This Privacy Policy explains how Virtual Closer ("Virtual Closer," "we," "us," or "our") collects, uses, shares, and protects information in connection with our re-engagement and sales automation software, websites, and mobile and desktop applications (collectively, the "Service").
1. Information we collect
- Account informationname, email address, phone number, role, and organization for the users our Customers create.
- Contact and lead datainformation Customers import or capture about their leads and clients, such as name, phone number, email, address, and notes.
- Communicationsthe content and metadata of SMS/text messages, emails, and calls sent or received through the Service, including timestamps and delivery status.
- Calendar and booking dataappointments, availability, and related details when calendar integrations are connected.
- Usage and device datalog data, IP address, browser/device type, and interactions with the Service, collected to operate and secure the product.
1A. Consumer requests made on our own brand websites
Virtual Closer provides software to businesses, and that is what the rest of this Policy covers. Separately, Virtual Closer and its affiliated companies run consumer websites under their own brands (including Market Protection, Protect Your Kin and Family Equity Protection), where a consumer can ask to be contacted about insurance. For those consumers we decide how the information is used, and the brand site's privacy policy applies. It describes what we collect, the public records and third-party data partners we use to personalise our own messages and the consumer's private page, that the consumer's request is sold or provided to licensed insurance agents and agencies, and how to opt out. Information from third-party data partners is not provided to agents or agencies. None of this involves the text messages Virtual Closer sends its own account holders, which are described in Section 5.
2. How we use information
- To provide, operate, maintain, and improve the Service;
- To send and receive SMS, email, and calls that Customers and their users initiate or automate;
- To power AI features such as lead prioritization, message drafting, and appointment booking;
- To schedule appointments and sync calendars;
- To provide support, respond to requests, and send service-related notices;
- To bill for usage of the Service;
- To secure the Service, prevent abuse, and comply with legal obligations.
3. AI processing
The Service uses artificial intelligence to draft and send messages, summarise conversations, prioritise leads, triage email and propose appointment times. Features that handle health information run on Amazon Bedrock under a business associate agreement where required, inside our own AWS account. Other automated and AI features use other AI service providers, under contracts that prohibit them from retaining your content beyond what is needed to serve the request and from using it to train their models. We do not use Customer data to train our own or any third party's foundational models.
Two different kinds of learning, kept separate.
- Learning from your data, inside your account. Some features learn from your own activity: for example, rep feedback on lead rankings adjusts the scoring model for your organization. This learning is confined to your own account and is never pooled across Customers.
- Learning how the product is used, with nobody attached. We also record which pages and controls are used, in what order, and whether a task finished. This is about the Service, not about you: it is not linked to your user, your account, or any lead, and it holds no message content, contact details or health information. We use it to improve the Service, including to teach in-product assistants how to move through the interface on a user’s behalf. It is activity data, de-identified. It is not a record of what you personally did.
Not every AI feature handles data the same way. Which features run on infrastructure covered by a business associate agreement, and which are deliberately not a HIPAA-compliant channel, is set out in Sections 5 and 5A of the Terms of Service.
4. How we share information
We do not sell personal information that our Customers hold in the Service. Consumer requests made on our own brand websites are sold or provided to licensed insurance agents and agencies, as described in Section 1A and in each brand's privacy policy. Otherwise, we share information only as needed to run the Service:
- Service providersmessaging and voice carriers (Telnyx), cloud hosting and database providers, email providers, payment processors, and AI infrastructure providers, each processing data on our behalf under contract.
- Integrations you connectsuch as Google (Gmail and Calendar), only to provide the features you enable.
- Legal and safetywhen required by law, or to protect the rights, property, or safety of Virtual Closer, our Customers, or others.
- Business transfersin connection with a merger, acquisition, or sale of assets, subject to this Policy.
Where a Customer connects its own Telnyx account to the Service, message and call data also flows through that carrier under the Customer's own agreement with them.
None of the categories above includes the mobile number or text-message consent you give us for Virtual Closer's own texts, which are never shared (see Section 5, "Text messages from Virtual Closer").
Opt-outs follow the person
When a consumer opts out by any channel (replying STOP to a text, unsubscribing from an email, asking a caller, or writing to us), we stop texts, emails and calls from every account in the Service that holds a copy of that consumer's record, including Customers who received that request from us.
Not a consumer report
The Service, and any information in it from public records or third-party data partners, is not a consumer report and must not be used as a factor in deciding anyone's eligibility for credit, insurance (including underwriting or risk evaluation), employment or housing.
5. SMS / text messaging
The Service sends and receives text messages on behalf of Customers. Recipients may opt out at any time by replying STOP, which immediately stops further messages, updates the contact's status, and cancels any appointment booked through the Service. Reply HELP for help, and we answer with our name and how to reach us. Message frequency varies. Message and data rates may apply. Messaging is subject to applicable carrier requirements (including US A2P 10DLC brand and campaign registration) and to telemarketing and consent laws such as the TCPAour Customers are responsible for having the consent they claim to have. Consent to receive messages is never shared with, sold to, or transferred to third parties for their own marketing.
Text messages from Virtual Closer
Separately from the messaging our Customers send, Virtual Closer texts its own customers, the paying businesses that hold a Virtual Closer account, but only those who ticked the optional text-message box on our SMS opt-in page, when they created their account, or on their Profile page. The box is unchecked by default and is not a condition of any purchase. These are customer care messages about your own Virtual Closer account: replies from our Accounts team to questions you ask us, onboarding and setup help, reminders for appointments you book with our team, and account and service notices (when your account is active and as your plan is used). We send no marketing or promotional texts, and we never text consumers, our Customers' clients or prospects, or any purchased or third-party list. Message frequency varies. Message and data rates may apply. Reply HELP for help or email accounts@virtualcloser.com. Reply STOP to opt out at any time. We record the wording you agreed to, the page and the time, so that we can show who asked to be texted.
Your mobile number and SMS opt-in consent are never shared. No mobile information collected for this program will be shared with, or sold to, third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. The program terms are in the SMS terms section of our Terms of Service.
6. Connected accounts and third-party services
If you connect a Google account, Virtual Closer uses it only to send email on your behalf from your own address and to provide the calendar and scheduling features you enable. We do not request permission to read your mailbox. Gmail access is send-only. We do not use, transfer, or sell Google user data, raw or derived, to develop, improve, or train generalized or foundational AI or machine-learning models. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. You can disconnect Google access at any time from within the Service or from your Google account settings.
Zoom
Connecting a Zoom account is optional and is done by each user individually. There is no shared, agency-wide Zoom connection. If you connect one, Virtual Closer creates scheduled Zoom meetings on your account for video appointments you book, and deletes a meeting it created if that appointment is cancelled.
From Zoom we store only what those features require: the connected account's user identifier, email address and account identifier, and the meeting identifier and join link of meetings this integration created. Access and refresh tokens are held server-side and are never exposed to the browser.
We do not join, record, or transcribe meetings. We do not process meeting audio or video, we do not read meeting content, chat, or participant activity, and we do not read, modify, or delete meetings this integration did not create. We never access a Zoom account other than one you personally connected.
You can disconnect at any time from the Integrations page in Virtual Closer, or from Manage → Added Apps in the Zoom App Marketplace. Disconnecting revokes the authorization and deletes the stored credentials. Full instructions are in our Zoom integration guide.
Zapier and outbound webhooks
If you create an API key and connect Zapier, or point a workflow at a webhook URL of your own, Virtual Closer sends the events you subscribe to, and the data attached to them, to the destination you specify. That destination is chosen by you and is outside our control, so the receiving service's own privacy policy governs what happens to the data once it arrives.
API keys are stored only as a cryptographic hash and are shown to you once, at creation. Keys are scoped: a personal key only ever carries records the user who created it owns, while an agency-wide key, which only an administrator can create, carries records across the agency. Revoking a key from the Integrations page stops all delivery using it immediately.
7. Data retention
We retain personal information for as long as an account is active or as needed to provide the Service, and thereafter as required to comply with legal obligations, resolve disputes, and enforce agreements. Customers may request deletion as described in Section 9.
Information obtained from third-party data partners is refreshed or deleted at least every 30 days, and deleted within 30 days of a verified deletion request.
8. Security
We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit, access controls, tenant isolation, and restricted internal access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your choices, rights, and account deletion
Depending on your location, you may have rights to access, correct, delete, or export your personal information, or to object to or restrict certain processing.
To delete your account, you can do it yourself in the app at Settings → My Profile → Delete My Account, or follow the step-by-step instructions on our account deletion page. You can also email support@virtualcloser.com from the address on your account with the subject "Account deletion request". We will verify the request and delete your user account and its associated personal data within 30 days, except where we are required to retain it by law.
Because much of the contact data in the Service is controlled by our Customers rather than by us, requests about that data may need to be directed to the relevant Customer. If you are a user within an organization, we can delete your user account, but the organization's business records remain under its control and only an admin of that organization can request their deletion. We will assist either way. To exercise any right, email support@virtualcloser.com.
State privacy rights
Residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and other states with comprehensive privacy laws have specific rights over their personal information, and we extend the same rights to every consumer who made a request on one of our brand websites. We collect identifiers and contact details, the details a consumer gives us in a request, communications with us, and property and household details from public records and third-party data partners; and we sell or provide the consumer's request to licensed insurance agents and agencies, as described in Section 1A. Consumers may ask to know and access the personal information we hold, to correct it, to delete it (subject to exceptions such as consent records the law requires us to keep), and to opt out of the sale or sharing of personal information and of targeted advertising, and we will not discriminate against anyone for exercising these rights. We honour Global Privacy Control. To exercise a right, use our Do Not Sell or Share My Info page, or email support@virtualcloser.com or the privacy address on the brand site where you made your request, with the name, email and phone number you submitted so we can find your record. You may use an authorised agent. We respond within 45 days, and will tell you if we need an extension the law allows. If we decline a request you may appeal by replying to our response, and we will explain the outcome and how to contact your state's attorney general.
10. Children
The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information from children.
11. International users
The Service is operated in the United States. If you access it from outside the U.S., you understand your information may be processed in the U.S. and other countries with different data-protection laws.
12. Changes to this Policy
We may update this Policy from time to time. Material changes will be reflected by updating the "Last updated" date above and, where appropriate, through additional notice.
13. Contact us
Questions or requests regarding this Policy or your data:
Virtual Closer · support@virtualcloser.com · 382 NE 191st St #875614, Miami, FL 33179
This document is provided as a general template and does not constitute legal advice. Have counsel review it against your specific data practices and jurisdictions (e.g., TCPA/A2P, CCPA/CPRA, GDPR) before relying on it.