Security & Data Handling
How CloseBuddy handles your data and your clients' data, in plain English. This page summarises the Privacy Policy. If anything here appears to differ, the Privacy Policy governs.
What data is held
- Stripe — payment processing. We do not store your card details.
- Recall.ai — the meeting bot and calendar integration. The bot joins your meeting, and Recall.ai holds the Google Calendar OAuth tokens used to read your calendar on our behalf.
- LiveKit— real-time audio infrastructure for practice sessions and the meeting bot's audio stream. Audio is processed in real time and is not retained.
- Google Calendar — read-only access (
calendar.events.readonly) used only to show your upcoming meetings inside CloseBuddy and let you launch the bot with one click. We do not store raw calendar data on our servers. - Google Analytics — aggregated usage analytics (pages visited, features used, session durations). It does not receive your calendar data or call transcripts.
- Google Gemini (Google AI)— the language model used to generate real-time coaching tips and post-call reviews. Call transcripts are sent to Gemini for analysis; Google's AI data practices apply.
- Supabase — database and authentication. Stores your account profile, call transcripts, and CRM data.
What is stored where, and for how long
| Data | Where | Retention |
|---|---|---|
| Account profile (name, email) | Supabase (database & authentication) | Until you delete your account. |
| Call transcripts | Supabase, in your account | Until you delete them or delete your account. |
| CRM prospect data | Supabase, in your account | Until you delete it or delete your account. |
| Meeting audio recordings | Not retained | Processed in real time and discarded. |
| Google Calendar events | Not stored by CloseBuddy | Fetched live from Recall.ai and discarded after display. |
| Google Calendar OAuth tokens | Held by Recall.ai | Revoked immediately when you disconnect your calendar. |
| Card details | Held by Stripe | CloseBuddy does not store your card details. |
We encrypt data in transit (TLS) and at rest (AES-256) for sensitive prospect and transcript data, and access to user data is limited to authenticated users and authorised service accounts.
What a client on a coached call sees and hears
- Sees:when you launch the meeting bot, it joins the call as a participant named “Meeting Assistant”.
- Hears:nothing from CloseBuddy's coaching. Coaching tips, scores and transcripts are shown to you privately inside CloseBuddy and are not spoken into the call.
- The call audio is processed in real time to produce a transcript. The recording itself is not retained.
A copy-ready client consent line
If you use the meeting bot on a client call, tell them first. Adapt this to your own firm's policy:
“I'll be using an AI note-taker called ‘Meeting Assistant’ on our call. It joins the meeting, transcribes it in real time, and gives me coaching afterwards. The call audio isn't kept; the transcript is stored in my CloseBuddy account so I can review and improve. Just tell me if you'd prefer I turn it off.”
Do transcripts train AI models?
Our Privacy Policy says transcripts are “stored in your account and used to provide AI coaching, performance reviews, and CRM summaries”, and that “Call transcripts are sent to Gemini for analysis. Google's AI data practices apply.” The policy does not state whether transcripts are used to train AI models, so we do not make a claim either way here. If your firm needs a written position on model training, ask us — see below.
Who inside a firm can see whose transcripts
Managers see an advisor's transcripts and AI review scores only when the advisor grants that permission. Access is requested and approved per manager, and the default is off: without permission a manager sees metadata only, not transcript or CRM content. Advisors can change or revoke this at any time from the team dashboard.
Requesting a DPA, or asking a question
To request a Data Processing Agreement, a response to a security questionnaire, or a written answer on any point above, contact us. We will respond as quickly as we can.
A note on MAS
MAS does not certify or endorse vendors or products, and CloseBuddy is not a MAS-approved or MAS-endorsed product. CloseBuddy is coaching software built around MAS fair-dealing and disclosure expectations. It does not replace your firm's own compliance review, and you remain responsible for what you say to your clients.