Privacy Policy

1. Information We Collect

We collect information that you provide directly to us and information automatically collected when you use our service.

Information you provide:

• Account information: name, email address, phone number
• Business information: firm name, license number, brokerage address
• Transaction data: property address, contract terms, deadlines, parties (buyer/seller/lender/title contacts), document uploads
• Contact data: names, email addresses, phone numbers for transaction parties
• Payment information: processed through Stripe (we do not store card details)
• Communication data: emails and SMS messages sent through our platform

Information collected automatically:

• Device information: browser type, operating system, device identifiers
• Usage data: pages visited, features used, time spent, click patterns
• Log data: IP address, access times, referring URLs
• Cookies and similar technologies: session cookies, analytics cookies

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our deadline tracking and transaction management services
• Send deadline reminders, closing notifications, and transaction updates via email and SMS
• Process payments through Stripe
• Analyze contract terms to extract deadlines and compliance requirements using AI
• Communicate with you about your account, service updates, and support
• Detect and prevent fraud, abuse, or security issues
• Comply with legal obligations

3. Data Sharing and Disclosure

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

• Service providers: We use third-party services that process data on our behalf — including Stripe (payment processing), Twilio (SMS delivery), SendGrid (email delivery), Google (Gmail OAuth for email sending), Microsoft (Outlook OAuth for email sending), Logto (authentication), OpenAI (contract AI extraction), and our cloud hosting provider (Railway). These providers are contractually obligated to protect your data.
• Email integrations: When you connect your Gmail or Outlook account, CloseSense sends emails on your behalf through that provider's API. We store encrypted OAuth tokens (not your password) to maintain this connection. You can disconnect at any time.
• Legal requirements: We may disclose information if required by law, subpoena, or other legal process.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred.

4. Data Retention

We retain your account data for as long as your account is active. Transaction and deadline data is retained for the lifetime of your account to improve AI extraction accuracy. If you delete your account, we will delete your personal data within 30 days, except where retention is required by law.

5. Data Security

We implement industry-standard security measures to protect your data:

• All data is encrypted in transit (TLS/SSL) and at rest
• Authentication is handled via secure OAuth2 sessions (Logto OIDC)
• OAuth tokens for Gmail/Outlook are encrypted with AES (Fernet) and stored in an isolated database
• Each agent's data is logically isolated (tenant isolation) — no agent can access another agent's transactions
• Payment card data is never stored — processed entirely through Stripe's PCI-compliant systems
• Session cookies are secured with httponly, samesite, and secure flags
• Rate limiting prevents brute force attacks (200 requests per minute per IP)
• Cross-tenant access attempts are logged for security auditing
• Wire fraud detection masks bank account and routing numbers in the UI and logs
• Access controls limit data visibility to authorized personnel only

6. SMS Communications

6.1 Overview

CloseSense provides SMS messaging features that allow agents to send text messages to transaction parties (buyers, sellers, lenders, title companies) for deadline reminders, closing notifications, and transaction updates. All SMS messages are sent through Twilio, Inc., our messaging provider. By using our SMS features, you agree to this section and the corresponding terms in our Terms of Service.

6.2 Consent Requirements

You are solely responsible for obtaining proper consent from your transaction parties before sending them SMS communications through CloseSense. This includes:

• Express written consent before sending any promotional or marketing messages, as required by the Telephone Consumer Protection Act (TCPA)
• Prior express consent for transactional messages (deadline reminders, closing notifications) — this consent may be obtained when the party provides their phone number for the transaction
• Ensuring that consent is documented and can be verified if requested
• Obtaining consent that is specific to the types of messages the party will receive

6.3 Types of Messages

CloseSense may send the following types of SMS messages on your behalf:

• Deadline reminders — Sent before upcoming deadlines (inspection period, deposit due, financing approval, closing date)
• Closing notifications — Sent when closing milestones are reached or approaching
• Document requests — Sent to request documents from transaction parties
• Service messages — Account-related messages such as confirmation or cancellation notices

6.4 Opt-Out Instructions

Recipients may opt out of receiving SMS messages from CloseSense at any time by:

• Replying STOP to any SMS message from CloseSense — this will immediately stop all further messages
• Replying HELP to any SMS message from CloseSense — this will display available commands including opt-out instructions
• Contacting the agent directly — the agent can remove a phone number from their transaction contacts
• Contacting CloseSense support at [email protected] — we will process opt-out requests within 24 hours

All outgoing SMS messages from CloseSense include the opt-out instruction "Reply STOP to opt out" as required by the TCPA and carrier guidelines.

After opting out, the recipient will receive one final confirmation message stating that no further messages will be sent. Opt-out status is applied immediately and is permanent until the recipient re-subscribes by texting START to the same number or consenting again through the agent.

6.5 Message Frequency

Typical message frequency depends on the transaction's progress:

• Deadline reminder: 1 message per deadline
• Closing notification: 1 message per closing milestone
• Document request: 1 message per document request

Recipients will not receive more than 6 messages per week under normal circumstances. Message frequency may vary during peak transaction periods or if multiple deadlines are approaching simultaneously.

6.6 SMS Data

SMS messages sent through CloseSense are logged for service quality, dispute resolution, and TCPA compliance purposes. These logs include the recipient phone number, message content, timestamp, and delivery status. We retain SMS logs for the duration of your active account plus 12 months. You may request deletion of SMS logs by contacting us, subject to legal retention requirements.

6.7 Carrier Compliance

CloseSense operates in compliance with mobile carrier requirements, including the A2P 10DLC (Application-to-Person 10-Digit Long Code) registration framework. Messages are sent from a registered phone number (+1 area code) with appropriate campaign registration. Carrier-mandated processing and delivery fees may apply. Message delivery is not guaranteed and may be affected by carrier filtering, recipient phone status, or other factors beyond our control.

7. Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Data portability — receive your data in a structured, machine-readable format

To exercise any of these rights, contact us at the information below.

8. Cookies

We use essential cookies to maintain your authenticated session and analytics cookies to understand how our service is used. You can manage cookie preferences through your browser settings. Disabling essential cookies may affect functionality.

9. Third-Party Links

Our service may contain links to third-party websites or integrations. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

10. Children's Privacy

Our service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us and we will delete it promptly.

11. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including standard contractual clauses approved by relevant authorities.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our service after any changes constitutes acceptance of the updated policy.