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Capsule CRM

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Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: 2 of 4 dimensions proven

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Zestia Ltd · capsulecrm.com

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Read this page as one judge. Each weighs the same scores by what they care about.

The Data Protection Officer

Weighted verdict

Knows a CRM is a database of other people's personal data before it is a sales tool. Optimizes for GDPR posture: EU hosting, DPA, subprocessor hygiene, consent fields, retention and deletion that actually delete. Rejects US-default hosting and enrichment features that scrape contacts from the open web.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Data Protection Officer

Contact & data model

How this is scored

Depth and hygiene of the core records — contacts, companies, deals, custom fields, deduplication.

0 — A flat address book; no relations between people, companies and deals.

3 — The standard three objects exist but customization is cosmetic: few field types, no required fields, duplicates accumulate unchecked.

5 — Custom fields across objects, basic dedupe on create, activity history on the record; complex models still need workarounds.

8 — Rich field types with validation, merge and dedupe tooling, relationships beyond the standard model, permissioned field access.

10 — A genuinely modelable system: custom objects or equivalent, bulk hygiene tooling, field-level history — the data model bends to the business, not the reverse.

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The Data Protection Officer

Custom fields exist but are metered as a count (5 on free) and the record shows nothing on field validation, dedupe, merge, or permissions — the customization is cosmetic per the anchor at 3. Contacts, sales and supplier details are tracked, but hygiene tooling is unevidenced, and unevidenced is unscored. 1 2

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Pipeline & forecasting

How this is scored

Whether the pipeline enforces a process and produces reporting a finance department accepts.

0 — A kanban of deals with amounts; nothing is enforced, nothing rolls up.

3 — Multiple pipelines and stage probabilities exist, but no required fields per stage and only canned reports.

5 — Stage requirements, win/loss capture and standard forecast views; custom reporting is limited or an add-on.

8 — Enforceable process (required fields, stage gates, routing), custom report builder, forecast by team and period with quota tracking.

10 — Forecasting a CFO signs: weighted and commit-based views, historical snapshots, attainment tracking, and reporting composable enough to answer questions the vendor never anticipated.

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The Data Protection Officer

Multiple pipelines exist, capped numerically by tier (1 free up to 50), with sales-tracking claims — but no evidence of stage requirements, probabilities, forecasting or a report builder. That sits between the kanban-with-amounts floor and rubric level 3. 1 2

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Automation & workflows

How this is scored

Triggers, sequences and routing that remove manual work without a consultant.

0 — No automation beyond email templates.

3 — Simple if-this-then-that on records; no multi-step sequences, no branching.

5 — Multi-step workflows with delays and branching, email sequences, basic lead routing — capped by tier or count.

8 — Full workflow builder across objects with webhooks as steps, round-robin routing, sequence analytics.

10 — Automation as infrastructure: versioned workflows, error handling, per-step logs, and limits generous enough that the feature is not its own upsell.

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The Data Protection Officer

The pricing page itemizes limits in detail — contacts, pipelines, boards, custom fields — and no workflow, sequence or trigger count appears anywhere; the only automation-adjacent claim is a vague AI feature note. By the anchors, no automation beyond email templates means 0. 1 2

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Integrations & API

How this is scored

Two-way email/calendar sync, native connections, and an API that treats external systems as first-class.

0 — No API, no sync; data enters by CSV and leaves never.

3 — One-way email logging (BCC), a handful of Zapier triggers, a read-mostly API.

5 — Two-way email and calendar sync for the major providers, a documented REST API with sane limits, a modest native directory.

8 — Deep native integrations for the revenue stack, webhooks, OAuth apps, API parity with the UI for core objects.

10 — An ecosystem: public API covering everything the UI does, event streams, a marketplace, and sync so reliable the CRM can be the system of record without being the only system.

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The Data Protection Officer

100+ integrations and MCP early access give a real native directory, but there is no documented API, no webhooks, no OAuth apps and no two-way email/calendar sync in the record. A directory without an evidenced API is rubric level 3 territory; I stretch to 4 for the breadth. 2

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European sovereignty

How this is scored

Where other people's personal data actually lives and under whose law — entity, hosting, subprocessors, DPA.

0 — US entity, US-default hosting, no public DPA or subprocessor list.

3 — A DPA exists and an EU region is available on request or on top tiers; subprocessor exposure to US CLOUD Act reach is broad and undocumented.

5 — EU hosting selectable at signup, published DPA and subprocessor list; core processing still touches US entities.

8 — EU entity or EU-default hosting with published subprocessors, consent-friendly fields, retention and deletion controls; residual US exposure named and narrow.

10 — European entity, EU-only processing including subprocessors, deletion that provably deletes — sovereignty a DPO can sign off without a caveat file.

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The Data Protection Officer

Zestia Ltd is registered in England, which avoids US-default hosting at the entity level — the only point in its favour. The evidence records no DPA, no subprocessor list, no hosting region, no consent fields and no retention or deletion controls; an English entity is not an EU entity, and I cannot process other people's personal data on undocumented subprocessors. 1

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Import, export & exit

How this is scored

Getting in with history intact, and out with everything — the anti-lock-in criterion.

0 — Import is a support ticket; export is contacts-only CSV missing notes, activities and files.

3 — Self-serve CSV import with mapping; export covers main objects but drops activity history, attachments or relations.

5 — Guided migration from major competitors, full-object CSV export, API access sufficient to rebuild the database elsewhere with effort.

8 — Complete export (all objects, history, files) self-serve in open formats, import with dedupe and dry-run, no API metering that prices exit out of reach.

10 — Exit as a feature: documented full-fidelity export, migration tooling both directions, and contractual data-return terms — leaving is a weekend, which is exactly why you can stay.

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The Data Protection Officer

Self-serve import from another CRM or a spreadsheet is claimed, but export appears nowhere in the record — no format, no object coverage, no history or attachments, no exit terms. Import above a support ticket lifts it off 0, but an exit path with zero evidence keeps it below rubric level 3. 2

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Pricing transparency

How this is scored

Whether a buyer can compute the real invoice — per seat, per month, at renewal — from public pages alone.

0 — No public prices at all; every tier is a sales conversation.

3 — An entry price exists, but the tiers most buyers need are unpriced, or per-seat maths is obscured by bundles, minimums or mandatory onboarding fees.

5 — Most tiers carry real numbers with billing period and VAT treatment stated, but at least one commonly needed capability hides in an unpriced tier or usage-metered add-on.

8 — Every tier priced publicly including annual/monthly split; limits, seat minimums and overage rules stated; only genuine enterprise contracts are custom.

10 — Complete price computability: every tier, add-on, usage meter and renewal rule public, with a calculator or table that makes the invoice at 3 and 30 seats a two-minute exercise.

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The Data Protection Officer

Limits are genuinely public — contacts, pipelines, boards, custom fields per tier, annual/monthly split with 26% discount, a free plan, a 14-day no-card trial, and a priced marketing add-on from £7/month. But per-seat prices and VAT treatment are absent from the record, and 'Contact Sales' hints at unpriced conversations, so the real invoice is not computable from evidence alone. 1

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European sovereignty — proven facts

2 of 4 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Ownership Not determined — uncited Report an error
Data residency Not determined ⚠ unverified — uncited Report an error
Subprocessors US CLOUD Act reach ⚠ unverified 0/2 pts 5 Report an error

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (15)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor pricing page capsulecrm.com Checked 16 Sep 2026 Details →
  2. 2 Vendor homepage capsulecrm.com Checked 16 Sep 2026 +1 earlier capture: 15 Sep 2026 Details →
  3. 3 Terms of service capsulecrm.com Checked 21 Sep 2026 Details →
  4. 4 Privacy policy capsulecrm.com Checked 30 Sep 2026 Details →
  5. 5 Security / trust page capsulecrm.com Checked 30 Sep 2026 Details →
  6. 6 Contact & data model — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  7. 7 Contact & data model — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  8. 8 Pipeline & forecasting — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  9. 9 Pipeline & forecasting — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  10. 10 Automation & workflows — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  11. 11 Automation & workflows — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  12. 12 Integrations & API — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  13. 13 Integrations & API — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  14. 14 Import, export & exit — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →
  15. 15 Import, export & exit — found from sitemap capsulecrm.com Checked 1 Oct 2026 Details →