1. Who we are
Closeable is operated by ParagraphAI Inc., Toronto, Ontario, Canada. For data we process for a customer workspace, the customer is the controller and we process it on the customer's instructions. For the account and contact information described in section 2, we are the controller.
Contact: support@closeable.com.
2. What we collect from you
- Account: your name, email address and, if you sign in with Microsoft, your Microsoft tenant and user identifiers. We use them to sign you in and to manage your workspace membership.
- Contact form: your name, work email, company, CRM and anything you write. We use it to reply and to arrange a call.
- Billing: the workspace owner's billing details are collected and held by Stripe. We store the Stripe customer and subscription identifiers, not card numbers.
- Product events: actions such as signing in, connecting a CRM or opening a deal, recorded per workspace to operate and improve the service.
3. What we process for a workspace
On the customer's instructions, Closeable reads from the systems the workspace connects and keeps what it needs to produce the weekly review:
| Data | Source | Stored | Retention |
|---|---|---|---|
| Deals, accounts, contacts, owners, field history, notes, tasks, logged calls | Your CRM | Yes | While the workspace exists |
| Mail headers: sender, recipients, subject, a 255-character preview, time | Microsoft 365 | Yes | While the workspace exists |
| Mail bodies, only for messages matched to a deal | Microsoft 365 | Encrypted | 90 days, then deleted |
| Calendar events: subject, time, attendees | Microsoft 365 | Yes | While the workspace exists |
| Website visits: page, referrer, time, a salted hash of the IP address | Your website, if you add the script | Yes | 180 days, then deleted |
| Scores, signals, reasons, weekly snapshots | Derived by Closeable | Yes | While the workspace exists |
| Model outputs: extracted signals and written reasons | Derived by Closeable | Yes | While the workspace exists |
Attachments, Teams messages and chat are never read. Nothing is written back to the CRM, and no email is sent, moved, flagged or marked read.
4. Microsoft data
Closeable's use of information received from Microsoft APIs adheres to the Microsoft APIs Terms of Use. Mail and calendar data are read only from mailboxes a workspace manager selects, used only to produce the workspace's reviews, never used to train models, never sold, and deleted per the retention table.
Access uses application permissions (Mail.Read, Calendars.Read, User.Read.All) that the customer's Microsoft 365 administrator approves for their own tenant. The administrator can limit access to a group of sales mailboxes with an Exchange Online Application Access Policy, and can revoke consent at any time.
5. How we use the data
- To match emails, meetings, CRM activity and website visits to deals.
- To compute each deal's score, conflicts and recommended actions, and to write the reasons shown with them. Deal evidence is sent to Anthropic's API for this, one deal at a time; under Anthropic's commercial API terms it is not used to train models.
- To take the weekly snapshot, detect changes and measure forecast accuracy.
- To send the Monday review email, sign-in links and invitations.
- To secure, operate and support the service.
We do not sell personal information, use customer data for advertising, or use it to train models.
6. Subprocessors
- VercelHosting and marketing site analytics without cookies
- NeonDatabase, United States
- AnthropicModel API for signals and reasons
- ResendEmail delivery: sign-in links, invitations, the Monday review
- StripeBilling
- MicrosoftSign-in and Graph, your own Microsoft 365 tenant
We do not use IP-to-company reveal vendors.
7. Retention
Workspace data is kept as shown in the table in section 3. Message bodies are deleted 90 days after they are stored, and website visits after 180 days. When a workspace is deleted, all of its data is deleted within 24 hours, and from backups within 30 days. Contact form submissions are kept as long as needed to respond and follow up.
8. Security
Data is encrypted in transit with TLS. Message bodies and connection credentials are also encrypted at rest with AES-256-GCM, in addition to the database provider's disk encryption. Every read and write checks workspace membership on the server. Details are on the Security page.
9. Your rights
Depending on where you live, you may have the right to access, correct, delete or export your personal information, and to object to or restrict some processing.
If your information is in a customer's workspace (for example, you are a rep or a customer contact whose emails were read), contact that company first; we will help them respond. For your own account or contact form data, email support@closeable.com. We respond within 30 days, and honor deletion requests within 7 days.
11. Children
Closeable is a business product and is not for anyone under 18.
12. International transfers
The service is hosted in the United States. If you are outside the United States, your information is transferred there and processed under the safeguards described in this policy.
13. Changes
We will post changes here and update the effective date. For material changes we will notify workspace owners by email before they take effect.
14. Contact
ParagraphAI Inc., Toronto, Ontario, Canada. support@closeable.com.