Privacy Policy

1. Who we are

CloseLife is a software company. We are not an insurance company or agency, we do not sell insurance, we do not provide quotes, and we do not sell or refer leads. We handle personal information in two different roles:

• For ourselves — we collect information directly from visitors to our website (for example, when you request a demo) and from the insurance professionals who hold accounts on our platform.
• On behalf of our agency customers — insurance agencies use our platform to store their lead records and to place, record, and transcribe their calls. That data belongs to the agency; we process it as a service provider under our agreement with the agency, and the agency decides how it is collected and used.

2. Information we collect directly

We may collect the following categories of information from you:

• Demo requests and inquiries — such as your name, work email address, phone number, agency size, and anything you include in your message when you request a demo or contact us.
• Platform account data — if you are an insurance professional using our platform, we collect your name, email, profile information provided through your sign-in provider (Google), billing details, and records of your activity on the platform.
• Communications — if you email us or otherwise contact support.
• Device and usage data — such as IP address, browser type, device identifiers, pages viewed, referring URLs, and approximate location derived from your IP.
• Advertising and analytics data — including cookies, pixels, and similar technologies used by us and our partners (for example, Meta/Facebook and Google) to measure site performance and ad effectiveness. See our Cookie Policy.

3. Information we process for agency customers

Agencies using the CloseLife platform upload and generate data about their own leads and customers, including:

• Lead and contact records — names, phone numbers, and other information the agency has collected about the people it works with.
• Call recordings and transcripts — calls placed or received through the platform may be recorded, monitored, and transcribed (including in real time) at the agency's direction, where permitted by law and with any legally required notice and consent. See our Communications & Call Recording Consent page.
• AI-generated content — automated summaries, notes, and coaching suggestions derived from call recordings and transcripts, generated to assist the agency's agents.

The agency — not CloseLife — decides whom to contact, what to collect, and whether to record calls, and is responsible for obtaining any required consents. If you spoke with an agent whose agency uses CloseLife and you have questions or requests about that data, the agency is the primary point of contact; we will support verified requests as required by law and by our agreement with the agency.

4. How we use information

We use personal information to:

• Respond to demo requests and inquiries and follow up about our software;
• Provide, operate, maintain, and improve our website, platform, and services;
• Process, store, transcribe, and summarize agency call data (where permitted and with required consent) as directed by our agency customers;
• Bill and manage platform subscriptions;
• Measure marketing performance, prevent fraud, and maintain security;
• Comply with legal obligations and enforce our terms; and
• Send service-related messages.

We do not use the content of recorded calls to train third-party AI models, and we do not sell personal information to third parties for their own marketing lists.

5. How we share information

We may share personal information with:

• Service providers — who help us operate the services, including Google Firebase (hosting, authentication, data storage), Twilio (telephone calls, call recording, and phone number services), OpenAI (automated transcription and summarization of calls), Stripe (payments), and analytics and advertising technology vendors. Service providers are permitted to use your information only to provide services to us.
• Our agency customers — data an agency stores or generates on the platform (including call recordings and AI notes) is accessible to that agency and its authorized users, since it is theirs.
• Advertising partners — such as Meta and Google, to measure our own marketing campaigns. You can opt out — see our Do Not Sell or Share page.
• Legal and safety recipients — when we believe disclosure is required by law, to protect rights and safety, or in connection with a business transaction such as a merger or acquisition.

We may share information in aggregated or de-identified form that cannot reasonably be used to identify you.

6. Communications and call recording

If you submit a demo request or otherwise share your contact information with us, we may contact you by phone, email, or text about your request and our software. You may opt out at any time by following unsubscribe instructions, replying STOP to texts, or contacting us. Calls placed or received through our platform by agency users may be recorded, monitored, and transcribed as described in our Communications & Call Recording Consent disclosure; recording is controlled by the agency, which is responsible for required notices and consents.

7. Cookies and tracking

We and our partners use cookies, pixels, local storage, and similar technologies to remember preferences, analyze traffic, and deliver and measure advertising. See our Cookie Policy for details and choices. Where required by law, we honor recognized opt-out preference signals such as the Global Privacy Control as a request to opt out of sharing for cross-context behavioral advertising.

8. Data retention

We retain personal information for as long as needed to fulfill the purposes described in this policy, including providing the platform to our agency customers, maintaining business and compliance records (which for insurance-related records may be several years under applicable law), resolving disputes, and meeting legal obligations. Call recordings and transcripts are retained in accordance with our agency customers' instructions and these requirements, and then deleted or anonymized.

9. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information, including encryption in transit (TLS/SSL), role-based access controls within our platform, and vendor security reviews. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

10. Your rights and choices

Depending on where you live, you may have the right to:

• Request access to the personal information we hold about you;
• Request correction or deletion of certain information;
• Opt out of the "sale" or "sharing" of personal information for cross-context behavioral advertising;
• Limit the use of sensitive personal information; and
• Not receive discriminatory treatment for exercising privacy rights.

California residents (CCPA/CPRA): We do not sell personal information for money, but some disclosures to advertising partners may be considered a "sale" or "sharing" under California law. You may opt out via our Do Not Sell or Share My Personal Information page. You may submit a verifiable request to know, delete, or correct personal information by emailing us. We will verify requests as required by law, and you may designate an authorized agent where permitted.

If your information is held on our platform by an insurance agency (for example, because an agent called you using CloseLife), that agency controls the data and is the right party to receive your request; we will assist as required by law. Residents of other states with privacy laws (for example, Colorado, Connecticut, Texas, and Virginia) may have similar rights; contact us to exercise them. To request deletion, see our data deletion page.

11. Children's privacy

Our services are business tools intended for adults. We do not knowingly collect personal information from anyone under 18. If you believe we have collected information from a minor, please contact us and we will take steps to delete it.

12. Third-party websites

Our site may link to third-party websites or services. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any site you visit.

13. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page indicates when it was last revised. Material changes will be posted on this page. Your continued use of the site after changes become effective constitutes acceptance of the updated policy.

14. Contact us

For privacy questions, requests, or complaints, contact us at: