Privacy Policy

1. Who this policy covers

This policy describes how [COMPANY LEGAL NAME] (“CloseDrill”, “we”, “us”) handles personal information in the CloseDrill web application and marketing site at closedrill.com.

It covers three kinds of people, who do not have the same rights here:

• Reps: the people who run drills and whose voice, transcripts and scores are processed.
• Managers and company admins: the people who buy CloseDrill for a team and can see their team’s results.
• Homeowners and other third parties: people who never signed up but whose voice can end up in the system if a rep uploads a recording made at a real door. See section 9.

2. Our role

Where a company buys CloseDrill for its reps, that company decides who is enrolled, who can see what, and what happens to the data. In that arrangement the company is the controller of the drill content and we act on its instructions. We are the controller for our own account, billing and site-analytics data.

Data protection contact: [PRIVACY CONTACT EMAIL]. Registered address: [REGISTERED ADDRESS]. We have [NOT APPOINTED / APPOINTED: NAME] a data protection officer or EU/UK representative.

3. What we collect

Account and company details

Email address, password (stored as a hash by our authentication provider, never in plain text), display name, the company you belong to, your role in that company (rep or manager), and any invite code you used to join.

Practice drill voice audio

A drill is a live voice conversation. Your browser or phone captures microphone audio while the drill is running and streams it to our voice provider so the AI homeowner can respond in real time. After the drill, the audio of that conversation is retrieved and stored in a private storage bucket that is not publicly readable. It is served only through short-lived signed links to people authorised under section 6.

Drill transcripts

Every drill is transcribed to text and the transcript is stored against your account. The transcript is what the scoring model reads.

Scores and performance data

Each drill produces an overall score from 1 to 100, per-dimension scores across the seven rubric dimensions (discovery, objection handling, acknowledged the no, opener, pressure control, outcome and disengage, tonality), a named strength, a list of fixes, a quoted moment from the conversation, and objective conversation metrics derived from the transcript such as talk ratio, longest monologue and filler-word counts. Managers may also attach written coaching notes pinned to a timestamp in your recording.

Field Log recordings from real doors

Separately from practice drills, CloseDrill lets a rep upload audio captured at an actual door. That audio is stored, transcribed, and analysed. Lines spoken by real homeowners can be extracted into a company-level library and reused to make the AI homeowners more realistic for that company’s team. This means a real person’s words, captured in a real conversation, can persist in the product after the recording itself is gone. Read section 9 before using this feature.

Location

If you allow it, a field recording is tagged with the latitude, longitude and GPS accuracy of where it was made, so it can be plotted on a territory map. This is precise location data about an employee at a specific place and time. You can decline the browser permission and still use the feature.

Billing

Subscriptions are handled by Stripe. We store a customer reference, subscription reference, plan, seat count, status and renewal date. We do not receive or store full card numbers.

Technical data

Standard server and platform logs from our hosting and database providers, including IP address, browser user agent and timestamps.

4. What happens to your voice, step by step

1. Your browser asks for microphone permission. Nothing is captured until you grant it.
2. While the drill runs, audio is streamed to our conversational voice provider so the AI homeowner can hear and answer you.
3. The conversation is transcribed to text.
4. The transcript is sent to a large language model provider, which returns the score, the rubric breakdown and the coaching notes. The transcript is sent as text; the audio is not sent to the scoring model.
5. The audio recording is stored in a private bucket, and the transcript, scores and metrics are stored in our database against your account and your company.
6. The recording and transcript become visible to the people described in section 6, and stay available until deleted under section 7 or 8.

We do not sell personal information, and we do not use your recordings or transcripts to train our own models or any third party’s general-purpose models. [CONFIRM AGAINST EACH PROVIDER’S CURRENT TERMS BEFORE PUBLISHING]

5. Why we process it

• To run the drill and generate a score, which is the service you asked for.
• To show you and your manager your history, progress and team leaderboard.
• To bill the company subscription.
• To keep the service secure, enforce usage limits and prevent abuse.
• To fix bugs and support you when you contact us.

Where the GDPR or UK GDPR applies, our lawful bases are performance of a contract, our legitimate interest in operating and securing the service, and, where required for biometric or otherwise sensitive data, explicit consent. [CONFIRM LAWFUL BASIS TABLE WITH COUNSEL]

6. Who can see your recordings and scores

This is the part reps most often ask about, so it is stated plainly.

• You can see all of your own drills, transcripts, recordings and scores.
• Managers in your company can see every rep’s drills, transcripts, recordings, scores and leaderboard position for that company. If your employer bought CloseDrill for you, assume your manager can hear the recording and read the transcript.
• Other reps cannot see your drills, transcripts or recordings.
• Other companies cannot see anything of yours. Each company’s data is isolated at the database level by row-level security.
• Our staff can access underlying data where necessary to operate the service, investigate a fault or respond to a support request. [DESCRIBE INTERNAL ACCESS CONTROLS AND LOGGING]

7. Service providers

We share personal information with the following providers so the product can function:

• Supabase: database, authentication and file storage for recordings.
• Vercel: application hosting and request logs.
• ElevenLabs: real-time conversational voice for the AI homeowner, conversation audio, and speech-to-text transcription.
• OpenRouter and the model providers it routes to, and Anthropic: scoring and analysis of transcripts.
• Stripe: subscription payments.

[CONFIRM THIS LIST IS COMPLETE AND CURRENT, AND WHETHER A PUBLISHED SUB-PROCESSOR PAGE WITH CHANGE NOTICE IS CONTRACTUALLY REQUIRED]

We may also disclose information where we are legally required to, or to establish or defend legal claims.

8. How long we keep it

We have not yet published a retention and destruction schedule. Until we do, the honest statement is that drill recordings, transcripts and scores are retained for as long as the account and company subscription exist.

• Drill audio recordings: [RETENTION PERIOD]
• Drill transcripts: [RETENTION PERIOD]
• Scores, metrics and coaching notes: [RETENTION PERIOD]
• Field Log recordings and their transcripts: [RETENTION PERIOD]
• Homeowner lines extracted into a company’s field library: [RETENTION PERIOD]
• Location tags on field recordings: [RETENTION PERIOD]
• Account and billing records: [RETENTION PERIOD]
• Backups: [BACKUP RETENTION PERIOD AND DELETION LAG]

[LAWYER: a specific, published retention and destruction schedule is a statutory requirement under BIPA for biometric identifiers, not a nice-to-have.]

9. If you record real people

The Field Log feature captures the voice of someone who is not a CloseDrill user and has not agreed to anything. Recording laws differ by state and country. In several US states every party to a conversation must consent before it can be recorded, and recording without that consent can be a criminal offence as well as grounds for a civil claim.

Before you record at a real door, you and your employer are responsible for obtaining any consent the law where you are standing requires, and for complying with that law. Do not upload a recording you were not entitled to make. If a person asks us to delete a recording they appear in, contact us at [PRIVACY CONTACT EMAIL] and we will work with the company that holds it. [LAWYER: CONFIRM THIS ALLOCATION OF RESPONSIBILITY, AND WHETHER THE FEATURE SHOULD BE CONSENT-GATED OR GEO-GATED IN PRODUCT.]

10. Your rights and how to exercise them

Depending on where you live you may have the right to access the personal information we hold about you, correct it, delete it, receive a portable copy, object to or restrict certain processing, withdraw consent, limit the use of sensitive personal information, and not be discriminated against for exercising any of these.

To make a request, email [PRIVACY CONTACT EMAIL] from the address on your account. We will respond within [RESPONSE WINDOW].

Deleting a drill or a recording. You can delete your own field recordings from within the app. To have drill recordings, transcripts or scores deleted, email us. One limit worth stating up front: if your employer bought CloseDrill for you, your drill history is that company’s record as well as yours, and we may need the company’s instruction before erasing it, or may retain it where we have a legal obligation or a legitimate need to. [LAWYER: CONFIRM THIS IS DEFENSIBLE AGAINST GDPR ART. 17 AND CCPA DELETION RIGHTS.]

If you are in the EEA or UK you may also complain to your local supervisory authority.

11. Security

Recordings are held in a private storage bucket and reached only through expiring signed links. Each company’s rows are isolated by database row-level security. Traffic is encrypted in transit. Administrative credentials are held server-side only and are never exposed to the browser. [ADD ONLY MEASURES WE CAN ACTUALLY EVIDENCE. DO NOT CLAIM A CERTIFICATION WE DO NOT HOLD.]

No system is perfectly secure. If you believe you have found a vulnerability, please email [SECURITY CONTACT EMAIL].

12. International transfers

Our providers process data in [HOSTING REGIONS]. Where personal information leaves the EEA or UK, the transfer mechanism we rely on is [TRANSFER MECHANISM, e.g. STANDARD CONTRACTUAL CLAUSES].

13. Children

CloseDrill is a workplace tool for adults. It is not directed at anyone under 18 and we do not knowingly collect information from them.

14. Changes

If we change this policy we will update the date at the top of the page and, for material changes affecting how recordings or scores are handled, notify account holders at [NOTICE METHOD AND NOTICE PERIOD].

15. Contact

Privacy questions and rights requests: [PRIVACY CONTACT EMAIL]. Anything else: see the contact page. Our terms of service are here.