Capital Rail Systems Privacy Policy
Effective Date: August 14, 2026
Version: 1.1
1. Introduction
Capital Rail Systems LLC ("Capital Rail Systems," "CRS," "we," "our," or "us")
respects the privacy of customers and users of the Capital Rail Systems platform.
This Privacy Policy explains the types of information we collect, how we use it,
how we protect it, and the circumstances in which it may be disclosed.
2. Information We Collect
Depending on how the Services are used, we may collect or process:
- Name and contact information.
- Email address and telephone number.
- Employer or organization information.
- User role, permissions, and account information.
- Login history and authentication-related information.
- IP address, browser, device, and technical information.
- Railroad asset information.
- Inspection and defect records.
- Photographs and attachments.
- Notes, comments, and reports.
- Location information submitted through or generated by application features.
- Support communications.
- Subscription and billing-related information where applicable.
3. How We Use Information
We may use information to:
- Provide and operate the Services.
- Authenticate users and maintain accounts.
- Store and retrieve inspection and asset information.
- Generate reports and customer records.
- Provide support.
- Improve system reliability, usability, and security.
- Investigate suspected misuse or security incidents.
- Administer subscriptions and customer relationships.
- Comply with applicable legal obligations.
4. Customer Data
Customer inspection records, photographs, notes, asset information, attachments,
and other customer-submitted information remain subject to the applicable customer
agreement and Capital Rail Systems Terms of Service.
Capital Rail Systems does not claim ownership of customer-submitted operational
data merely because it is processed or stored through the Services.
5. Service Providers
Capital Rail Systems may use third-party service providers to support hosting,
cloud storage, communications, security, payment processing, analytics, or other
technical and business operations.
Such providers may process information only as necessary to provide their
services to Capital Rail Systems, subject to applicable contractual and legal
requirements.
6. Sale of Personal Information
Capital Rail Systems does not sell customer inspection data or user personal
information for monetary consideration.
7. Legal Disclosures
Information may be disclosed where reasonably necessary to comply with law,
respond to lawful process, protect rights or safety, investigate fraud or misuse,
or enforce contractual rights.
8. Information Security
Capital Rail Systems uses commercially reasonable administrative, technical,
and organizational safeguards designed to protect information from unauthorized
access, alteration, disclosure, or destruction.
No computer system, network, or method of electronic storage can be guaranteed
to be completely secure.
9. Data Retention
Information may be retained for as long as reasonably necessary to provide the
Services, maintain customer records, satisfy contractual obligations, support
security and backup requirements, resolve disputes, and comply with applicable law.
10. Cookies and Session Information
The Services may use cookies or similar technologies that are necessary for
authentication, session management, security, user preferences, or application
functionality.
11. User Choices
Users may contact their organization administrator or Capital Rail Systems,
as appropriate, regarding account information, correction requests, or other
privacy-related questions.
12. Children's Privacy
The Services are intended for business and professional use and are not directed
to children under the age of 13.
13. Changes to This Policy
Capital Rail Systems may update this Privacy Policy from time to time. Material
changes may be presented to users for renewed acknowledgement or acceptance.
14. Contact
Privacy questions may be submitted through the official Capital Rail Systems
contact or support channels.