Privacy Policy

We collect information you provide directly to us when you create an account, use our services, or communicate with us. This includes:

• Account information such as your name, email address, and password.
• Profile and business details, including company name and role.
• Client records you create within CloseLoop, such as contact details, notes, and uploaded documents.
• Meeting information, including schedules, summaries, and associated recordings or transcripts.
• Communication data when you connect email or calendar integrations such as Google or Microsoft Outlook.

We use the information we collect to:

• Provide, maintain, and improve the CloseLoop platform and its features.
• Authenticate your identity and secure access to your account.
• Process and store client, meeting, and task data on your behalf.
• Generate AI-assisted summaries, drafts, and insights from your recorded meetings and notes.
• Send you service-related communications, updates, and security alerts.
• Monitor for fraud, abuse, and compliance with our terms.

We do not sell your personal information. We may share data only in the following circumstances:

• With third-party service providers who help us operate the platform (hosting, analytics, email delivery), under confidentiality obligations.
• When you invite collaborators, they may access data you have shared with them within the platform.
• To comply with legal obligations, respond to lawful requests, or protect our rights and safety.
• In connection with a merger, acquisition, or sale of all or part of our business, subject to confidentiality safeguards.

We use industry-standard technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security reviews. No method of transmission or storage is completely secure, but we work to safeguard your information and limit access to authorised personnel only.

CloseLoop uses cookies and similar technologies to operate the service, preserve your session, remember preferences, and understand how the platform is used. You can control cookies through your browser settings, though disabling them may affect functionality.

We retain your information for as long as your account is active or as needed to provide the services. When you close your account or delete data within the platform, we remove it from active systems in accordance with our retention schedule, subject to legal or regulatory record-keeping requirements.

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data, subject to legal exceptions.
• Withdraw consent for processing where consent is the legal basis.
• Export a copy of your data in a portable, machine-readable format.

To exercise any of these rights, contact us using the details below.

Your information may be processed and stored in countries other than your own. Where data is transferred across borders, we rely on appropriate safeguards such as standard contractual clauses or other lawful transfer mechanisms to ensure your information remains protected.

CloseLoop is a business-to-business service and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected such data, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy within the platform or by sending a notification. The "Last updated" date below indicates when the policy was last revised.

If you have questions about this Privacy Policy or how we handle your data, please contact the CloseLoop team through the support channels available within the platform. We are committed to addressing your concerns promptly and transparently.