Privacy Policy

This Privacy Policy describes how CloseGuard ("we", "our", or "us") collects, uses, stores, and discloses personal data when you use our platform and services.

1. Data Collection

We collect the following types of information:

• Account Information: Name, email address, company name, and billing information when you create an account.
• Call Data: Audio and video files, transcripts, and analysis results that you upload to or record through our platform.
• Usage Data: Information about how you interact with our services, including IP address, browser type, device information, and page views.
• Communications: Records of your correspondence with our support team.

Third-Party Data in Recordings: When you record or upload calls, those recordings may contain the voice, name, and other personal data of third parties (such as prospects, customers, or other call participants). CloseGuard processes this data solely on your behalf and under your instructions. You are the data controller for any third-party personal data contained in your call recordings. CloseGuard acts as a data processor for this data. You are responsible for ensuring that you have a lawful basis to record and process this data, and for providing any required notices to the individuals whose data is captured.

2. Legal Basis for Processing

Under the GDPR and applicable data protection laws, we process personal data based on the following legal grounds:

• Contract Performance (Art. 6(1)(b) GDPR): Processing your account data and call recordings is necessary for the performance of our contract with you (providing the Services).
• Legitimate Interest (Art. 6(1)(f) GDPR): We process usage data and analytics to improve our services, ensure security, and prevent fraud.
• Legal Obligation (Art. 6(1)(c) GDPR): We may process data to comply with applicable legal, tax, or regulatory requirements.
• Consent (Art. 6(1)(a) GDPR): Where required, we rely on your explicit consent for specific processing activities such as marketing communications.

Third-Party Data in Recordings: For the personal data of third parties contained in your call recordings (voices, names, personal information of call participants), you are the data controller and are responsible for establishing the appropriate legal basis for recording and processing their data. This may include obtaining their explicit consent or relying on another lawful basis permitted under applicable law. CloseGuard processes this third-party data solely as a data processor acting on your instructions.

3. How We Use Your Data

We use your personal data for the following purposes:

• To provide, operate, and maintain our services
• To process and analyze your sales call recordings
• To improve and personalize your experience
• To communicate with you about service updates, security alerts, and support
• To process payments and prevent fraud
• To comply with legal obligations

4. Data Storage and Security

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

• All data is encrypted at rest and in transit using AES-256 encryption
• We use secure cloud infrastructure with regular security audits
• Access to your data is restricted to authorized personnel only
• We maintain regular backups to prevent data loss

5. Data Sharing

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

• Service Providers: We work with third-party service providers (hosting, payment processing, analytics) who process data on our behalf under strict confidentiality agreements.
• Legal Requirements: We may disclose information if required by law, court order, or to protect our legal rights.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you services. If you close your account, we will delete or anonymize your data within 90 days, unless we are required to retain it for legal or compliance purposes.

Call Recordings and Transcripts: Call recordings, transcripts, and related analysis data are retained for the duration of your active subscription. Upon account deletion or at your request, all recordings and associated data (including third-party personal data contained therein) will be permanently deleted within 90 days.

7. Your Rights

Under applicable data protection laws (including GDPR), you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Request transfer of your data to another service
• Objection: Object to the processing of your data
• Restriction: Request restriction of processing in certain circumstances

To exercise any of these rights, please contact us at support@closeguard.io.

8. Rights of Recorded Third Parties

If you are a third party whose voice, name, or personal data has been captured in a call recording uploaded to or made through our platform, you may have rights under applicable data protection laws. As the data controller for your personal data is the CloseGuard user who recorded the call, you should first contact them directly to exercise your rights.

If you are unable to reach the data controller or wish to exercise your rights directly with us, you may contact us at support@closeguard.io. We will assist you in identifying the relevant data controller and, where legally required, take appropriate action to address your request, including:

• Confirming whether personal data concerning you is being processed
• Facilitating the deletion of recordings containing your personal data
• Restricting further processing of your data pending resolution of your request

9. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience, analyze usage, and improve our services. You can control cookie settings through your browser preferences. However, disabling cookies may limit certain features of our platform.

10. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable data protection laws.

11. Children's Privacy

Our services are not intended for 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 immediately.

12. Changes to This Policy

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

13. Contact Us

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