Privacy Policy

Last updated June 4, 2026

This Privacy Notice for AdaptClose (“we,” “us,” or “our“) describes how and why we might access, collect, store, use, and/or share (“process“) your personal information when you use our services (“Services“), including when you:

Visit our website at https://www.adaptclose.com or any website of ours that links to this Privacy Notice
Download and use our mobile application (AdaptClose), or any other application of ours that links to this Privacy Notice
Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@adaptclose.com.

Summary of Key Points

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Yes. We process sales call recordings and the transcripts generated from them. We process this and other sensitive information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.

Do we collect any information from third parties? We may receive limited information from our service providers (such as Stripe and Twilio) and from the team administrator who invites you to AdaptClose. Learn more about information collected from other sources.

How do we process your information? We process your information to provide, operate, and improve our Services — including transcribing, analyzing, scoring, and coaching from your recordings — to communicate with you, to process payments, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We share information with the service providers and subprocessors that help us run the Services, and in certain other specific situations. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a request through our contact page, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.

What information do we collect?
How do we process your information?
What legal bases do we rely on to process your personal information?
When and with whom do we share your personal information?
Do we use cookies and other tracking technologies?
Do we offer artificial intelligence-based products?
How long do we keep your information?
How do we keep your information safe?
Do we collect information from minors?
What are your privacy rights?
Controls for do-not-track features
Do United States residents have specific privacy rights?
Do we make updates to this notice?
How can you contact us about this notice?
How can you review, update, or delete the data we collect from you?

1. What information do we collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

names
phone numbers
email addresses
authentication data (one-time sign-in codes)

The Services use passwordless sign-in (a one-time code sent by SMS or email). We do not collect or store account passwords.

Information about third parties that you submit. When you use the Services to record and analyze sales conversations, you may submit information about other people — including the names and email addresses of your customers or prospects, and audio recordings and transcripts of their voices and statements. You are responsible for having a lawful basis and any required consents to provide this information to us (see our Legal Terms and our Recording Consent page). We process this information on your behalf to provide the Services.

Sensitive Information

When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

sales call recordings and the transcripts generated from them

Ownership of your recordings. You own your sales call recordings and the transcripts generated from them. AdaptClose does not own them and does not claim any ownership of them. We act only as a processor of that content on your behalf, handling it solely to provide the Services (such as storage, transcription, analysis, scoring, and coaching) and as described in this Privacy Notice. You are responsible for the content of your recordings and for obtaining any required consents, and AdaptClose is not responsible or liable for the content or legality of recordings you create or submit. See our Recording Consent page and our Legal Terms for details.

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice link(s) here: https://stripe.com/privacy.

Application Data. If you use our mobile application, we may collect the following information if you choose to provide us with access or permission:

Microphone / audio. The application records audio of your sales appointments so they can be uploaded, transcribed, and graded. Recording occurs only when you start a recording.
Mobile device location. While a recording is in progress, the application may read your device’s location and motion/speed to automatically stop recording once you are clearly driving. This data is used transiently for that purpose, is not stored, and is not used to track you.
Push Notifications. We may request to send you push notifications regarding your account or certain features of the application. If you wish to opt out, you may turn them off in your device’s settings.

This information is primarily needed to maintain the security and operation of our application, for troubleshooting, and for our internal analytics and reporting purposes.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, and information about how and when you use our Services. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address, device and application identification numbers, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
Location Data. As described under “Application Data,” our mobile application may access your device’s approximate location and motion/speed while you are actively recording, solely to auto-stop recording when you begin driving. We do not use this data for advertising and do not store your coordinates. You can disable Location access in your device settings, though the auto-stop feature will not function.

Information collected from other sources

In Short: We may receive limited information from our service providers and from your team administrator.

We may receive information about you from our service providers (for example, subscription/billing status from Stripe or message-delivery status from Twilio) and, if you were invited to AdaptClose by your employer or team administrator, the contact details (such as name and phone number) they provided to set up your account. We do not purchase personal information from third-party data brokers for targeted advertising.

2. How do we process your information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, process payments, for security and fraud prevention, and to comply with law.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

To provide, operate, and maintain the Services, including uploading, transcribing, analyzing, scoring, and generating coaching and summaries from your recordings.
To facilitate account creation and authentication and otherwise manage user accounts, including passwordless sign-in.
To deliver account and service communications, such as one-time sign-in codes, account notifications, coaching emails, and customer recap emails, by SMS and email.
To process payments and manage subscriptions.
To improve and develop the Services, including through product analytics and quality assurance.
For security, fraud prevention, and to maintain the integrity of the Services.
To comply with our legal obligations.
To save or protect an individual’s vital interest, such as to prevent harm.

We may also process your information for other purposes only with your prior explicit consent.

3. What legal bases do we rely on to process your information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in the EU or UK, this section applies to you.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing the Services.
Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms, such as operating, securing, and improving the Services.
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
For investigations and fraud detection and prevention
For business transactions provided certain conditions are met
If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
For identifying injured, ill, or deceased persons and communicating with next of kin
If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
If the collection is solely for journalistic, artistic, or literary purposes
If the information is publicly available and is specified by the regulations
We may disclose de-identified information for approved research or statistics projects, subject to ethics oversight and confidentiality commitments

4. When and with whom do we share your personal information?

In Short: We share information with the service providers and subprocessors that help us operate the Services, and in certain other specific situations described below.

Service Providers and Subprocessors. We share personal information with third-party vendors, service providers, and contractors that perform services for us and process information on our behalf under written contracts that restrict their use of the information to providing services to us. These currently include:

Supabase — authentication, database, and file storage (account data, recordings, transcripts)
AssemblyAI — automated transcription of call recordings (audio recordings and resulting transcripts)
Anthropic and OpenAI — AI analysis, scoring, and coaching (transcripts and related content)
Stripe — subscription billing and payment processing (account and payment data)
Twilio — SMS delivery for sign-in codes and account notifications (phone numbers and message content)
Resend — transactional and coaching email delivery (email addresses and message content)
PostHog — product analytics, feature flags, and session replay (usage and device data)
Honeycomb and LangSmith — performance monitoring and AI observability (technical and usage data)

We do not authorize these providers to use your recordings, transcripts, or other personal information for their own purposes, including training their general-purpose AI models. For the current list, see our Subprocessors page.

Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Legal and Safety. We may disclose your information where required to do so by law or where we believe it is necessary to comply with applicable law, respond to lawful requests, or protect the rights, property, or safety of any person.

5. Do we use cookies and other tracking technologies?

In Short: We use cookies and similar technologies to operate, secure, and analyze the Services. We do not use them for cross-context behavioral or targeted advertising.

We use cookies and similar tracking technologies (like pixels and local storage) to operate and secure the Services, remember your preferences, keep you signed in, prevent crashes, fix bugs, and understand how the Services are used. We do not use cookies or tracking technologies for cross-context behavioral advertising or to sell your information.

Product analytics and session replay. We use PostHog, a product-analytics platform, to understand how users interact with the Services and to improve them. This includes capturing usage events, device and browser information, and session replays (recordings of in-app interactions). In our mobile application, session replays are configured to mask text inputs and images. PostHog processes this information as our service provider.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

6. Do we offer artificial intelligence-based products?

In Short: Yes — AI-based analysis of your sales conversations is a core function of the Services.

We use AI and machine-learning tools to transcribe your call recordings and to analyze, summarize, score, and generate coaching from those transcripts (collectively, “AI Products”). The terms in this Privacy Notice govern your use of the AI Products within our Services.

Our AI Products are designed for the following functions:

Automated speech-to-text transcription of recordings
Natural language processing and analysis of conversations
AI-generated scoring, summaries, insights, and coaching recommendations

How we process your data using AI. Audio recordings and transcripts you submit are processed by our AI subprocessors — currently AssemblyAI (transcription) and Anthropic and OpenAI (analysis and grading) — under contracts that restrict their use of your content to providing these services to us. We do not sell your recordings or transcripts, and we do not permit these subprocessors to use your content to train their general-purpose models.

Automated decision-making. AI-generated scores and insights are intended to assist human coaching and decision-making. They may be inaccurate or incomplete and should not be the sole basis for employment, hiring, or other significant decisions. Where automated processing produces legal or similarly significant effects, you have the rights described in “What are your privacy rights?“

7. How long do we keep your information?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. How do we keep your information safe?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. Do we collect information from minors?

In Short: We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.

We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@adaptclose.com.

10. What are your privacy rights?

In Short: Depending on your state of residence in the US or in some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the contact details provided in the section “How can you contact us about this notice?” below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details provided below. However, please note that this will not affect the lawfulness of the processing before its withdrawal, nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by replying “STOP” or “UNSUBSCRIBE” to the SMS messages that we send, or by contacting us using the details provided below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages such as one-time sign-in codes and account notifications that are necessary for the administration and use of your account.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with third parties.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at support@adaptclose.com.

11. Controls for do-not-track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.

12. Do United States residents have specific privacy rights?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information.

Categories of Personal Information We Collect

The table below shows the categories of personal information we have collected. The table includes illustrative examples of each category.

Category	Examples	Collected
A. Identifiers	Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name	YES
B. Personal information as defined in the California Customer Records statute	Name, contact information, education, employment, employment history, and financial information	YES
C. Protected classification characteristics under state or federal law	Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data	NO
D. Commercial information	Transaction information, purchase history, financial details, and payment information	YES
E. Biometric information	Fingerprints and voiceprints	NO
F. Internet or other similar network activity	Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements	YES
G. Geolocation data	Device location	YES*
H. Audio, electronic, sensory, or similar information	Images and audio, video or call recordings created in connection with our business activities	YES
I. Professional or employment-related information	Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us	NO
J. Education Information	Student records and directory information	NO
K. Inferences drawn from collected personal information	Inferences drawn from any of the collected personal information listed above to create a profile or summary	YES
L. Sensitive personal information	Account login information and the contents of audio recordings, transcripts, email, or text messages	YES

*Geolocation (Category G): our mobile application accesses device location/speed transiently to auto-stop recording while driving; we do not store geolocation coordinates. See “Information automatically collected.”

We only collect sensitive personal information, as defined by applicable privacy laws, for the purposes allowed by law or with your consent. Sensitive personal information may be used, or disclosed to a service provider or contractor, for the purposes of providing the Services. You may have the right to limit the use or disclosure of your sensitive personal information. We do not collect or process sensitive personal information for the purpose of inferring characteristics about you.

We will use and retain the collected personal information as needed to provide the Services or, for each category above marked “YES,” for as long as the user has an account with us.

Sources of Personal Information

Learn more about the sources of personal information we collect in “What information do we collect?“

How We Use and Share Personal Information

Learn more about how we use your personal information in the section “How do we process your information?“

Will your information be shared with anyone else? We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider, as described in “When and with whom do we share your personal information?” We may use your personal information for our own business purposes, such as undertaking internal research for technological development and demonstration; this is not considered “selling” of your personal information.

We disclose personal information to our service providers and contractors for business purposes under written contract, as described above. We have not sold personal information, and we have not shared personal information for purposes of targeted advertising (as “sell” and “share” are defined under applicable US state privacy laws), in the preceding twelve (12) months, and we will not do so without first providing you the right to opt out.

Your Rights

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

Right to know whether or not we are processing your personal data
Right to access your personal data
Right to correct inaccuracies in your personal data
Right to request the deletion of your personal data
Right to obtain a copy of the personal data you previously shared with us
Right to non-discrimination for exercising your rights
Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects (“profiling”)

Depending upon the state where you live, you may also have additional rights, including the right to access the categories of personal data being processed, to obtain a list of categories of third parties or specific third parties to which we have disclosed personal data, to question and correct how personal data has been profiled, and to limit the use and disclosure of sensitive personal data (as permitted by applicable law).

How to Exercise Your Rights

To exercise these rights, you can contact us by visiting http://www.adaptclose.com/contact-us, by emailing support@adaptclose.com, or by referring to the contact details at the bottom of this document.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@adaptclose.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

13. Do we make updates to this notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

14. How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at support@adaptclose.com or contact us by post at:

AdaptClose
21 Lands End Lane
Sudbury, MA 01776
United States

15. How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please visit our contact page or email support@adaptclose.com.