Privacy Policy

Last Updated: December 23, 2025

1. Introduction

Closina ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account Information: Name, email address, phone number, license information
• Contact Data: Information about your clients and leads (names, contact details, preferences)
• Appointment Data: Scheduled appointments, meeting notes, outcomes
• Call Recordings: Audio recordings of voice calls when using AI voice features
• Usage Data: Information about how you use the Service, including log data and analytics

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process your transactions and manage your account
• Send you technical notices, updates, and support messages
• Respond to your comments and questions
• Train and improve our AI voice services
• Analyze usage patterns and trends
• Detect, prevent, and address technical issues and security threats

4. Data Sharing and Disclosure

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

• Service Providers: With third-party vendors who perform services on our behalf (e.g., hosting, analytics, AI processing)
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with a merger, sale, or acquisition

5. AI Voice Services and Call Recordings

When you use our AI voice call features:

• Calls may be recorded and stored for quality assurance and AI training purposes
• Call recordings are encrypted both in transit and at rest
• You can control access to call recordings through your account settings
• You are responsible for complying with applicable call recording laws and obtaining necessary consents

6. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit (HTTPS/TLS)
• Encryption of sensitive data at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Row-level security to ensure data isolation between users

7. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. Specific retention policies:

• Deleted Data: Soft-deleted for 30 days, then permanently deleted
• Account Data: Retained until account closure, plus legal retention periods
• Call Recordings: Retained according to your account settings (default: 90 days)

8. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct your information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Export: Download your data in a portable format
• Restriction: Request restriction of processing of your data
• Objection: Object to processing of your data for certain purposes

To exercise these rights, please visit your Account Settings or contact us at privacy@closina.com.

9. Calendar Integration

If you connect external calendars (Google Calendar, Outlook):

• We only access calendar data necessary for appointment scheduling
• Calendar credentials are encrypted and stored securely
• You can revoke calendar access at any time through your account settings
• We do not access or store calendar events unrelated to Closina appointments

10. Cookies and Tracking

We use cookies and similar tracking technologies to:

• Maintain your session and authentication state
• Remember your preferences
• Analyze usage patterns
• Improve the Service

You can control cookies through your browser settings, but some features may not function properly if cookies are disabled.

11. Third-Party Services

Our Service may integrate with third-party services (e.g., calendar providers, AI voice providers). Your use of these services is subject to their respective privacy policies.

12. Children's Privacy

Our Service is not intended for children under 18. We do not knowingly collect personal information from children under 18.

13. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

15. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Email: privacy@closina.com
Address: [Company Address]