Loading…
Last updated: September 6, 2026
CloseIntel, LLC ("we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered sales coaching platform.
When you create an account, we collect your full name, email address, and company name. If you subscribe to a paid plan, payment information is processed securely through Stripe and is never stored on our servers.
We collect and store call transcripts, audio recordings, and related metadata that you upload or that arrive through a connected integration. CloseIntel never initiates or places a call. Audio, video, and metadata arrive on the Platform only through uploads by you or your authorized personnel, through an integration that you have authorized with a third-party meeting, dialer, or call-recording service of your choice, or — only where your organization has enabled CloseIntel Field or the Recorder Line — through a recording your user expressly starts on their own device or by merging your workspace's Recorder Line into a call they are on. Where content arrives through an integration, we process the data on your behalf as a processor of that originating service. The customer who uploads, authorizes the integration, or enables Field or the Recorder Line is the data controller for that content; we are the data processor. Call data may include sales conversation content, speaker information, and call outcomes.
We automatically collect information about how you interact with the platform, including pages visited, features used, analysis counts, and session information.
We rely on a deliberately chosen set of sub-processors across infrastructure, AI providers, call ingestion, communications, billing, and observability. The categories below describe the role each group of vendors performs; for the complete current inventory with vendor names, data category, and processing region, see our Sub-processors page, which is the authoritative source and may be updated at any time per the Data Processing Agreement terms.
Core platform. A managed Postgres database (with authentication and file storage) and a global edge hosting provider together run the application.
AI providers. Our commercial AI providers perform call transcription, language-model inference, embedding generation for retrieval, voice synthesis, and avatar video rendering in the Practice Simulator. Each provider contractually excludes API data from model training under its commercial terms. The current vendor list is published on the Sub-processors page.
Call ingestion. Where you connect a meeting platform, we receive recordings and metadata directly from your chosen meeting, dialer, or call-recording service via the authentication mode each platform supports. Each integration is initiated by you and can be revoked at any time. CloseIntel never initiates or places a call.
In-person capture (CloseIntel Field). If your organization enables CloseIntel Field, your personnel can record in-person sales conversations using recording functionality we provide inside the product, on their own devices. Recording never starts on its own: it begins only when your user expressly starts it, and it stops when they stop it. Alongside the audio we store what your user enters about the visit — which may include a street address, a customer name, an outcome, a job value, and free-text notes — together with a record of the consent disclosure they were shown and whether they affirmed it. Personal information in this content is redacted by our automated redaction pass before it is stored for analysis, on the same basis as any other recording. Your employer is the controller of this data and decides whether CloseIntel Field is switched on at all; if you are a user rather than an administrator and want to know whether it is enabled for you, ask your organization.
Phone-call capture (Recorder Line). If your organization enables the Recorder Line, your workspace is assigned a telephone number provided by Twilio (a listed sub-processor). The number captures audio only when your user dials it into a call they are on, from the moment they dial it and only for as long as they keep it merged, and, where all-party consent applies, only after they press a key affirming that everyone has agreed. We store the caller ID your user registered, the call's timing and duration, and the audio, which is transcribed and then handled like any other recording on the Platform; the copy held by the telephony provider is deleted once we have it, and a copy we could not retrieve is kept by the provider for up to seven days for recovery and then deleted. We do not capture calls from unregistered numbers and retain no audio from them. The controller/processor split described above is unchanged.
Data obtained via Zoom APIs. When you connect Zoom, we receive cloud-recording transcripts (or recording audio, which our transcription sub-processor converts to text), meeting metadata (title, time, duration), and participant identifiers used solely to attribute each call to the right member of your workspace. If you uninstall the CloseIntel app from Zoom without consenting to retention, we delete the raw content obtained via Zoom APIs — transcripts, recording links, and cached derivatives — within 10 days of deauthorization. Coaching analyses that CloseIntel generated from those calls are our own derived work product and are retained under this policy's standard retention terms unless you ask us to delete them.
Communications. A transactional email provider delivers account verification, notifications, and invite emails. An e-signature provider hosts onboarding agreement flows for admin users.
Billing and infrastructure. Stripe processes subscriptions and payments (we never store card details). Additional service providers handle rate-limit counters, configuration cache, bot protection on authentication pages, and error / performance diagnostics; we take reasonable measures to minimize personal information in error contexts. The complete vendor inventory, with role, data category, and processing region for each provider, is published on the Sub-processors page.
A Data Processing Agreement ("DPA") is available to any paid customer and covers our obligations as a processor of personal data on the customer's behalf, including under the EU General Data Protection Regulation, the UK GDPR, the Swiss Federal Act on Data Protection, the California Consumer Privacy Act, and the comparable Colorado, Connecticut, Virginia, and Utah state privacy laws.
To request the current version, email security@closeintel.ai or use the contact form. The full terms and request flow are summarized at /dpa.
We retain your account information and call data for as long as your account is active or as needed to provide services. You may request deletion of your data at any time by contacting us. Upon account deletion, we will remove your personal information and call data within 30 days, except where we are required to retain it for legal or regulatory purposes.
We implement industry-standard security measures to protect your data, including encryption in transit (TLS/SSL), encryption at rest, secure authentication protocols, and access controls. While we strive to protect your information, no method of transmission over the Internet is 100% secure.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
We use essential cookies for authentication and session management plus a small preference cookie that stores your choice from our consent banner. We do not currently run analytics or marketing cookies. Any future analytics or marketing cookies will be gated by the choices you make in the cookie banner. For details on each cookie we set, the categories you can control, and how to change your decision, see our Cookie Policy.
Some users reach CloseIntel through a coach's or reseller's branded subdomain (for example, coachalex.closeintel.ai) or a custom domain. These cobranded surfaces are presentation-layer only — CloseIntel, LLC remains the data controller for visitor information collected on these pages (account, billing, and usage data) and remains the data processor for any call recordings, transcripts, and analysis the customer subsequently uploads, just as on the apex closeintel.ai site. The legal terms, sub-processors, security posture, and your data rights described in this Policy apply identically to every cobranded surface. Any “sample scorecard” shown on a public coach landing page is an illustrative example authored by the coach — it is not, and never displays, a real member's call or analysis.
Our platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the platform after changes constitutes acceptance of the updated policy.
For questions about this Privacy Policy or to exercise your data rights, email support@closeintel.ai. For data processing agreements, sub-processor questions, and other procurement or security topics, email security@closeintel.ai.