Privacy Policy

How Kapuli collects, uses and protects data — yours as an operator, and your travellers' as the people you carry.

1. Who we are

Kapuli is a booking and trip-operations platform operated by Kapuli, Inc., incorporated in the United States.
Two products are covered by this policy: the Kapuli web platform used by tour operators, and the Kapuli mobile app used by trip leaders and guests.
Questions about this policy, or about data we hold, go to support@kapuli.ai and are answered within one business day.

Operator account data: the names, email addresses and roles of the team members you invite, and the settings that describe how your business runs.
Traveller data you enter or collect: names, contact details, booking records, payment status, and any pre-trip requirements you have chosen to ask for, such as identity documents, waivers or insurance certificates.
Mobile app content: journal entries in text, audio and image form, reactions and comments, and — where you grant the permission — the location attached to an entry.
Technical data: device and browser information, IP address and usage logs, used to keep the service running and secure.

Your travellers and your bookings belong to you. Kapuli processes that data on your instructions, as your processor.
Each operator's data sits in its own space, kept separate from every other operator on the platform. Nothing is pooled across operators and nothing is sold or resold.
You can export your data at any time as CSV or Excel, including when you leave.

To operate the platform: running your booking site, processing bookings, and sending the lifecycle notifications you have configured.
To provide support, including the work done by the forward deployed engineer assigned to your account.
To keep the service secure, prevent fraud and meet legal obligations.
We do not use your traveller data to market to your travellers.

Payments are handled by your own payment processor where you bring one — on Boutique and Enterprise, funds move directly to your Stripe account and card details are never stored by Kapuli.
On Solo, payments run through Kapuli's processor and carry a booking fee. Card data is still held by the processor, not by us.
Hosting, email delivery and error monitoring are provided by a small set of sub-processors, each bound by confidentiality and data-protection terms. The current list is available on request.

The app asks for camera access for field photographs, gallery access for journal uploads, and location for the features that place an entry on a map.
Every permission can be refused or withdrawn in your device settings, and the app continues to work without it.
A journal is visible only to the people on that departure until the trip ends. After that, the guest decides who receives the link.

Booking and financial records are retained for as long as your account is active and for any period required by law after that.
You can delete traveller records and journal content from within the product. Deletion propagates to backups on our normal backup cycle.
On termination we provide a full export and then delete your data, other than what we are legally required to keep.

Travellers may request access to, correction of, or deletion of their personal data. Requests reach the operator they travelled with first, and we support that operator in answering.
Where data-protection law gives you the right to object, restrict processing or port your data, we will honour it.
Complaints can be raised with us directly at support@kapuli.ai, or with your local supervisory authority.

Material changes are announced in the product and by email before they take effect.
The version number and date at the side of this page always describe the copy you are reading.