Privacy Policy

1. Who this policy covers

This policy explains what the Closematic app collects and what we do with it. The Service is operated by Closematic AI LLC ("Closematic", "we", "our", "us").

It applies to the app you subscribe to as a business owner. It does not cover our internal tools or any other product.

2. What we collect from you

• Your account: the email address used to purchase, your name, your business name and city, and the phone number you give us for your business.
• Your subscription: we store identifiers from our billing provider so we know which plan is yours and whether it is active. We never see or store your card number — payment details go directly to the billing provider.
• Your business information: what you tell us about your trade, service areas, hours, photos and logo, so the Service can keep your Google Business Profile current.
• What you send us on WhatsApp: messages, photos and voice notes you send to the Closematic number, and the phone number they come from.
• Notifications: if you allow them, a token from your browser so we can send alerts to that device.

Content reports: when you report a post, we store the reason, optional details, post version and text, a reference to its image, and account and user identifiers. Our authorized team uses this information to investigate, record the outcome and improve content safety. Reports are not sent to AI models.

3. Information about other people

Some of what we handle is not about you — it is about your customers:

• Leads. When someone fills in a form on a page connected to your account, we store their name, phone, email, message, the technical details of the submission (IP address and browser), and pass it to your CRM. We store it first so it is never lost.
• Voice notes. If you record audio where someone else is speaking, their voice — and the text we transcribe from it — is stored with that recording.

For this information you decide what happens to it and we act on your instructions. You are responsible for having the right to share it with us and for telling the people involved, and for obtaining their consent where the law requires it — including before recording a call or a voice note, which in several states requires the consent of everyone speaking. See section 11 of our Terms of Service. We use this information only to run the features you asked for, never to build products of our own and never to train models.

4. Who else receives it, and why

We share information only with the providers that make the Service work:

• Google — to read and update your Google Business Profile, with the permission you granted and can withdraw at any time.
• Meta (WhatsApp) — to deliver and receive the messages you exchange with us.
• AI providers — OpenAI processes voice notes for transcription and business descriptions and instructions to generate post images. Anthropic processes business information and instructions to draft or revise post text. You can review suggested posts before approving publication.
• Our billing provider — to take payment and manage your subscription.
• Our hosting and database providers — to run and store the Service.
• Your CRM — when a lead arrives, we forward it to the account you connected.

We do not sell your information, and we do not share it for advertising. We may disclose information when the law requires it, or to protect the Service against fraud or abuse.

Google user data. Closematic's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including its Limited Use requirements. We use the access you grant only to operate the features you asked for; we do not use it for advertising, we do not sell it, and we do not allow humans to read it except with your permission, to resolve a support issue you reported, for security purposes, or where required by law.

5. How long we keep it

• Recorded business calls via Twilio (when enabled): 60 days. We block playback after 60 days and request deletion from Twilio through a background process. Completion may be delayed by service failures. Twilio retains recording metadata for 40 days after it deletes the recording.
• Transcribed text from voice notes: 90 days. After that the text is erased. The recording and the record that it existed remain.
• Photos and audio you send: kept for as long as your account exists, with no automatic expiry today. If you want a specific file removed, ask us and we remove it.
• Account and business information: kept while your subscription is active, and for up to 12 months after you cancel so you can come back. After that we delete it. You can ask us to delete it sooner.
• Billing records: kept as long as tax and accounting rules require.

6. How it is protected

Data travels encrypted. Each account's data is isolated at the database level, so one account cannot read another's. Files you upload go to private storage, in a folder for your account only. The permissions you grant to Google and to your CRM are stored encrypted and are used only by the Service.

No system is perfectly secure. If a breach affects your information, we will tell you.

7. Your choices and your rights

• Ask us what we hold about you, and get a copy.
• Correct anything that is wrong.
• Ask us to delete your information, subject to records we must keep by law.
• Disconnect Google or your CRM at any time from that provider — for Google, from your account’s permissions page. That stops our access immediately. Write to us to also have the stored connection deleted on our side.
• Turn off notifications in your browser.
• Stop the WhatsApp messages by replying STOP.

How to ask. Write to us at the address in section 11. We answer within 45 days, and we may take another 45 days if the request is complex — we tell you if that happens. We may need to confirm your identity before acting, usually by verifying that you control the email address on the account. Using these rights costs nothing and we will not treat you differently for it.

How to delete your account and data. Write to contact@closematic.io from the email address on your account and ask us to delete it. We delete your account and the information linked to it, except the records we must keep for tax, accounting or legal reasons.

If we say no. You may appeal by replying to our answer and saying you want the decision reviewed. We review it and reply with the outcome and the reason. If you disagree, you can complain to the attorney general of your state.

Depending on where you live — including California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana and other states with comprehensive privacy laws — you may have the rights above by law. We do not sell personal information and do not share it for cross-context behavioral advertising.

8. Cookies and tracking

The app does not use advertising cookies, analytics pixels or third-party trackers. We store what is needed to keep you signed in and to make the app work offline, on your own device. Nothing you do inside the app is shared with an advertising network.

9. Children

The Service is for businesses. It is not directed to children and we do not knowingly collect information from anyone under 18.

10. Changes to this policy

We may update this policy. If a change materially affects your rights, we will notify you by email before it takes effect. The date at the top always shows the current version.

11. Contact

Closematic AI LLC — contact@closematic.io.

2000 Queensbury Dr, Acworth, GA 30102, United States.

See also our Terms of Service.