CloseTheCall.com — AI Receptionist Service for Home Service Businesses
Summary for Busy People: We collect your business information to power your AI receptionist. We collect your callers' information solely to fulfill the service on your behalf. We do not sell any data. You own your data. You can delete it anytime. Call recording requires proper disclosure to callers — you are responsible for compliance in your jurisdiction. Read Section 5 carefully.
CloseTheCall.com is a trade name operated by Quantum AI WebApps Digital LLC, a limited liability company registered in the State of Wyoming, United States ("Company," "we," "us," or "our"). Our registered address is 30 N Gould Street, Sheridan, Wyoming 82801.
This Privacy Policy applies to:
This Policy does not apply to third-party websites or services that may be linked from our platform. We encourage you to review the privacy policies of any third-party services you access through our integrations.
Depending on the context, we act in different capacities:
For the purposes of this Privacy Policy, the following terms have the meanings ascribed below:
| Term | Definition |
|---|---|
| "Customer" | A business entity or individual that has registered for and uses our Service. Also referred to as "you" or "your." |
| "Caller" | Any third-party individual who calls your business phone number that is routed through our AI receptionist system. |
| "Personal Data" / "Personal Information" | Any information that identifies or can reasonably be used to identify a natural person, either directly or indirectly. |
| "Processing" | Any operation performed on Personal Data, including collection, storage, use, transfer, or deletion. |
| "Call Data" | Audio recordings, transcripts, metadata (date, time, duration, phone numbers), and AI-generated summaries of calls handled by our system. |
| "Service Data" | All data generated through your use of the Service, including call logs, booking records, and system analytics. |
| "AI Training Data" | Business information you provide to configure and train your AI receptionist, including service descriptions, pricing, availability, and FAQs. |
When your AI receptionist handles calls on your behalf, we collect:
Important — Caller Data: Caller Data is collected on your behalf as your Data Processor. You, as the Customer, are the Data Controller for Caller Data and bear primary responsibility for ensuring that its collection, use, and retention complies with applicable laws including the TCPA, state wiretapping statutes, and any other relevant regulations. See Section 5 for full call recording obligations.
We collect information through the following methods:
CRITICAL LEGAL NOTICE — Read This Section Carefully: Call recording laws vary significantly by jurisdiction. Failure to comply can result in civil liability, criminal penalties, and regulatory fines. You are solely and exclusively responsible for ensuring your business complies with all applicable laws before activating call recording features.
By default, our AI receptionist system plays a brief disclosure to callers at the start of each call, informing them that the call may be recorded or monitored for quality assurance purposes. The exact wording is: "This call may be recorded for quality and service improvement purposes."
This disclosure is designed to satisfy one-party consent requirements applicable in most U.S. states. However, this default disclosure does not constitute legal advice and does not guarantee compliance in all-party consent jurisdictions.
The TCPA, 47 U.S.C. § 227, regulates automated telephone communications. While the TCPA primarily governs outbound calls and text messages, certain provisions may affect how you use our Service, particularly:
You are responsible for obtaining any required consents under the TCPA before sending automated messages to callers using our platform.
The following states require the consent of ALL parties to a telephone conversation before it may be lawfully recorded (commonly referred to as "two-party" or "all-party" consent states):
| State | Statute | Key Requirement |
|---|---|---|
| California | Penal Code § 632 | All-party consent; civil penalty up to $5,000 per violation |
| Florida | F.S. § 934.03 | All-party consent; criminal and civil penalties |
| Illinois | 720 ILCS 5/14-1 | All-party consent; class felony for violations |
| Maryland | Cts. & Jud. Proc. § 10-402 | All-party consent; criminal penalties |
| Massachusetts | M.G.L. c. 272 § 99 | All-party consent; criminal and civil liability |
| Michigan | MCL § 750.539c | All-party consent |
| Montana | MCA § 45-8-213 | All-party consent |
| Nevada | NRS § 200.620 | All-party consent; criminal penalties |
| New Hampshire | RSA § 570-A:2 | All-party consent |
| Oregon | ORS § 165.540 | All-party consent in certain circumstances |
| Pennsylvania | 18 Pa. C.S. § 5704 | All-party consent; strict enforcement |
| Washington | RCW § 9.73.030 | All-party consent; criminal penalties |
| Connecticut | CGS § 52-570d | All-party consent for certain communications |
You must consult with a licensed attorney in your jurisdiction — and in the jurisdiction of your callers — before activating call recording features. If you operate in or receive calls from any of the above states, you may need to implement enhanced disclosure language and/or obtain explicit caller consent before recording begins.
We process call recordings strictly as your Data Processor. This means:
For customers and callers located in the European Economic Area (EEA) or the United Kingdom, we rely on the following legal bases under the GDPR and UK GDPR:
| Processing Activity | Legal Basis |
|---|---|
| Providing the Service, account management, billing | Contractual necessity (Art. 6(1)(b)) |
| Call recording and transcription on your behalf | Contractual necessity + Legitimate interests (Art. 6(1)(b)(f)) |
| Security, fraud prevention, legal compliance | Legal obligation + Legitimate interests (Art. 6(1)(c)(f)) |
| Product improvement, analytics (aggregated/anonymized) | Legitimate interests (Art. 6(1)(f)) |
| Marketing communications | Consent or Legitimate interests (Art. 6(1)(a)(f)) |
| Processing special category data (if applicable) | Explicit consent (Art. 9(2)(a)) |
We do not sell, rent, or trade your personal information or your callers' personal information to any third party for commercial purposes. Period.
We may disclose personal information only in the following limited circumstances:
We engage carefully vetted third-party vendors who process data on our behalf under strict data processing agreements. See Section 9 for the full list.
We may disclose personal information if we believe in good faith that disclosure is necessary to:
Where legally permitted, we will notify you before disclosing your information in response to a legal request.
In the event of a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be transferred as part of that transaction. We will provide notice before your personal information becomes subject to a different privacy policy.
We may share your information with third parties for purposes not described in this Policy if you provide your explicit prior consent.
We may share aggregated or de-identified data that cannot reasonably be used to identify you for industry research, analytics, marketing, or other business purposes.
We use the following categories of third-party service providers. Each is bound by a data processing agreement limiting their use of your data to providing services to us:
| Category | Purpose | Data Shared |
|---|---|---|
| Payment Processing | Stripe, Inc. | Billing name, address, payment card details (tokenized) |
| Cloud Infrastructure | AWS / Google Cloud | All platform data (encrypted at rest) |
| Voice/Telephony Infrastructure | AI voice providers | Call audio, transcripts, caller metadata |
| Email Delivery | Transactional email provider | Your email address and name |
| Analytics | Google Analytics 4 | Anonymized website usage data |
| Advertising | Meta Pixel, Google Ads | Anonymized conversion data (no call/transcript data) |
| Customer Support | Support ticketing platform | Support communications and account info |
| Calendar Integration | Google, Microsoft (if connected by you) | Calendar availability data you authorize |
We do not share call recordings, transcripts, or caller personal information with advertising or analytics platforms.
| Data Type | Default Retention | Notes |
|---|---|---|
| Call audio recordings | 90 days | Adjustable in dashboard; deletion on request |
| Call transcripts & summaries | 12 months | Adjustable in dashboard; deletion on request |
| Call metadata (date, duration, number) | 24 months | Required for billing verification and dispute resolution |
| Account & business profile data | Duration of subscription + 36 months | Retained for legal and tax compliance |
| Payment records & invoices | 7 years | Required by IRS regulations and accounting standards |
| Support communications | 36 months after last interaction | Required for dispute resolution |
| Website analytics data | 26 months | Google Analytics default; anonymized |
| Backup copies | Up to 90 days after deletion request | Deleted from backups within next backup cycle |
Upon termination of your subscription, your account data is flagged for deletion. Active deletion occurs 30 days after your final subscription date, giving you time to export any data you need. Payment records and minimum legally required records are retained per applicable law regardless of account closure.
We implement a comprehensive, multi-layered security program designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
In the event of a data breach that affects your personal information, we will notify you within 72 hours of becoming aware of the breach (where feasible), consistent with GDPR requirements and applicable U.S. state breach notification laws. We will provide details of the nature of the breach, data affected, likely consequences, and measures taken or proposed.
Limitation: No method of electronic transmission or storage is 100% secure. While we use commercially reasonable measures to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials and for notifying us immediately of any suspected unauthorized access.
Regardless of your location, you have the following rights with respect to your personal information:
To exercise any of these rights, email us at support@closethecall.com. We will respond within 30 days of receiving your verified request. We may request identity verification before fulfilling rights requests.
If you are a California resident, you have the following additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):
In the past 12 months, we have collected the following categories of personal information: Identifiers (name, email, phone, IP address); Commercial information (billing history, subscription details); Internet or network activity (website usage data); Inferences drawn from usage data; Audio/call data (recordings and transcripts).
To submit a CCPA request, email support@closethecall.com or write to us at our address. We will verify your identity before processing your request. Authorized agents may submit requests on your behalf with written authorization.
If you are located in the European Economic Area or the United Kingdom, you have the following rights under the GDPR / UK GDPR in addition to those in Section 12:
Our Data Protection contact for GDPR purposes is reachable at support@closethecall.com.
Note: Our Service is primarily intended for U.S. and Canadian businesses. If you are an EEA or UK resident using our Service, please be aware that your data may be transferred to and processed in the United States. We implement appropriate safeguards for such transfers as described in Section 18.
For Canadian residents, we process personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. We collect only the information necessary for the purposes identified in this Policy, obtain your consent where required, and provide you with reasonable access to your personal information upon request.
To exercise your PIPEDA rights or to contact our Privacy Officer, email support@closethecall.com.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Strictly Necessary | Authentication, session management, security. Cannot be disabled without breaking the Service. | Session / up to 30 days |
| Performance / Analytics | Google Analytics 4 — anonymized usage statistics to improve our website | Up to 2 years |
| Marketing / Advertising | Meta Pixel, Google Ads — measures ad campaign effectiveness. No personal data from call/transcripts shared. | Up to 90 days |
| Functional | Remembers your preferences (language, dashboard settings) | Up to 1 year |
You can control cookies through your browser settings. Most browsers allow you to refuse new cookies, accept only certain cookies, or delete cookies already set. Note that disabling strictly necessary cookies will impair your ability to use our Service. For information on managing cookies in specific browsers, visit the browser's help documentation.
You may also opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on and opt out of interest-based advertising at aboutads.info.
Our Service is intended exclusively for business owners and their authorized representatives who are at least 18 years of age. We do not knowingly collect, use, or disclose personal information from children under the age of 13 (or under 16 for users in the EEA). If we become aware that we have inadvertently collected personal information from a child under the applicable age threshold, we will take immediate steps to delete such information. If you believe we may have collected information from a child, please contact us immediately at support@closethecall.com.
Our servers are primarily located in the United States. If you access our Service from outside the United States, your personal information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your home country.
For transfers from the EEA or UK to the United States, we rely on appropriate safeguards including Standard Contractual Clauses (SCCs) approved by the European Commission and/or the UK International Data Transfer Agreement (IDTA) to ensure your data is protected to GDPR standards during the transfer.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
We archive previous versions of this Policy and make them available upon request. Continued use of our Service after the effective date of any change constitutes your acceptance of the revised Policy.