Privacy Policy

ClosePortal LLC ("ClosePortal," "we," "our," or "us") is committed to protecting the privacy of agents, brokers, and the clients whose information is entered into our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information in connection with your use of ClosePortal.

1. Information We Collect

1.1 Information You Provide

• Account registration information: name, email address, phone number, brokerage affiliation.
• Transaction data: property addresses, client names, email addresses, phone numbers, closing dates, and transaction status.
• Communications: text messages, emails, and updates sent through the Platform.
• Payment information: processed by Stripe. ClosePortal does not store payment card details.
• Support communications: messages sent to our support team.

1.2 Information Collected Automatically

• Log data: IP addresses, browser type, pages visited, and timestamps.
• Usage data: features used, transaction activity, and session information.
• Device information: device type, operating system, and browser.

1.3 Client Data

Agents and brokers enter client personal information (name, phone, email) into ClosePortal in connection with real estate transactions. ClosePortal processes this data on behalf of agents and brokers as a technology platform. Agents and brokers are responsible for ensuring they have obtained proper authorization to share client data with ClosePortal.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and improve the ClosePortal platform.
• Send automated transaction communications (text messages and emails) on behalf of agents to clients.
• Process subscription payments and manage billing.
• Respond to support requests and communicate with users.
• Monitor platform security, detect fraud, and enforce our Terms of Service.
• Analyze usage to improve platform features and performance.
• Comply with legal obligations.

ClosePortal does not sell your personal information to third parties.

3. AI Features and Data Processing

ClosePortal uses Anthropic's Claude API to power AI features including "Draft with Claude" and the client-facing "Ask Claude" assistant. When you use these features, relevant transaction context (such as property address, step name, and agent information) may be sent to Anthropic's API for processing. We do not intentionally send sensitive personal identifiers to AI services. Please review Anthropic's Privacy Policy for information on how they handle API data.

4. Automated Communications (TCPA)

ClosePortal sends automated SMS messages and emails to transaction clients on behalf of agents via Twilio and Resend. These communications are only sent when an agent certifies that the client has provided prior express written consent. Clients may opt out of SMS messages by replying STOP to any text message. Clients may opt out of emails by clicking the unsubscribe link or contacting the agent directly.

5. How We Share Information

We share information only as follows:

• Service providers: We share data with trusted third-party providers including Supabase (database), Twilio (SMS), Resend (email), Stripe (billing), Anthropic (AI), and Vercel (hosting) solely to provide our services.
• Legal compliance: We may disclose information if required by law, subpoena, or court order.
• Business transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction.
• With your consent: We may share information with your explicit consent for other purposes.

We do not sell, rent, or trade personal information to third parties for their marketing purposes.

6. Data Security

ClosePortal uses industry-standard security measures including:

• Encrypted data storage via Supabase with row-level security controls.
• HTTPS/TLS encryption for all data in transit.
• Secure API key management via Vercel environment variables.
• Access controls limiting data access to authorized personnel.

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

We retain account and transaction data for as long as your account is active. Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required by law. You may request deletion of your data at any time by contacting hello@closeportal.com.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• The right to access the personal information we hold about you.
• The right to correct inaccurate information.
• The right to request deletion of your personal information.
• The right to opt out of certain data processing activities.

To exercise these rights, contact us at hello@closeportal.com. We will respond within 30 days.

9. Cookies and Tracking

ClosePortal uses essential cookies and session tokens to maintain authentication and platform functionality. We do not use third-party advertising cookies or cross-site tracking. Browser analytics may collect anonymized usage data to help us improve the platform.

10. Children's Privacy

ClosePortal is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.

11. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before sharing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email. Your continued use of ClosePortal after such notice constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us at:

ClosePortal LLC
Email: hello@closeportal.com
Website: closeportal.com