Privacy Policy

Last updated: February 27, 2026

1. Introduction

Closare (“we”, “us”, “our”) operates the Closare platform — an AI-powered phone call handling service for businesses. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website and services.

We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR) and the EU AI Act.

2. Data Controller

Closare is the data controller responsible for your personal data. If you have questions about this policy, contact us at privacy@closare.com.

3. Data We Collect

We collect the following categories of personal data:

3.1 Account Data

  • Name (optional)
  • Email address
  • Password (stored as a bcrypt hash — we never store plaintext passwords)
  • Company name (optional)

3.2 Call Data

  • Caller phone numbers
  • Call duration and status
  • Call transcripts and summaries
  • Call recordings (when enabled)
  • Extracted data and intent from calls

3.3 Agent Configuration Data

  • Agent names and settings
  • Prompts and greetings
  • Phone numbers assigned to agents

3.4 Technical Data

  • Session cookies (for authentication)
  • Audit logs (actions performed in the platform)

4. How We Use Your Data

We use your personal data for the following purposes:

  • Providing and operating the Closare service
  • Authenticating your account and maintaining your session
  • Processing and transcribing phone calls via AI agents
  • Generating call summaries and extracting relevant information
  • Improving our AI models and service quality
  • Communicating with you about your account and service updates
  • Complying with legal obligations

5. Legal Basis for Processing

We process your data based on the following legal grounds under GDPR:

  • Contract performance — to provide you with the services you signed up for
  • Legitimate interest — to improve our services and ensure security
  • Legal obligation — to comply with applicable laws and regulations
  • Consent — where required, such as for optional data processing

6. Data Retention

We retain your data for the following periods:

  • Account data — for the duration of your account, plus 30 days after deletion
  • Call logs — according to your plan (30, 90, or 365 days)
  • Call recordings — according to your plan retention period
  • Audit logs — up to 12 months

After the retention period, data is permanently deleted from our systems.

7. Data Sharing

We do not sell your personal data. We may share data with the following categories of recipients:

  • Service providers — hosting, voice AI processing, and infrastructure providers who help us operate the service
  • Legal authorities — when required by law or in response to valid legal requests

All service providers are contractually bound to process data only on our behalf and in accordance with GDPR.

8. AI Processing & EU AI Act

Our service uses artificial intelligence to process phone calls. In compliance with the EU AI Act:

  • Callers are informed that they are speaking with an AI agent
  • AI-generated summaries and data extraction are clearly labeled
  • You maintain control over your AI agents and can disable them at any time
  • We do not use your call data to train AI models without your explicit consent

9. Your Rights

Under GDPR, you have the following rights:

  • Access — request a copy of your personal data
  • Rectification — correct inaccurate data
  • Erasure — request deletion of your data
  • Restriction — limit how we process your data
  • Portability — receive your data in a structured format
  • Objection — object to data processing based on legitimate interest

To exercise your rights, contact us at privacy@closare.com. We will respond within 30 days.

10. Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Encrypted data transmission (HTTPS/TLS)
  • Password hashing with bcrypt
  • Secure, HTTP-only session cookies
  • Regular security audits

11. Cookies

We use only essential cookies required for authentication and session management. We do not use tracking or advertising cookies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the platform. The “Last updated” date at the top indicates when this policy was last revised.

13. Contact

If you have questions about this Privacy Policy or wish to exercise your data protection rights, contact us at:

privacy@closare.com

See also our Terms of Service.