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Privacy policy

Effective October 20, 2026 · Last updated October 20, 2026

1. Introduction

Welcome to ExaClose (“ExaClose,” “we,” “us,” or “our”).

ExaClose provides cloud-based lead capture, customer relationship management (CRM), workflow automation, artificial intelligence (AI) assistance, communications, and business integrations.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when individuals visit our websites, create accounts, subscribe to our services, or interact with features powered by ExaClose.

By using ExaClose, you acknowledge the practices described in this Privacy Policy.

Business Operator: Owl Media and Design, LLC
Website: https://www.exaclose.com
Privacy Contact: [email protected]

2. Scope of This Policy

This Privacy Policy applies to:

  • Visitors to our websites and web applications.
  • Individuals who register for or administer ExaClose accounts.
  • Customers who purchase or subscribe to our services.
  • Individuals who communicate directly with ExaClose.
  • Personal information processed by ExaClose for its own business purposes.

ExaClose also processes information about leads, prospects, and customers on behalf of businesses using our platform.

For that information, the business using ExaClose generally determines why and how personal information is collected and processed. ExaClose acts as a service provider or data processor on its behalf, subject to applicable agreements and laws.

If you are a lead or customer of a business using ExaClose, you should consult that business’s privacy policy for information about its data practices.

3. Information We Collect

3.1 Account and Registration Information

When you register for ExaClose, we may collect:

  • Name and business name.
  • Email address and telephone number.
  • Account login credentials and authentication information.
  • Business contact information.
  • Subscription and billing information.
  • Account preferences and settings.
  • Support communications.

3.2 Lead and Customer Information

Businesses using ExaClose may upload, import, collect, or generate information about their leads and customers, including:

  • Names and contact information.
  • Email addresses and telephone numbers.
  • Business and company details.
  • Lead sources and marketing attribution.
  • Conversation histories and communication records.
  • Notes, appointments, and follow-up activities.
  • Lead qualification details and sales pipeline status.
  • Customer inquiries and purchase interests.
  • AI-generated summaries and lead insights.
  • Other information submitted through forms, integrations, or communications.

We process this information to provide services to the relevant ExaClose customer and in accordance with applicable agreements.

3.3 AI Assistant and Communication Information

When customers enable AI-powered services, we may process:

  • Voice and telephone communications.
  • Call recordings, where enabled.
  • Call transcripts and summaries.
  • AI assistant instructions and configurations.
  • Customer inquiries and responses.
  • AI-generated recommendations and follow-up tasks.
  • Chat messages, prompts, and related contextual information.
  • Metadata such as call duration, timestamps, and communication status.

Voice and conversation information may be transmitted to third-party AI and telecommunications providers to deliver requested features.

Where required by law, customers must provide appropriate notice and obtain consent before recording or processing communications.

3.4 Payment and Financial Integration Information

ExaClose may collect or process:

  • Subscription status and billing records.
  • Transaction references.
  • Invoice information.
  • Payment confirmation details.
  • Accounting-related information obtained through authorized integrations.

When QuickBooks integration is enabled, ExaClose may access authorized accounting and customer records to provide requested synchronization and automation features.

We do not intentionally collect complete payment card numbers unless specifically required for a supported feature and handled through an appropriately authorized payment provider.

3.5 Automatically Collected Information

When you access ExaClose, we may automatically collect:

  • IP address.
  • Browser type and version.
  • Device and operating system information.
  • Pages visited and application interactions.
  • Referring URLs.
  • Session timestamps.
  • Error reports and diagnostic information.
  • Cookie identifiers and analytics information.
  • Approximate geographic location inferred from IP address.

4. How We Use Information

We use personal information to:

  1. Create, authenticate, and manage user accounts.
  2. Provide lead capture and CRM functionality.
  3. Process customer communications and AI assistant interactions.
  4. Facilitate telephone calls, SMS, email, and automated workflows.
  5. Connect and synchronize authorized third-party integrations.
  6. Manage subscriptions, payments, and billing.
  7. Provide customer support.
  8. Improve platform functionality, reliability, and security.
  9. Detect fraud, abuse, unauthorized access, and security incidents.
  10. Analyze website and application usage.
  11. Measure advertising effectiveness and purchase conversions.
  12. Comply with applicable legal obligations.
  13. Enforce our Terms of Use and other agreements.

We do not sell customer lead databases as a standalone commercial product.

We do not authorize our AI providers to use customer lead data to train their general-purpose AI models through ExaClose integrations unless separately disclosed and permitted by the applicable agreements and settings.

Third-party providers’ own data handling, retention, and training practices remain subject to their respective terms and configurations.

5. Artificial Intelligence and Third-Party Integrations

ExaClose uses third-party technology providers to support platform functionality.

5.1 Vapi AI Assistant

ExaClose may integrate with Vapi to provide AI-powered voice assistants, telephone interactions, automated lead qualification, appointment coordination, and related communication services.

Depending on enabled features, information shared with Vapi may include telephone numbers, voice audio, transcripts, assistant configurations, and contextual lead information.

Vapi and its underlying service providers may process this information to deliver voice AI functionality.

5.2 OpenAI

ExaClose may use OpenAI services for natural language processing, lead qualification, message generation, conversation summarization, and other AI-assisted features.

Relevant prompts, conversation content, and business information may be transmitted to OpenAI when these features are used.

5.3 Anthropic Claude

ExaClose may integrate with Anthropic’s Claude AI models for content generation, business workflow assistance, data analysis, and lead management automation.

Information necessary to fulfill a customer-requested AI operation may be shared with Anthropic.

5.4 Twilio

ExaClose may use Twilio to provide telephone, messaging, verification, and communication services.

Information processed through Twilio may include telephone numbers, message content, call information, delivery status, and communication metadata.

5.5 QuickBooks

Customers may authorize ExaClose to connect with QuickBooks for accounting, invoicing, payment tracking, and customer record synchronization.

We access and process QuickBooks information only within the permissions granted through the integration and the functionality enabled by the customer.

Customers may disconnect supported integrations through available account settings or the applicable provider’s authorization controls.

5.6 Email and SMTP Services

ExaClose supports email delivery through configured SMTP servers and other authorized email providers.

Depending on the configuration, we may process email addresses, message content, delivery metadata, authentication credentials, and related communication records.

Customers are responsible for ensuring that email campaigns and automated communications comply with applicable anti-spam and privacy laws.

5.7 Other Service Providers

We may use hosting providers, infrastructure vendors, analytics services, security tools, payment processors, and other subprocessors reasonably necessary to operate ExaClose.

Third-party providers may process information according to their agreements with us and their applicable privacy notices.

6. Cookies, Analytics, and Advertising Technologies

ExaClose may use cookies, pixels, SDKs, and similar technologies to operate the platform, understand website activity, and measure marketing performance.

6.1 Google Analytics

We use Google Analytics to understand website traffic, visitor interactions, engagement, and general usage patterns.

Google Analytics may collect device information, browser information, page interactions, approximate location, and online identifiers.

6.2 Meta Pixel and Meta SDK

We use Meta advertising technologies, including the Meta Pixel and/or Meta SDK, to measure marketing performance, attribute conversions, and track events such as completed purchases or subscriptions.

Information shared with Meta may include event information, online identifiers, device and browser information, and other permitted conversion-related data.

Where applicable and configured, matching information may also be transmitted to support conversion attribution.

Where required by applicable law, we obtain consent before activating non-essential analytics or advertising technologies.

Users may manage cookies through browser settings and, where provided, our cookie preference controls.

Disabling certain cookies may affect website functionality or the accuracy of analytics.

We honor legally required opt-out preference signals where applicable.

Where laws such as the General Data Protection Regulation (GDPR) apply, we process personal information under one or more of the following legal bases:

  • Contractual necessity: To provide ExaClose services.
  • Legitimate interests: To secure, maintain, and improve our platform, where permitted.
  • Consent: For activities requiring affirmative permission, such as certain cookies or marketing communications.
  • Legal obligations: To satisfy applicable laws, regulatory requirements, and lawful requests.

Our customers are responsible for establishing appropriate legal grounds for collecting and processing information about their own leads and customers.

8. Data Sharing and Disclosure

We may disclose personal information to:

  • Authorized infrastructure and cloud hosting providers.
  • AI and telecommunications service providers.
  • Payment processing and accounting providers.
  • Analytics and advertising providers.
  • Email and communication delivery providers.
  • Professional advisers operating under appropriate confidentiality obligations.
  • Government authorities where legally required.
  • Parties involved in a merger, acquisition, financing, or sale of business assets, subject to applicable legal requirements.

We do not disclose customer lead information to unrelated third parties for their independent marketing purposes without an appropriate legal basis or authorization.

Certain advertising-related disclosures may qualify as “sharing,” “sale,” or targeted advertising under applicable privacy laws even where no money is exchanged.

Where those laws apply, we provide required notices and opt-out mechanisms.

9. Data Retention

We retain personal information for as long as reasonably necessary to provide ExaClose services, fulfill contractual obligations, maintain security, resolve disputes, and comply with applicable laws.

Retention periods may vary depending on:

  • The type of information.
  • Customer account settings.
  • Contractual obligations.
  • Applicable legal requirements.
  • Operational and security needs.
  • Third-party provider retention practices.

Following account termination, customer data may be deleted or retained for a limited period consistent with our contractual commitments, documented retention procedures, and legal obligations.

Backup copies may remain temporarily until overwritten through established backup retention processes.

10. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information.

Depending on the service and configuration, these safeguards may include:

  • Encryption in transit.
  • Access controls and authentication.
  • Restricted access to production systems.
  • Security monitoring and logging.
  • Infrastructure and application security measures.
  • Backup and recovery procedures.
  • Vendor access restrictions.

No system can guarantee absolute security.

Customers are responsible for protecting their login credentials, configuring access permissions appropriately, and securing third-party integrations under their control.

11. Customer Responsibilities for Leads and Communications

Businesses using ExaClose are responsible for:

  • Providing legally required privacy notices.
  • Obtaining appropriate consent to collect personal information.
  • Maintaining lawful contact lists.
  • Complying with applicable telemarketing and messaging regulations.
  • Obtaining required consent for automated calls, SMS messages, and recordings.
  • Honoring unsubscribe and opt-out requests.
  • Ensuring that data entered into ExaClose is lawfully obtained.
  • Avoiding unauthorized collection or processing of sensitive information.

ExaClose provides technology tools but does not independently establish that a customer has obtained valid consent for its communications.

12. International Data Transfers

Personal information may be processed in the United States and other countries where ExaClose or its service providers operate.

Where required, we use appropriate contractual or other legally recognized safeguards for international transfers.

13. Your Privacy Rights

Depending on your location and applicable law, you may have rights to:

  • Access personal information.
  • Correct inaccurate information.
  • Request deletion.
  • Receive a portable copy of certain information.
  • Object to or restrict certain processing.
  • Withdraw consent where processing relies on consent.
  • Opt out of certain targeted advertising, sales, or sharing of personal information.
  • Appeal a denial of a privacy request, where required.

To exercise applicable rights, contact us at [email protected].

We may verify your identity before processing a request.

If ExaClose processes your information on behalf of another business, we may direct your request to that business, which generally controls the relevant information.

We will not unlawfully discriminate against individuals for exercising privacy rights.

14. AI-Generated Content and Automated Processing

ExaClose may use artificial intelligence to analyze communications, classify leads, summarize conversations, recommend actions, and automate certain workflows.

AI-generated information may be inaccurate or incomplete.

Customers should review AI-generated outputs before relying on them for consequential business decisions.

Where applicable law provides rights relating to automated decision-making, individuals may exercise those rights through the appropriate business controlling their information.

15. Children’s Privacy

ExaClose is intended for business use and is not directed to children under 18.

We do not knowingly collect personal information directly from children through our account registration services.

If we become aware of personal information collected from a child in violation of applicable law, we will take appropriate action.

16. Third-Party Websites and Services

ExaClose may contain links to or integrations with third-party services.

We are not responsible for the independent privacy practices of third-party websites or services.

We encourage users to review the privacy notices of providers they choose to connect.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, legal obligations, or data practices.

The updated version will be published with a revised “Last Updated” date.

Where required by law, we will provide additional notice or obtain consent before implementing material changes.

18. Contact Us

For questions about this Privacy Policy or our handling of personal information, contact:

ExaClose
Owl Media and Design, LLC
[email protected]
https://www.exaclose.com