text Messaging Terms

We (and businesses that use our platform, such as participating dental and professional‑service practices) may send text messages to individuals who have opted in. The program includes:

Message types: appointment confirmations and reminders, pre‑ and post‑appointment care and preparation instructions, after‑hours call summaries and follow‑up instructions, confirmation that an on‑call provider was alerted for an urgent after‑hours call, and replies to messages you send us. Messages are transactional (not marketing).
How you opt in: you provide your mobile number and give consent to receive these messages. Consent is collected by the business (or by CapeFear.ai on the business's behalf) — for example during in‑person check‑in, on an intake or consent form, or verbally during a phone call you place to the business. For our AI after‑hours support line (for example, +1 910 679 9044, published on this site, on the practice's Google Business Profile, and in its voicemail greeting), you initiate the call and our automated receptionist asks: "I can text you a short summary of tonight's call and any follow‑up instructions at the number you're calling from. You'll get a small number of messages about this call — usually one to three. Message and data rates may apply. You can reply STOP any time to opt out, or HELP for help. Is it okay to text you at this number?" We send SMS only after you verbally agree and confirm the number on the call. Consent is not a condition of any purchase or of receiving care.
Message frequency varies based on your interactions and appointments.
Message and data rates may apply.
Opt out any time by replying STOP; you will receive a confirmation and no further messages. Reply HELP for help, or contact us at hello@capefear.ai.
Carriers are not liable for delayed or undelivered messages.

Mobile information is never shared for marketing. No mobile information (including phone numbers collected for text messaging and consent) will be shared with or sold to third parties or affiliates for marketing or promotional purposes. Mobile opt‑in data and consent are not shared with any third parties. We may share information with subcontractors that support our services (for example, message‑delivery providers) solely to deliver the messages you requested.

4. How we share information

We do not sell your personal information. We share information only:

With service providers (such as our cloud, database, email, and message‑delivery vendors) who process data on our behalf under contract, solely to provide the service;
With the business you interact with, where we process data on that business's behalf;
When required by law or to protect rights, safety, and security.

As stated above, text‑messaging opt‑in data and consent are excluded from all sharing except as strictly necessary to deliver the messages you requested.

5. Connected accounts (systems you authorize us to access)

Where a customer asks us to automate work in a system they already use — for example accounting, practice‑management, project‑management, email, or calendar systems — an authorized user of that customer connects the system to us ("Connected Accounts"). This is always an affirmative act by the customer; nothing connects by default.

What we access: only the records the agreed workflow needs, using the narrowest permissions the provider offers. Where a provider separates read from write access, we default to read‑only.
Why: solely to operate the workflows that customer asked us to run. We do not use Connected Account data to train general‑purpose models, and we never sell it.
Credentials: access tokens are encrypted at rest and in transit, scoped to the customer's organization, and never shared across customers.
Controllership: for data in a Connected Account we act as a processor on the customer's behalf. If you are that customer's client and want your data corrected or removed, contact them directly — or reach us and we will route the request.
Disconnecting and deletion: a customer can disconnect at any time from the Integrations page in the portal or from the provider's own connected‑apps settings. On disconnect we stop accessing the system and delete or revoke the stored credentials. Deletion of data already processed can be requested at hello@capefear.ai.

6. Data security & retention

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the data, and encrypt sensitive data in transit and at rest. We retain information only as long as needed to provide the service and to meet legal obligations, then delete or de‑identify it.

7. Your choices & rights

You may request access to, correction of, or deletion of your personal information, and you may opt out of text messages at any time (reply STOP). Contact hello@capefear.ai to exercise these rights.

8. Children's privacy

Our services are for businesses and are not directed to children under 13, and we do not knowingly collect their information.

9. Changes to this policy

We may update this policy from time to time; the "last updated" date above reflects the latest version, and material changes will be posted on this page.

10. Contact us

CapeFear.ai · Coastal North Carolina · hello@capefear.ai