Privacy Policy — Virtual Closer

This Privacy Policy explains how Virtual Closer ("Virtual Closer," "we," "us," or "our") collects, uses, shares, and protects information in connection with our customer relationship management (CRM) and sales automation software, websites, and mobile and desktop applications (collectively, the "Service").

Virtual Closer provides the Service to businesses ("Customers"). When our Customers use the Service to manage their own contacts and communications, we act as a service provider / data processor on their behalf, and their own privacy policies govern how they handle their contacts' information.

1. Information we collect

Account information — name, email address, phone number, role, and organization for the users our Customers create.
Contact and lead data — information Customers import or capture about their leads and clients, such as name, phone number, email, address, and notes.
Communications — the content and metadata of SMS/text messages, emails, and calls sent or received through the Service, including timestamps and delivery status.
Calendar and booking data — appointments, availability, and related details when calendar integrations are connected.
Usage and device data — log data, IP address, browser/device type, and interactions with the Service, collected to operate and secure the product.

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, appointment booking, and email triage;
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 messages, summarize and label conversations, prioritize leads, book appointments, and triage email. Relevant content may be processed by trusted AI infrastructure providers solely to deliver these features. We do not sell your data, and we do not permit these providers to use your data to train their general-purpose models.

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.

4. How we share information

We do not sell personal information. We share information only as needed to run the Service:

Service providers — messaging and voice carriers (e.g., Telnyx, SignalHouse, Twilio), cloud hosting and database providers, email providers, payment processors, and AI infrastructure providers, each processing data on our behalf under contract.
Integrations you connect — such as Google (Gmail and Calendar) or Telegram, only to provide the features you enable.
Legal and safety — when required by law, or to protect the rights, property, or safety of Virtual Closer, our Customers, or others.
Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

Where a Customer connects its own carrier account to the Service, message and call data also flows through that carrier under the Customer's own agreement with them.

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. 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 TCPA — our Customers are responsible for having the consent they claim to have. Consent to receive messages is never shared with third parties for their own marketing.

6. Google user data

If you connect a Google account, Virtual Closer accesses Gmail and/or Google Calendar data only to provide the inbox triage, drafting, and calendar features you enable. 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.

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.

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, 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.

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

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.