Privacy Policy

Last updated: April 5, 2026

CloseCoach AI ("CloseCoach," "we," "us," or "our") operates the CloseCoach AI platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide

  • Account Information: Name, email address, password, and profile details when you create an account.
  • Payment Information: Billing address and payment method details processed securely through Stripe. We do not store your full credit card number.
  • Call Recordings: Audio files you upload for analysis. These are processed for transcription and scoring.
  • User Content: Drill responses, coaching conversations, scripts, notes, and other content you create within the Service.
  • Support Communications: Information you provide when contacting support, including ticket content and attachments.

1.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, session duration, drill scores, and performance metrics.
  • Device Information: Browser type, operating system, device type, and screen resolution.
  • Log Data: IP address, access times, referring URLs, and error logs.
  • Cookies: Session cookies for authentication and preferences. We do not use third-party advertising cookies.

1.3 Information from Third Parties

  • OAuth Providers: If you sign in via Google, we receive your name, email, and profile picture from Google.
  • Integrated Services: If you connect a CRM, dialer, or meeting tool, we receive call recordings, contact data, and deal information as authorized by you.

2. How We Use Your Information

  • Provide the Service: Transcribe and analyze call recordings, generate AI coaching, run simulations, and track your performance.
  • AI Processing: Your call recordings are transcribed using Deepgram and analyzed using Anthropic's Claude AI. These services process your data to provide analysis, coaching, and scoring.
  • Personalization: Adapt coaching recommendations, drill difficulty, and content to your performance patterns.
  • Billing: Process payments, manage subscriptions, and handle invoicing through Stripe.
  • Communication: Send transactional emails (welcome, password reset, weekly digests, streak warnings, badge notifications).
  • Improvement: Analyze aggregate usage patterns to improve features, fix bugs, and optimize performance.
  • Support: Respond to your support tickets and troubleshoot issues.
  • Compliance: Meet legal obligations, enforce our Terms of Service, and protect against fraud.

3. How We Share Your Information

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

  • Service Providers: We use third-party services to operate the platform:
    • Supabase: Database hosting and authentication (data stored in US/EU regions).
    • Anthropic (Claude): AI analysis and coaching. Call transcripts and user content are sent for processing.
    • Deepgram: Speech-to-text transcription of call recordings.
    • Stripe: Payment processing. Stripe handles all payment data per PCI DSS standards.
    • Resend: Transactional email delivery.
    • Vercel: Application hosting.
  • Team/Organization: If you are part of an organization, your manager may see your performance metrics, call scores, and coaching data.
  • Legal Requirements: We may disclose information if required by law, subpoena, or government request.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred.

4. Data Retention

  • Account Data: Retained while your account is active and for 30 days after deletion.
  • Call Recordings: Stored until you delete them or close your account. Recordings are deleted within 30 days of account closure.
  • AI Coaching Data: Coach memory, drill history, and performance data retained while your account is active.
  • Billing Data: Retained for 7 years for tax and legal compliance.
  • Support Tickets: Retained for 2 years after resolution.

5. Data Security

We implement industry-standard security measures including:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256).
  • Row-level security (RLS) in our database ensuring users can only access their own data.
  • API keys and secrets encrypted at rest in the database.
  • Regular security audits and dependency updates.
  • No storage of full credit card numbers — all payment processing handled by Stripe (PCI DSS Level 1 certified).

6. Your Rights

Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate data.
  • Deletion: Request deletion of your account and associated data.
  • Portability: Request your data in a machine-readable format.
  • Objection: Object to processing of your data for certain purposes.
  • Restriction: Request restriction of processing in certain circumstances.

To exercise these rights, contact us at privacy@closecoach.ai. We will respond within 30 days.

7. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA:

  • Right to know what personal information is collected and how it is used.
  • Right to delete personal information.
  • Right to opt out of the sale of personal information. We do not sell personal information.
  • Right to non-discrimination for exercising your privacy rights.

8. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), our legal bases for processing are:

  • Contract: Processing necessary to provide the Service you signed up for.
  • Consent: Where you have given consent (e.g., marketing emails).
  • Legitimate Interest: Processing for product improvement and fraud prevention.
  • Legal Obligation: Processing required by law.

You may lodge a complaint with your local data protection authority.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

10. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place for cross-border data transfers in compliance with applicable data protection laws.

11. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service. Your continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

  • Email: privacy@closecoach.ai
  • Support: Submit a ticket through the Settings page in the app.