Privacy Policy

Last updated October 3, 2026

This document is being finalized and may change.

This policy explains what personal information the virtual office holds, why, who can see it and what your choices are. 1001497538 Ontario Inc. ("Capped", "we", "us") provides the virtual office to your brokerage. Your brokerage decides what information is collected in its office and why; we hold and process it on the brokerage's behalf, to run the service. For questions about your information, start with your brokerage.

What we hold

Account: your name, email address and role. Passwords are stored only as secure one-way hashes by our sign-in provider; nobody can read them.
Profile, as you choose to fill it in: phone, license number, designation, bio, headshot, birthday (day and month only), city and state, social profiles and your street address.
Activity in the office: event replies, which announcements you have read, files and links your brokerage shares.
Document signing: your signatures and initials, form answers, uploaded files such as a driver's license and its expiry date, and an IRS Form W-9 including your taxpayer identification number.
Technical information: your IP address and browser, recorded with each signing step and used to keep the service secure; and error reports when something breaks.

How it is used

To run your brokerage's virtual office: showing the roster and office to colleagues, sending invitations, reminders, announcements and signing emails, keeping a reliable record of documents signed, keeping accounts secure, and fixing problems.

We do not sell personal information, do not use it for advertising, and do not use advertising or tracking cookies.

Who can see what

Colleagues at your brokerage see your roster profile, according to the roles your brokerage sets.
Your street address is shown only to you. Colleagues see your city, and an approximate map pin placed near (not at) your address, which you can turn off.
Your taxpayer identification number is encrypted with a separate key. Only your brokerage's owners can reveal it, and every reveal is logged.
Capped staff access a brokerage's office only to support or maintain it, and every entry is logged.

Services we use

We use these providers to run the virtual office. Each processes information only to provide its service to us:

Supabase: database, file storage and sign-in. Your information is stored in Canada.
Vercel: hosting the web application (United States).
Resend: delivering email (United States).
Mapbox: maps and address lookup (United States).
Stripe: payments, on your brokerage's own Stripe account, when your brokerage collects one.
Sentry: error reports, with personal details, form contents and secure links removed before they are sent (United States).
Google Fonts: when your brokerage uses certain typefaces, your browser loads them from Google, which receives your IP address.

Keeping it safe

Connections are encrypted, each brokerage's information is kept separate from every other's, tax identification numbers are encrypted at rest, and the database is backed up daily. No system is perfectly secure; if a breach affects your information, we will work with your brokerage to tell you as the law requires.

How long we keep it

For as long as you are part of your brokerage's office. When your brokerage removes you, your account can be restored for 30 days; after that your profile, signed documents and uploaded files are deleted. Daily backups are kept for up to 7 days, so deleted information leaves the backups within a week after that.

Your brokerage may keep its own copies of documents you signed, as its records require.

Your choices

You can see and correct most of your information yourself under Your profile, and leave optional fields empty. To get a copy of your information, or to have it corrected or deleted, ask your brokerage; we help them respond. Depending on where you live, you may have further rights under privacy law, and you can always contact us.

Cookies

The virtual office uses only cookies it needs: one to keep you signed in, a few that remember your choices (light or dark mode, text size, how you view events, the office in view), and two short-lived ones that carry information between steps of a form. None are used for advertising or tracking.

Children

The virtual office is for professionals and is not intended for anyone under 18.

Changes to this policy

We may update this policy as the virtual office changes. We will change the date at the top, and for significant changes we will let your brokerage know or show a notice in the virtual office.

Contact

Start with your brokerage. For questions about this policy or how we handle information, write to max@joincapped.com.