Privacy Policy

Information we handle

• Account data — name, email address and sign-in method (email and password, or Google sign-in).
• Sales data you enter — prospects, appointments, call outcomes, offers, objections and payment amounts.
• Call transcripts and notes — where you or a connected tool send them to your workspace.
• Technical data — basic logs needed to run the app and diagnose errors.

Why we use it

To provide the Service: authenticate you, store your records, calculate your metrics, rank follow-ups, and generate coaching summaries from transcripts you submit. We also use aggregate, non-identifying information to improve reliability and performance.

We do not sell your data, and we do not use it for third-party advertising.

Who can see your data

Your records are restricted to your account and, where your workspace is shared, to teammates in that workspace. Access rules are enforced at the database level, so signed-out visitors cannot read your data.

Service providers

We rely on a small number of processors to run the app — hosting and database, transactional email, authentication, and the model provider that powers transcript analysis. They process data only to deliver their part of the Service, under contract.

Tools you connect

If you connect Google Calendar we read the events on the calendars you pick, to match appointments. If you connect a notetaker such as Fathom, or send transcripts to your intake webhook from another tool, we store the transcript text you send. If you use the Aloware webhook, we store the call and message activity it reports. Transcript analysis, call reads and drafted messages are produced by our model provider from the content you submit. Deleting your data in Closer OS does not delete anything those tools hold independently — remove that in their own settings.

Retention

We keep your records for as long as your account is active, and only what the app needs to do its job. When you delete a record it is removed from the app. When you use the deletion controls described below, we remove the records from the live database straight away.

Encrypted backups of the database exist for disaster recovery and are overwritten on our hosting provider's own schedule, so a deleted record may persist in a backup for a short period after deletion. We do not restore deleted data from a backup to bring it back.

Export, deleting your data, and closing your account

These are three separate controls, all in the app under Settings → Privacy & data.

• Export my data — downloads a JSON copy of the records tied to you: prospects, appointments, calls, transcripts, coaching, follow-up touches, drafts, offer sheets, payments and goals. Teammates' records, and configuration owned by your account owner, are not included. Integration tokens are never exported.
• Delete my data, keep my login — permanently removes those records while your sign-in continues to work. Shared account setup such as products, objections and lead sources stays, because it belongs to the workspace rather than to you.
• Delete my account — does the deletion above, revokes the integration credentials we hold for you, releases your team memberships, removes your profile and closes your login so it can no longer sign in. It cannot be undone, and we offer the export first. If you are the only admin of an account other people still work in, we stop and ask you to hand it over rather than delete their work.

We keep a minimal record that a deletion was requested, by whom and when, for security and audit purposes. It does not contain the deleted content. We may also keep information we are required to keep for legal, tax or fraud-prevention reasons.

Billing is handled by a payment provider once paid plans are live. Records that provider keeps for tax and payment purposes are held under its own retention rules, and deleting your Closer OS data does not delete them. Cancelling a subscription and deleting your data are separate actions: neither one performs the other unless we say so explicitly.

Your choices

• Access, correct or delete records directly in the app.
• Export or delete your data, or close your account, from Settings → Privacy & data.
• Disconnect any connected tool at any time in Settings → Integrations.
• Choose not to send transcripts if you prefer to keep call content out of the app.

Recording and consent

If you send call transcripts or recordings, you are responsible for obtaining any consent the law requires from the other participants on that call.

Contact

Closer OS is operated by [Your Company Name]. For any privacy request — access, correction or deletion — email support@example.com and we will respond within 30 days.