Privacy Policy | Close Calls

1. Collection of Information

The information we collect depends on how you interact with us.

1.1 Information you provide to us

Account & profile: name, work email, company, role, profile picture, and any other details you choose to provide;
Authentication: credentials and identifiers provided through our identity provider;
Transactions: order, subscription, and limited (non-PCI) payment details handled through our payment provider;
Communications: support requests, feedback, survey responses, newsletter subscriptions;
Sales / business relationships: when you request a demo, place an order, or interact with us as a supplier or prospect: your name, title, company, contact details, order details, and where applicable, credit information;
Recruitment: if you apply for a role with us, information from your application.

If another user invites you to a workspace by providing your email, we may send you an invitation. We will use that email only to send the invitation unless you affirmatively provide your information to us.

1.2 Information we collect automatically

Log data: IP address, browser type and settings, device and OS information, access times, referring URLs;
Usage data: features used, pages viewed, links clicked, actions taken within the Services;
Meeting and call metadata: when you enable calendar and meeting integrations, details about meetings such as titles, times, attendees, conference URLs, and meeting identifiers;
Voice characteristics ("Voice Data"): to provide features such as speaker separation, talk-time analysis, and pacing/pitch coaching signals, our service providers process voice recordings to derive characteristics about a speaker's voice. Voice Data may be considered "biometric identifiers" or "biometric information" in some jurisdictions. We do not use Voice Data to identify or authenticate individuals, and we process Voice Data only to power the Services;
Cookies and similar technologies: see Section 4.
Connected content: with your permission, we access content you connect to the Services, such as your calendar and (where you enable an integration) your contacts.

1.3 Information we collect from other sources

When you create or sign in to your CloseCalls account through a third-party platform, or connect a third-party service (such as a calendar, video-conferencing, or productivity platform), we receive information from that platform based on the permissions you grant. This may include name, profile picture, email address, calendar events and attendee lists, and other details the platform discloses about you in accordance with its authorization process. You can review and manage your integrations from your account settings.

1.4 Information we derive

We may derive information or draw inferences from the data we collect. For example, we may infer your approximate location from your IP address, your company affiliation from your email domain, or characteristics of a meeting (such as its general purpose) from its recording.

2. Use of Information

We use the information we collect to:

provide, operate, secure, and improve the Services, including capturing meeting audio (where enabled by the customer), generating transcripts, scoring calls, producing coaching insights, and powering the "Manager's Lens" analysis;
administer your account and any organization or workspace you belong to;
authenticate you and enforce role-based access (e.g., admin, manager, rep);
develop new products and features;
personalize your experience;
send technical notices, security alerts, support messages, and other transactional or relationship communications;
send marketing communications (subject to your preferences, see Section 9);
monitor and analyze trends, usage, and activities in connection with the Services;
detect, investigate, respond to, and protect against security incidents, fraud, abuse, and unlawful activity, and to protect the rights and property of CloseCalls and others;
comply with our legal and financial obligations;
create de-identified and aggregate data that cannot reasonably be linked to you.

We do not use personal information to train our own generally available AI models, and we contractually prohibit our AI vendors from using your information to train their generally available models (see Section 5).

We share personal information as described below.

Vendors and service providers. We share information with companies that perform services on our behalf, including cloud hosting, authentication, meeting recording, transcription, AI analysis, email delivery, payment processing, customer support, security, error monitoring, and analytics. These providers are contractually bound to use the information only on our instructions.
Integration partners. If you choose to connect a third-party service to the Services (such as a calendar, video-conferencing, or productivity platform), we will exchange information with that partner as needed to enable the integration. The third-party service's own privacy policy governs its use of your information. Please review it carefully.
Other users and meeting participants. Where you instruct us to do so or your settings authorize it, we share information with others in your organization or with meeting participants (for example, sending a meeting summary or sharing a coaching note).
Within your organization. If you use the Services as part of an organization, administrators and authorized managers within your organization may access your account information, recordings, transcripts, analyses, coaching artifacts, and usage activity in accordance with the organization's configuration of the Services.
Legal and safety disclosures. We may disclose personal information when we believe it is required by, or appropriate under, applicable law, regulation, or legal process, or in response to lawful requests by public authorities. We may also disclose information when we believe it necessary to protect the rights, property, or safety of CloseCalls, our users, or others, or to investigate suspected violations of our agreements or policies.
Professional advisors. We share personal information with our legal, financial, insurance, and other professional advisors where necessary to obtain advice or manage our business.
Corporate transactions. In connection with a merger, financing, acquisition, sale of assets, reorganization, or similar event, personal information may be transferred to the relevant counterparty, subject to confidentiality and continued protection consistent with this Policy.
Corporate affiliates. We may share personal information among CloseCalls and our parents, subsidiaries, and other entities under common control and ownership.
With your consent or at your direction. We share personal information with any other third party when you direct us to do so or consent to the sharing.

We also share aggregated or de-identified information that cannot reasonably be used to identify you. We will not attempt to re-identify such information, except as permitted by law.

4. Cookies and Analytics

We use cookies and similar technologies (such as pixels and SDKs) for purposes including authentication, security, remembering preferences, measuring performance, and analyzing how the Services are used. You can usually manage cookies through your browser settings or, where available, through the in-product privacy controls. Disabling certain cookies may affect the functionality of the Services.

We currently do not use cookies or similar identifiers for cross-context behavioral advertising. If this changes, we will update this Policy and provide the disclosures and opt-out controls required by applicable law (including a "Your Privacy Choices" link and recognition of universal opt-out signals such as Global Privacy Control).

5. AI Processing

The Services rely on third-party large language models and transcription providers to generate Outputs (such as transcripts, summaries, scoring, coaching feedback, and the "Manager's Lens" report). When we send information to these providers:

we use providers whose terms commit them not to use Customer Content or other personal information to train their generally available models, to the extent such commitments are offered, and we rely on those commitments contractually;
we do not train CloseCalls' own foundation or general-purpose AI models on Customer Content or personal information. If we ever offer an opt-in to use Customer Content for model improvement, we will request affirmative opt-in and document it separately;
Outputs are probabilistic and may be inaccurate, incomplete, or unsuitable for a given purpose. Outputs should not be used as the sole basis for decisions that produce legal or similarly significant effects on individuals without appropriate human review.

6. Data Retention

We retain personal information for as long as needed to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements.

Account information is retained for the life of the account. If you close your account, we will delete personal information related to your account within 30 days, except where retention is required by law.
Customer Content (recordings, transcripts, analyses, coaching artifacts) is retained per the customer's configuration and order form, and deleted in accordance with our standard timelines on subscription termination unless the customer requests earlier deletion or legal retention applies.
Logs and security events are retained for 90 days.
Backups are rolled off within 30 days.
Billing records are retained as required by tax and accounting law (commonly 5 years).
Voice Data derived for biometric-style processing is governed by the schedule in Section 10 ("Illinois Biometric Information Privacy Act").

7. Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including TLS encryption in transit, encryption at rest for audio storage, role-based access controls, multi-tenant data isolation, signed-webhook verification for inbound integrations, secrets management for third-party API keys, and ongoing monitoring of access and security events. No security measure is perfect. We will notify customers of any personal-data breach affecting their data without undue delay, consistent with applicable law.

8. International Transfers

CloseCalls is based in India, and we and our service providers may process and store personal information on servers located in the United States and other countries. When we make restricted international transfers of personal information, we rely on appropriate safeguards (which may include the European Commission's Standard Contractual Clauses, the UK Addendum, and supplementary technical and organizational measures) or an applicable derogation under data-protection law. Where relevant, you may request a copy of the safeguard we rely on by contacting parikshit@figoutlabs.app (we may need to redact for confidentiality).

9. Your Choices and Rights

9.1 Account information

You can access, correct, and delete information stored in your CloseCalls account through your account settings, or by contacting us at parikshit@figoutlabs.app. If you do not have an account but participated in a meeting where the Services were enabled, please reach out to the meeting host (the CloseCalls customer that recorded the meeting) to request deletion of the meeting content. You may also contact us at parikshit@figoutlabs.app for assistance.

9.2 Meeting and sharing settings

You can control who can view your meeting recaps and the associated content (such as transcripts, summaries, and recordings) through your account and sharing settings.

9.3 Cookies

See Section 4. You can usually adjust cookie behavior through your browser settings or in-product privacy controls.

9.4 Communications

You may opt out of marketing emails by following the unsubscribe link in those messages. We may still send you non-promotional emails, such as those about your account or the Services.

9.5 Push notifications

If you enable push notifications, you can disable them at any time through your device or browser settings.

10. Additional Information for Specific Jurisdictions

10.1 Illinois Biometric Information Privacy Act (BIPA)

As described in Section 1, our service providers may extract or generate Voice Data from voice recordings that may be considered "biometric identifiers" or "biometric information" under Illinois law. Our service providers do not use Voice Data to identify or authenticate individuals, and we use Voice Data only to power features of the Services. To the extent Voice Data is considered "biometric identifiers" or "biometric information," we maintain a written retention schedule and guidelines for permanently destroying such information when the initial purpose for collecting it has been satisfied or within three (3) years of an individual's last interaction with us, whichever occurs first. Where this information is generated or processed by our service providers on our behalf, we require those providers to permanently destroy it in accordance with this schedule.

10.2 Residents of Certain U.S. States (California, Virginia, Colorado, Connecticut, Utah, Texas, and others)

Some U.S. states have enacted privacy laws ("State Privacy Laws") granting residents certain rights and requiring specific disclosures. This section applies to you if you reside in California, Virginia, Colorado, Connecticut, Utah, Texas, or any other state where we are subject to similar laws, and serves as our California notice at collection.

Categories of personal information we collect, use, and disclose (last 12 months):

Category	Source	Purposes	Recipients
Identifiers (name, email, IP, device IDs)	Directly from you; automatically; third-party platforms you connect	Provide and operate the Services; account administration; security; communications	Vendors and service providers; integration partners (with your direction); affiliates; legal disclosures
Commercial information (transactions, subscriptions)	Directly from you; payment provider	Billing; account administration; legal compliance	Vendors and service providers; professional advisors; legal disclosures
Internet / network activity (usage, log data)	Automatically	Operate, secure, and improve the Services; analytics	Vendors and service providers
Audio, electronic, and visual information (meeting recordings, transcripts)	Automatically when enabled; from connected platforms	Provide the Services (recording, transcription, analysis, coaching)	Vendors and service providers (AI, transcription, hosting); within your organization
Professional / employment information (role, employer)	Directly from you; inferred	Account administration; personalization	Vendors and service providers; affiliates
Geolocation (approximate, IP-derived)	Automatically	Security; fraud prevention; analytics	Vendors and service providers
Inferences	Derived	Personalization; analytics; security	Vendors and service providers
Sensitive personal information (limited, e.g., content of communications you connect)	Through integrations you enable	Provide the Services as you direct	Vendors and service providers; only as you direct

We do not use or disclose sensitive personal information for the purpose of inferring characteristics about you. We process sensitive personal information only with your consent or to provide the products or services you request.

Sales, sharing, and targeted advertising. We do not sell personal information for money, and we do not currently "share" personal information for cross-context behavioral advertising. If this changes, we will update this Policy and provide opt-out controls consistent with applicable law.

We do not collect, use, or sell personal information to train large language models.

Your rights. Depending on your state of residence, you may have rights to:

know what personal information we have collected and how we use and disclose it;
access your personal information in a portable format;
request correction of inaccurate personal information;
request deletion of your personal information;
opt out of any sale, sharing, or targeted advertising (not currently applicable, see above);
limit the use of sensitive personal information;
appeal a denial of your request;
not be retaliated against for exercising your rights.

To exercise these rights, contact us at parikshit@figoutlabs.app. We may ask for additional information to verify your identity. You may also designate an authorized agent to make a request on your behalf; we may require proof of authority (such as a signed permission or power of attorney).

Appeals. If we deny a rights request, you may appeal by contacting parikshit@figoutlabs.app. If you are not satisfied with the outcome, you may contact your state attorney general.

10.3 Individuals in Europe (EEA, UK, Switzerland)

Legal bases for processing. We process personal information under the following lawful bases:

Contract: to provide the Services you have requested or to take steps at your request before entering into a contract;
Legitimate interests: to operate, secure, and improve our business and the Services, conduct analytics, and communicate with you, where those interests are not overridden by your rights;
Legal obligation: to comply with laws and regulations;
Consent: where we ask for it (you may withdraw consent at any time without affecting the lawfulness of prior processing).

Your rights. Subject to applicable law, you have the right to access, correct, delete, restrict, object to, and port your personal information. To exercise any of these rights, contact parikshit@figoutlabs.app.

If you have a concern about our processing, please contact us first at parikshit@figoutlabs.app. You also have the right to lodge a complaint with your local Data Protection Authority. For the EU: https://edpb.europa.eu/about-edpb/board/members_en; for the UK: https://ico.org.uk/; for Switzerland: https://www.edoeb.admin.ch/.

11. Children

The Services are not directed to children under 16 (or the equivalent minimum age in your jurisdiction), and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, please contact parikshit@figoutlabs.app and we will take steps to delete it.

12. Contact Us

If you have questions about this Privacy Policy or our information practices, please contact us at parikshit@figoutlabs.app.

Appendix A: Notice for Meeting Participants

If you are not a CloseCalls account holder but attended a meeting that was recorded using the Services:

The meeting host (the CloseCalls customer that organized the recorded meeting) is the controller of personal data captured in the meeting. Please direct access, correction, deletion, and objection requests to the host in the first instance.
CloseCalls processes the recording, transcript, and any derived analysis only on the host's instructions, under a written processor agreement.
We will support the host in responding to your request and will delete data on the host's instruction or as required by law.
If you object to being recorded, please advise the host at or before the meeting. If you believe you were recorded without lawful consent, contact parikshit@figoutlabs.app and the host.