Privacy Policy

1. What We Collect

We collect information in the following categories:

Account Information. When you register, we collect your name, email address, password (stored only as a salted hash — never in plain text), and any profile information you provide such as brokerage name, role, and phone number.

Payment Information. Billing and subscription payments are handled by Stripe. We do not store your credit card number, bank account details, or full payment information on our servers. We receive only limited metadata from Stripe (last four digits of the card, card type, billing ZIP code, and subscription status) for account management.

Uploaded Documents. You may upload real estate contracts and related documents (PDFs, Word files, etc.). These files are stored in your account and used solely to provide the features you request — deadline extraction, AI analysis, calendar generation, and reminders.

Usage Data. We collect basic usage logs including browser type, device type, IP address, referring URL, and pages or features used. We use this data to operate, secure, and improve the Service.

Communications. If you contact support, we retain that correspondence to provide assistance and to improve the Service.

2. Uploaded Documents & File Data

Files you upload are stored securely in your account and are not shared with other users. We treat uploaded documents as private and access them only to provide the Service or to debug technical issues at your request.

Uploaded files are processed by our AI pipeline, which sends document content or extracted text to third-party AI providers (see Section 7) solely to generate the deadlines, summaries, and chat responses you request.

You are responsible for ensuring you have the legal right to upload, process, and share any documents you submit to the Service. Do not upload documents containing information you are not authorized to share or process electronically.

3. How We Use Your Information

• To create and manage your account
• To extract deadlines, generate calendar files, and send email reminders
• To power the AI chat assistant using your document context
• To process payments through Stripe
• To send transactional emails (reminders, receipts, account notices, security alerts)
• To send marketing emails about new features or related offerings — only if you have not opted out (see Section 9)
• To improve the Service, diagnose issues, and prevent abuse or fraud
• To comply with legal obligations and respond to lawful requests

We do not sell, rent, or trade your personal information or uploaded documents to third parties. We do not share your data for cross-context behavioral advertising. We do not use your data for targeted advertising.

4. AI Processing & No Training on Your Data

ClosingClock uses third-party AI providers — currently OpenAI and Anthropic — to process document content and generate outputs. This processing is necessary to provide the core features of the Service.

Per the API terms of our AI providers, the content you submit through ClosingClock is NOT used to train their foundation models.OpenAI's API and Anthropic's API both contractually exclude business API data from model training by default. Your contracts and other uploaded documents are processed transiently to generate responses and are subject to the providers' own data retention policies for their API services.

We do not use your uploaded documents or AI interactions to train our own machine-learning models. If you have concerns about AI processing of specific documents, do not upload them.

5. Data Retention and Deletion

We retain your account data and uploaded files for as long as your account is active or as needed to provide the Service. If you delete your account or request deletion of your data, we will delete or anonymize your personal information and uploaded files within thirty (30) days, except where retention is required by law, for legitimate business purposes (such as resolving disputes or enforcing agreements), or for security and fraud prevention.

Cached or backup copies may persist for a short additional period (typically not exceeding ninety (90) days) before being overwritten or deleted in the normal course of operations.

You may request access to, correction of, or deletion of your personal data at any time by contacting admin@closingclock.app. We will respond to verifiable requests within thirty (30) days.

6. Security and Breach Notification

We use commercially reasonable security measures to protect your data, including: encrypted storage (Supabase, AES-256 at rest), HTTPS in transit, hashed and salted passwords, role-based access controls, and Row-Level Security (RLS) policies that prevent users from accessing one another's data.

However, no system is completely secure. We cannot guarantee that unauthorized access, hacking, or data loss will never occur. You are responsible for maintaining the confidentiality of your account credentials. Notify us immediately at admin@closingclock.app if you suspect unauthorized access to your account.

Breach Notification. If we become aware of a security incident that has resulted, or is reasonably likely to result, in unauthorized access to your personal information, we will notify affected users without undue delay, and in any case within the timeframes required by applicable law (typically 30-72 days depending on jurisdiction).

Do not treat the Service as your sole repository for critical legal documents. Maintain your own secure copies of all contracts and transaction files.

7. Third-Party Service Providers

We use the following third-party services to operate the platform. Each has its own privacy policy and data-processing terms:

• Supabase — database, authentication, and file storage
• Stripe — payment processing, billing, and subscription management
• SendGrid — transactional and reminder email delivery
• OpenAI — AI language-model processing of document content (API; no training on data)
• Anthropic — AI language-model processing for select features (API; no training on data)
• Vercel — application hosting and content delivery

By using the Service, you acknowledge that certain data may be processed by these providers in accordance with their terms. We periodically review their security and privacy practices.

8. Your Privacy Rights (CCPA, VCDPA, CPA, CTDPA, UCPA, and similar laws)

Depending on where you live, you may have specific rights regarding your personal information under laws such as the California Consumer Privacy Act (CCPA/CPRA), the Virginia Consumer Data Protection Act (VCDPA), the Colorado Privacy Act (CPA), the Connecticut Data Privacy Act (CTDPA), the Utah Consumer Privacy Act (UCPA), and similar state laws. These rights generally include:

• Right to Know / Access: request a copy of the personal information we have about you
• Right to Correct: request that we correct inaccurate personal information
• Right to Delete: request that we delete your personal information (subject to lawful exceptions)
• Right to Opt Out of Sale or Sharing: we do not sell or share personal information for cross-context behavioral advertising, so there is nothing to opt out of, but you may submit a request for confirmation
• Right to Opt Out of Profiling: we do not engage in automated decision-making that produces legal or similarly significant effects
• Right to Non-Discrimination: we will not deny service, charge different prices, or provide different quality of service in response to a privacy rights request

To exercise any of these rights, email admin@closingclock.appwith the subject line “Privacy Rights Request.” We will verify your identity (typically by confirming control of the account email) and respond within thirty (30) to forty-five (45) days as required by the applicable law.

If we deny your request, you have the right to appeal by replying to our denial. California residents may also file a complaint with the California Privacy Protection Agency.

9. Marketing Communications & CAN-SPAM

We comply with the federal CAN-SPAM Act. Transactional emails (account notices, deadline reminders, receipts, security alerts) are not marketing emails and are required for the Service to function — you cannot opt out of these without closing your account.

Marketing emails (product announcements, tips, promotional content) include an “unsubscribe” link in the footer. Clicking it will remove you from marketing lists within ten (10) business days. You may also email admin@closingclock.app with “Unsubscribe” in the subject line.

10. Cookies and Tracking

We use session cookies and similar technologies for authentication and core functionality. We do not use third-party advertising trackers, retargeting pixels, or behavioral profiling cookies. Analytics, where used, are limited to aggregate usage data and do not include cross-site tracking.

You can block or delete cookies through your browser settings, though doing so may impair core functionality such as staying logged in.

11. Children's Privacy

The Service is not directed at children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact admin@closingclock.app and we will delete it.

12. International Users

The Service is operated from the United States. By using the Service from outside the United States, you consent to the transfer of your information to and processing in the United States, which may have different data-protection laws than your country of residence.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice in the app at least thirty (30) days before the changes take effect. Continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

14. Contact

Questions about this Privacy Policy or your data? Contact us at admin@closingclock.app.

ParClark Tech Solutions LLC
Summerville, SC, United States