Privacy Policy
Effective Date: February 25, 2026 | Last Updated: April 14, 2026
1. Introduction
CloseFasterAI.com ("Company," "we," "us," or "our") operates an AI-powered voice agent platform for real estate professionals. This Privacy Policy explains how we collect, use, store, and protect information from our users (real estate agents, "Realtors") and the individuals they communicate with through our platform ("Leads" or "Callers").
By using our Service, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 From Realtors (Account Holders)
| Data Type | Examples | Purpose |
|---|---|---|
| Account information | Name, email, phone, brokerage, real estate license number | Account creation, authentication, notifications |
| Billing information | Payment method (processed by Stripe — we do not store card numbers) | Subscription billing |
| Knowledge base content | Listings, FAQs, pricing, policies you upload | Powering the AI voice agent |
| Settings & preferences | Notification preferences, calendar link, script tone | Service configuration |
| Email monitoring data | Incoming email headers (from, to, subject, date), email body text (up to 3,000 characters), email snippets | Lead detection, email classification, AI-assisted email responses |
Note: Our email monitoring feature reads only the plain text content of emails. We do not access, download, or store email attachments (such as PDFs, images, or documents).
2.2 From Leads (Callers / Contacts)
| Data Type | Examples | Purpose |
|---|---|---|
| Contact information | Name, phone number, email (if provided) | Lead management, communication |
| Call recordings | Full audio recording of AI-assisted calls | Quality assurance, dispute resolution, Realtor review |
| Call transcripts | AI-generated text transcription of calls | Realtor review, AI improvement |
| Property interests | Properties discussed, preferences stated during calls | Lead qualification, Realtor follow-up |
| Language preference | English or Spanish (auto-detected) | Bilingual service delivery |
| Consent data | Consent source, timestamp, opt-out requests | TCPA compliance |
2.3 Automatically Collected
| Data Type | Examples | Purpose |
|---|---|---|
| Usage data | Pages visited, features used, login times | Service improvement |
| Device & browser info | IP address, browser type, operating system | Security, troubleshooting |
| Call metadata | Call duration, time, direction (inbound/outbound), outcome | Analytics, billing |
| Email classification data | Email priority, category (lead inquiry, lender update, etc.), proposed actions | Automated lead detection, inbox triage |
3. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the CloseFasterAI.com platform
- Power AI voice conversations with leads on behalf of Realtors
- Schedule appointments and send notifications
- Process payments and manage subscriptions
- Comply with legal obligations, including TCPA record-keeping
- Detect and prevent fraud, abuse, or security threats
- Improve the Service through anonymized, aggregated analytics
- Communicate with Realtors about their account, service updates, and support
We do not sell personal information to third parties. Ever.
4. AI Data Processing
4.1 How AI Uses Your Data
Our AI voice agent processes the following data in real time during calls:
- The Realtor's knowledge base (listings, FAQs, policies) to answer caller questions
- Caller voice input to understand and respond to questions
- Language detection to switch between English and Spanish
4.2 AI-Generated Content
The AI generates responses, appointment bookings, call transcripts, and lead notes. These are AI-generated outputs and may contain errors or inaccuracies. Realtors are responsible for reviewing AI-generated content for accuracy.
4.3 Third-Party AI Services
We use the following third-party AI and communication services to power the platform:
| Service | Purpose | Their Privacy Policy |
|---|---|---|
| Anthropic (Claude API) | Conversation intelligence, language processing | anthropic.com/privacy |
| Vapi.ai | AI voice call infrastructure | vapi.ai/privacy |
| ElevenLabs | Voice synthesis | elevenlabs.io/privacy |
| Twilio | Phone numbers, SMS, call routing | twilio.com/legal/privacy |
| Stripe | Payment processing | stripe.com/privacy |
| Google (Gmail API) | Email monitoring, sending emails on behalf of Realtors | policies.google.com/privacy |
| Google (Gemini API) | Email content analysis for lead extraction | policies.google.com/privacy |
These providers process data on our behalf under their respective privacy policies and data processing agreements.
4.4 Email Monitoring & AI Classification
When a Realtor connects their Gmail account, our platform monitors their inbox for new incoming emails. Here is how that data is handled:
- What we read: Email headers (from, to, subject, date) and the plain text body of each email (up to 3,000 characters). We do not access, download, or store email attachments of any kind — including PDFs, images, spreadsheets, or other documents.
- How we process it: Email text is sent to AI services (Anthropic Claude for classification and Google Gemini for lead extraction) to categorize emails and detect potential lead inquiries. Before classification, personally identifiable information such as phone numbers and email addresses is masked.
- What we store: For each processed email, we store the subject line, a short snippet (approximately 200 characters), sender information, and the AI-generated classification (e.g., lead inquiry, lender update, marketing). If a lead is detected, a Lead record is created with the extracted name, phone, email, and property interest.
- Data minimization: Email body text is truncated to 1,000–3,000 characters before being sent to AI services. Full email bodies are not stored in our database.
- Disconnecting: Realtors may disconnect their Gmail account at any time through their account settings. Once disconnected, email monitoring stops immediately and no further email data is accessed.
4.5 Google API Limited Use Disclosure
CloseFasterAI.com's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, CloseFasterAI.com:
- Uses Google user data only to provide and improve user-facing features of the Service, including email monitoring, lead detection, and AI-assisted email classification as described in this Privacy Policy.
- Does not transfer Google user data to third parties except as necessary to provide the Service, for security purposes, or to comply with applicable law.
- Does not use Google user data for serving advertisements, retargeting, or interest-based advertising.
- Does not use Google user data to determine credit-worthiness or for lending purposes.
- Does not allow humans to read Google user data unless the user has given affirmative consent, it is necessary for security purposes (such as investigating a bug or abuse), it is necessary to comply with applicable law, or the data has been aggregated and anonymized for internal operations.
5. Call Recording & Transcription
5.1 Recording Disclosure
All calls conducted through CloseFasterAI.com are recorded. The AI agent discloses this at the start of every call. Recordings are used for:
- Realtor review of AI-lead interactions
- Quality assurance and error correction
- Dispute resolution
- TCPA compliance documentation
5.2 Recording Retention
| Plan | Retention Period |
|---|---|
| Beta | 7 days |
| Starter | 30 days |
| Pro | 90 days |
Recordings involving booked appointments or flagged interactions may be retained for up to 12 months for legal protection purposes, regardless of plan tier.
5.3 Recording Access
- Realtors can access recordings for their own calls via the dashboard
- Leads/Callers may request access to recordings of their own calls by contacting us at support@closefasterai.com
- We access recordings only for support, troubleshooting, or legal compliance
6. SMS / Text Messaging Program
6.1 Program Overview
CloseFasterAI.com operates an SMS messaging program ("Close Faster AI Real Estate Messaging") that delivers text messages on behalf of real estate agents to the leads and clients they serve. Message types include appointment confirmations, property information, follow-up communications, and customer care notifications.
6.2 How Consent Is Obtained
End users opt in to receive SMS messages in one of the following ways:
- By completing the consent form at closefasterai.com/sms-opt-in and affirmatively checking the SMS consent checkbox.
- By submitting their phone number through a lead-capture form on a real estate agent's website powered by Close Faster AI, where equivalent SMS consent disclosure and an affirmative checkbox are presented before submission.
- By providing their phone number directly to a real estate agent during a conversation and receiving a confirmation message that they may opt out of at any time.
6.3 Message Frequency, Rates, and Opt-Out
- Frequency: Message frequency varies based on the user's activity and typically does not exceed 10 messages per month.
- Rates: Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
- Opt-out: Users may opt out at any time by replying STOP, CANCEL, UNSUBSCRIBE, QUIT, END, STOPALL, or REVOKE to any message. After opt-out, no further SMS will be sent to that number.
- Help: Users may reply HELP or INFO to any message, or email support@closefasterai.com, for assistance.
6.4 SMS Data Sharing Restrictions
Phone numbers and SMS consent data collected through our messaging program are not shared with, sold to, rented to, or disclosed to any third parties, affiliates, or partners for marketing, promotional, or advertising purposes. We share SMS-related information only with the subprocessors that are strictly necessary to deliver the messages (for example, Twilio as our messaging service provider) and only for the purpose of carrying out the consented communications. We do not share SMS opt-in data with advertisers, data brokers, or lead-generation services of any kind.
7. Data Sharing
We share personal information only in the following circumstances:
We do not share, sell, or rent personal information to advertisers, data brokers, or any third parties for marketing purposes.
8. Data Security
We implement reasonable technical and organizational measures to protect your data, including:
- Encryption in transit (TLS/HTTPS) for all data transmission
- Encryption at rest for stored data
- Access controls limiting data access to authorized personnel
- Secure credential storage (environment variables, never in source code)
- Webhook signature verification for all inbound API calls
- Regular security reviews of application code and infrastructure
No system is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
9. Your Rights
9.1 Realtor Rights
As a Realtor account holder, you may:
- Access your data through the dashboard at any time
- Export your lead data and call logs
- Update your account information and knowledge base
- Delete your account — contact us at support@closefasterai.com and we will delete your account and associated data within 30 days
- Opt out of non-essential communications
9.2 Lead / Caller Rights
As a person who has interacted with our AI voice agent, you may:
- Request access to call recordings and transcripts involving you
- Request deletion of your personal information from our system
- Opt out of future AI-assisted calls by saying "stop," "remove me," or "don't call again" during any call, or by contacting us at support@closefasterai.com
To exercise any of these rights, contact us at support@closefasterai.com. We will respond within 30 days.
10. Do Not Call & Opt-Out
We maintain an internal Do-Not-Call list. When a caller opts out — whether verbally during a call, via text message, or by contacting us — their number is permanently flagged and will never be called again through our platform.
We also check the National Do-Not-Call Registry before placing outbound calls.
11. Children's Privacy
CloseFasterAI.com is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 18, we will delete it promptly.
12. State-Specific Disclosures
12.1 Texas Residents
Under the Texas Data Privacy and Security Act (TDPSA), Texas residents may have additional rights regarding their personal data, including the right to access, correct, delete, and opt out of certain data processing. To exercise these rights, contact us at support@closefasterai.com.
12.2 California Residents
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and the right to request deletion. We do not sell personal information as defined under the CCPA. To exercise your rights, contact us at support@closefasterai.com.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify Realtors via email or in-app notification and update the "Last Updated" date at the top of this page. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.