Your inventory stays on your machine.

The Capsultory desktop app and phone scanner keep your assets, products, stock, prescriptions, patient records, suppliers and audit trail on your own computer (and on your own Google Drive or OneDrive if you choose to mirror backups there). None of it is sent to us. We run no server that receives it, and we cannot see it, recover it or hand it over.

Capsultory has an optional cloud sign in that confirms who you are and that your licence is active, so the app can be approved without us keeping anything else. When you use it, we store:

Your email address. Your licence or plan details (plan name, number of seats, start and end dates). The dates and times of approvals we issued to you.

If you sign in with Microsoft or Google, they give us your email address and your account's unique ID. We never see your password, and we do not receive your contacts, files or mail. If we offer emailed sign in links instead, we store the email address and a short lived one time code until it expires.

No passwords for Microsoft or Google accounts. No inventory, product, prescription, patient or customer records. No payment card numbers (payments are handled by our payment provider, and we keep only a record that you paid).

Accounts you create inside the app, with their roles and passwords, live only on your computer. Passwords there are salted and hashed and never leave the machine. The recovery key is shown to you once and only a scrambled copy is kept on your computer. If our servers are down, the app keeps working until your last approval expires, and a local Admin can always sign in.

To confirm your sign in, to keep your licence active, to send you service messages such as an expiring approval or a security notice, and to answer you when you write to us. We do not sell it, rent it or use it for advertising, and we do not send marketing email unless you ask for it.

Our servers sit behind Cloudflare, which processes web requests and may log the IP address and browser details of visitors to protect the site and measure traffic. Your email provider carries the messages we send. Microsoft or Google process your sign in if you choose them. These providers handle data under their own policies, and we use them only to run the service.

This website uses no advertising trackers. Cloudflare provides basic traffic counts. Your light or dark theme choice is saved in your own browser and is never sent to us. If you email [email protected] we keep the message so we can reply.

Your email and licence record are kept while your licence or trial is active, then for up to 12 months so we can help with renewals and billing questions, then deleted. Server access logs are kept for up to 30 days.

You can ask us at any time to show you what we hold about you, correct it or delete it. Email [email protected] from the address in question and we will act on it within 30 days. Deleting your record ends cloud approval for that address. Your local data and local accounts are not affected, because they are yours and are not with us.

Capsultory is based in Vancouver, British Columbia, Canada. Our sign in server may be hosted in another location, and Cloudflare serves traffic from data centres worldwide.

If what we hold changes, for example if we add a new type of data, we will update this page and its effective date before the change takes effect.

Questions or requests: [email protected].