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Last updated: May 28, 2026
Austin Matthews LLC, operating as CloseIntel.ai ("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 does not initiate or capture any call. Audio, video, and metadata arrive on the Platform only through uploads by you or your authorized personnel, or through an integration that you have authorized with a third-party meeting, dialer, or call-recording service of your choice; in those cases we process the data on your behalf as a processor of that originating service. The customer who uploads or authorizes the integration 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 does not initiate or capture any call.
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 — Austin Matthews LLC (operating as CloseIntel.ai) 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.aisite. 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.