| Category | Specific Data Elements | Purpose |
|---|---|---|
| Account Information | Full name, email address, password (hashed), phone number (if provided), company/organization name, job title/role | Account creation, authentication, communication |
| Billing Information | Payment method details (processed and stored by Stripe, Inc.; CloseCall does not store full payment card numbers), billing address, transaction history | Subscription management, payment processing |
| Profile Information | Trade/industry, role type, experience level, company size, onboarding preferences | Personalization, scenario selection, training customization |
| Voice Data | Real-time voice input during AI practice sessions, voice characteristics as processed by AI models | Providing the AI voice conversation service, generating performance scores |
| User-Generated Content | Feedback submissions, "not realistic" flags, win journal entries, self-reported close rates, support inquiries | Service improvement, feature development, customer support |
| Category | Specific Data Elements | Purpose |
|---|---|---|
| Session Data | Session start/end times, session duration, scenarios selected, completion status, retry counts, abandonment rates | Performance tracking, analytics, service improvement |
| Performance Data | AI-generated scores, scorecard results, leaderboard positions, streak data, progress metrics, objection handling statistics | Delivering the scoring, leaderboard, and progress features |
| Device and Usage Data | IP address, browser type and version, operating system, device type, screen resolution, referring URL, pages visited, click patterns, feature engagement | Service optimization, troubleshooting, analytics |
| Log Data | Server logs, error logs, access timestamps, API call records | Security, debugging, service reliability |
We may receive information about you from third-party sources, including our payment processor (Stripe) regarding transaction status, and from team managers who invite you to a Team Plan. We may also receive technical data from our hosting and infrastructure providers.
We collect information through the following methods: (a) directly from you when you create an account, complete your profile, make a purchase, use the voice practice features, submit feedback, or contact support; (b) automatically through cookies, web beacons, pixels, and similar tracking technologies when you interact with the Service; (c) from your device, including device identifiers, browser configurations, and network information; and (d) from third-party service providers who assist us in operating the Service.
We use your information for the following purposes:
4.1 Real-Time Processing. When you initiate a practice session, your voice input is transmitted in real-time to our AI service providers for the purpose of generating conversational responses from AI personas. This processing occurs in real-time and is necessary to deliver the voice conversation feature.
4.2 AI Service Providers. Your voice data is processed by third-party AI providers, which may include OpenAI, Inc., Vapi.ai, Retell AI, or other providers as we may engage from time to time. These providers process your voice data pursuant to their own terms of service and privacy policies. We encourage you to review the privacy practices of these providers.
4.3 Voice Data Retention. CloseCall does not permanently store raw voice recordings from practice sessions unless explicitly disclosed to you at the time of recording. Real-time voice data is processed transiently to facilitate the conversation and generate performance scores. Session metadata (scores, duration, completion status) is retained as described in Section 8 (Data Retention).
4.4 AI Scoring. After each session, a transcript or summary of the conversation may be processed by an AI scoring service (currently Anthropic's Claude) to generate performance scores. The scoring process evaluates conversational effectiveness, objection handling, and other sales-relevant metrics. The scoring data may include a text representation of the session but does not include raw audio.
4.5 No Biometric Data Collection. CloseCall does not use voice data for biometric identification or authentication purposes. We do not create voiceprints, voice models, or any biometric identifiers from your voice data. Voice data is processed solely for the purpose of facilitating AI conversations and generating performance feedback.
4.6 Consent. By using the voice features of the Service, you affirmatively consent to the collection, transmission, and processing of your voice data as described in this Section 4. If you do not consent, you must not use the voice features of the Service.
We do not sell your personal information. We may share your information in the following circumstances:
| Provider | Service | Data Processed |
|---|---|---|
| Supabase, Inc. | Database hosting, authentication, backend infrastructure | Account data, session data, performance data, all stored data |
| Stripe, Inc. | Payment processing | Billing information, payment method details, transaction records |
| OpenAI, Inc. | AI voice conversation engine (Realtime API) | Voice data (real-time), conversation context |
| Anthropic, PBC | AI session scoring | Session transcripts/summaries (text only, no audio) |
| Vercel, Inc. | Frontend hosting and deployment | Device data, usage data, access logs |
| Resend, Inc. | Transactional email delivery | Email address, name, email content |
This list may be updated from time to time. Material changes to our sub-processor list will be communicated via updates to this Privacy Policy. Each sub-processor is bound by contractual obligations to protect your data and use it only for the specified purposes.
7.1 Manager Access. If you use the Service as part of a Team Plan, the Manager of your team may have access to the following information about your use of the Service:
7.2 What Managers Cannot Access. Managers do not have access to: (a) your raw voice recordings or audio data; (b) your password or authentication credentials; (c) your personal billing information (Team Members on Team Plans do not provide individual billing information); or (d) your personal account settings and preferences.
7.3 Manager Obligations. Managers are required under our Terms of Service to inform Team Members of the data access described in this Section 7 before inviting them to the Service. CloseCall is not responsible for a Manager's failure to provide such notice.
8.1 General Retention. We retain your personal information for as long as your account is active or as needed to provide you the Service, comply with our legal obligations, resolve disputes, and enforce our agreements.
| Data Type | Retention Period |
|---|---|
| Account information | Duration of account plus 90 days after deletion request |
| Billing and transaction records | 7 years (legal/tax compliance) |
| Voice data (real-time processing) | Not retained beyond real-time session processing unless otherwise disclosed |
| Session metadata and scores | Duration of account plus 90 days after deletion request |
| Aggregated/anonymized data | Indefinitely (cannot be linked to you) |
| Server and access logs | 12 months |
| Support communications | 3 years from date of last communication |
8.2 Account Deletion. Upon your request to delete your account, we will delete or anonymize your personal information within ninety (90) days, except for information we are required to retain for legal, tax, or compliance purposes, and except for Aggregated Data, which cannot be linked to you.
9.1 Security Measures. We implement commercially reasonable administrative, technical, and physical safeguards designed to protect your personal information, including: encrypted data transmission (TLS/SSL), encrypted data at rest, secure authentication mechanisms, access controls limiting employee access to personal information on a need-to-know basis, regular security assessments, and incident response procedures.
9.2 No Guarantee. Despite our efforts, no security measure is impenetrable. We cannot guarantee the absolute security of your information transmitted to or stored by the Service. You acknowledge that you provide your information at your own risk.
9.3 Breach Notification. In the event of a data breach affecting your personal information, we will notify you in accordance with applicable law, which may include notification via email or through the Service.
Depending on your jurisdiction, you may have the following rights regarding your personal information:
To exercise any of these rights, please contact us at privacy@closecallpro.ai. We will respond to your request within the timeframes required by applicable law (typically 30–45 days). We may require verification of your identity before fulfilling your request.
11.1 Applicability. This section applies to California residents and supplements the information in this Privacy Policy. Terms used in this section have the meanings given to them in the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 ("CCPA").
11.2 Categories of Personal Information. In the preceding twelve (12) months, we have collected the following categories of personal information: identifiers (name, email, IP address); commercial information (subscription and transaction records); Internet or electronic network activity (usage data, log data); audio information (voice data during practice sessions); professional or employment-related information (job title, role, trade); and inferences drawn from the above (performance scores, usage patterns).
11.3 We Do Not Sell or Share Personal Information. CloseCall does not "sell" or "share" (as those terms are defined under the CCPA) your personal information, and has not done so in the preceding twelve (12) months.
11.4 Your California Rights. As a California resident, you have the right to: (a) know what personal information we collect, use, disclose, and sell; (b) request deletion of your personal information; (c) opt out of the sale or sharing of personal information (not applicable, as we do not sell or share); (d) non-discrimination for exercising your rights; and (e) correct inaccurate personal information.
11.5 Exercising Your Rights. To exercise your California privacy rights, contact us at privacy@closecallpro.ai. We will verify your identity using the information associated with your account. You may designate an authorized agent to make a request on your behalf. We will respond within 45 days, which may be extended by an additional 45 days where reasonably necessary.
11.6 Sensitive Personal Information. CloseCall does not collect or process sensitive personal information as defined by the CCPA for purposes other than providing the Service. We do not use sensitive personal information for the purpose of inferring characteristics about you.
12.1 Types of Cookies. We use the following types of cookies and similar technologies:
12.2 Your Choices. Most web browsers allow you to manage cookies through their settings. You may disable or delete cookies; however, doing so may impair the functionality of the Service. Where required by applicable law, we will obtain your consent before placing non-essential cookies.
12.3 Do Not Track. The Service does not currently respond to "Do Not Track" browser signals. If a standard for online tracking is adopted that we are required to follow in the future, we will update this Privacy Policy accordingly.
The Service is not directed to individuals under the age of eighteen (18). We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided personal information to us, please contact us at support@closecallpro.ai, and we will take steps to delete such information promptly.
CloseCall is based in the United States. If you access the Service from outside the United States, you understand and consent to the transfer of your personal information to the United States, where data protection laws may differ from those in your country. We take appropriate safeguards to ensure that your personal information is treated securely and in accordance with this Privacy Policy regardless of where it is processed.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by: (a) posting the updated Privacy Policy on our website with a revised "Last Updated" date; and (b) sending an email notification to the address associated with your account at least thirty (30) days before the changes take effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Contractor Cortex LLC d/b/a CloseCall
Privacy Inquiries: privacy@closecallpro.ai
General Support: support@closecallpro.ai
Legal: legal@closecallpro.ai
Website: closecallpro.ai
