Privacy Policy

1. About ClosingCloud AI

ClosingCloud AI ("we," "us," or "our") is a done-for-you AI lead response and appointment booking service based in San Diego, California. We serve real estate agents and brokers by providing automated lead follow-up via AI voice calls, SMS messaging, and appointment scheduling.

We operate this website at https://closingcloudai.com and the services described in this policy. Questions about this policy can be directed to sal@closingcloudai.com.

2. What Data We Collect

We collect information in the following ways:

a) Website Contact Form Submissions

When you submit an inquiry through our website contact form (powered by Web3Forms), we collect:

• Full name
• Email address
• Phone number
• Any message or details you include

b) Meta (Facebook / Instagram) Lead Ads

If you submit your information through one of our Meta lead generation ads on Facebook or Instagram, we receive the data you provide in that form, which may include your name, email address, and phone number. By submitting a Meta lead form, your data is also subject to Meta's Data Policy. We are a separate data controller for information received through Meta Lead Ads.

c) Lead Data Submitted by Real Estate Agents

Real estate agents and brokers who use our service may submit lead contact information into our system on behalf of their prospective clients. This data typically includes:

• Lead name, phone number, and email address
• Property interest details (price range, location preferences, etc.)
• Lead source and any notes provided by the agent

d) Website Analytics

We may use Google Analytics or Google Tag Manager to collect anonymized data about how visitors use our website, including pages viewed, time on site, and referral sources. This data does not directly identify you.

e) Communication Records

When our automated system contacts a lead via phone call or SMS, records of those communications (call logs, message history) are retained as part of the service.

3. How We Use Your Data

We use the data we collect for the following purposes:

• Lead response and follow-up — to contact leads on behalf of real estate agents as quickly as possible after a lead inquiry is received
• Lead qualification — to ask qualifying questions (via AI voice call or SMS) to determine a lead's intent, timeline, and property preferences
• Appointment booking — to schedule calls or meetings between qualified leads and their real estate agent
• Service delivery — to respond to website inquiries submitted by prospective agent clients
• CRM management — to maintain a pipeline of leads and their status on behalf of agent clients
• Service improvement — to analyze how our system performs and improve response quality
• Legal compliance — to maintain records required by law or to respond to legal requests

We do not use your personal data for advertising profiling, and we do not sell your personal data to any third party.

4. TCPA Disclosure — Automated Calls and Text Messages

This consent is provided in accordance with the Telephone Consumer Protection Act (TCPA), 47 U.S.C. § 227. Our AI voice calling system is powered by Retell AI and Twilio infrastructure. Our SMS messaging system is powered by Twilio.

What automated communications you may receive:

• An automated outbound voice call to introduce you to the real estate agent and ask qualifying questions
• Follow-up SMS text messages regarding your real estate inquiry
• Appointment confirmation or reminder messages

How to opt out:

• SMS: Reply STOP to any text message at any time to opt out of further SMS communications.
• Phone calls: You may say "stop," "remove me," or "opt out" during any automated call, or email us at sal@closingcloudai.com to request removal from automated calling.
• All communications: Email sal@closingcloudai.com with your name and phone number and we will remove you promptly.

Opt-out requests will be honored within 10 business days. Message frequency varies.

Do-Not-Call Registry: We respect the National Do Not Call Registry and applicable state Do Not Call lists, including the California Do Not Call list. Our systems scrub contact lists against registered numbers prior to initiating outbound calls. If you believe you have been contacted in error, please email sal@closingcloudai.com immediately.

Consent to receive automated calls and texts is not a condition of purchasing any goods or services.

5. Third-Party Services We Use

To deliver our service, we work with the following third-party providers. Each has its own privacy practices and we encourage you to review them:

We select service providers who maintain appropriate data security standards. We do not authorize these providers to use your data for their own marketing purposes.

6. Data Retention

We retain personal data for as long as it is needed to deliver the services described in this policy:

• Active lead data is retained while the lead is in an active pipeline for one of our agent clients.
• Website inquiry data is retained for the duration of the potential business relationship.
• Communication records (call logs, SMS records) are retained for a reasonable period for service quality and compliance purposes.

You may request deletion of your personal data at any time by submitting our Data Deletion Request form or by emailing sal@closingcloudai.com. We will honor deletion requests within 30 days unless we are required by law to retain the data.

7. Your Rights

Regardless of where you are located, you have the right to:

• Access — request a copy of the personal data we hold about you
• Correction — request that we correct inaccurate or incomplete information
• Deletion — request that we delete your personal data
• Opt-out of automated communications — as described in Section 4 above

To exercise any of these rights, contact us at:

We will respond to privacy requests within 30 days. We may need to verify your identity before fulfilling a request.

8. California Resident Rights (CCPA)

ClosingCloud AI is a California-based business. California residents have specific rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to Know — you have the right to know what personal information we have collected about you, how it was collected, and how it is used.
• Right to Delete — you have the right to request deletion of your personal information, subject to certain exceptions.
• Right to Correct — you have the right to request correction of inaccurate personal information.
• Right to Opt-Out of Sale or Sharing — we do not sell or share personal information for cross-context behavioral advertising. You do not need to take any action to opt out.
• Right to Non-Discrimination — we will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, email sal@closingcloudai.com with the subject line "California Privacy Request." You may also submit a request on behalf of a minor child in your household.

In the preceding 12 months, we have not sold personal information to any third party.

9. We Do Not Sell Your Personal Data

10. Data Security

We take reasonable technical and organizational measures to protect personal data from unauthorized access, disclosure, or loss. These measures include access controls on our internal tools and CRM systems, and using reputable third-party platforms with their own security certifications.

No method of data transmission over the internet is completely secure. While we work to protect your data, we cannot guarantee absolute security. If you believe your data has been compromised, please contact us immediately at sal@closingcloudai.com.

11. Children's Privacy

ClosingCloud AI is a B2B service directed exclusively at real estate professionals and adult consumers. We do not knowingly collect personal data from anyone under the age of 13. If we discover that we have inadvertently collected information from a child under 13, we will delete it promptly. If you believe a child's data has been submitted, please contact us at sal@closingcloudai.com.

12. Meta Lead Ads — Specific Disclosure

When you submit your information through a Meta (Facebook or Instagram) lead generation ad:

• Your data is collected by Meta on their platform and transferred to ClosingCloud AI.
• Your submission is subject to both this Privacy Policy and Meta's Data Policy, which you can review at facebook.com/privacy/policy.
• By submitting a Meta lead form connected to ClosingCloud AI, you consent to being contacted via the automated calling and SMS systems described in Section 4 of this policy.
• ClosingCloud AI is the data controller for information after it is received from Meta.

13. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies, including those deployed by Google Analytics and Google Tag Manager, to understand how visitors use our site. These tools collect anonymized data such as pages visited, session duration, and geographic region.

You can control cookies through your browser settings. Disabling cookies may affect your experience on the website but will not prevent you from using its core features. Most browsers allow you to refuse cookies or delete cookies that have already been set.

We do not use tracking cookies to build personal advertising profiles or to target individuals with ads based on their behavior on our site.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.

15. Contact Us

If you have any questions about this Privacy Policy, want to exercise your data rights, or need to report a privacy concern, please reach out:

We aim to respond to all privacy inquiries within 5 business days.