ClosersHQ — Compliance Fact Sheet

Published by ClosersHQ LLC, Queens, New York.

For managers and compliance teams. Last updated November 13, 2026.

ClosersHQ is a prospecting-discipline and mindset tool for sales reps: a call list worked one person at a time, meeting reminders, goals and a private journal. It is not a CRM or client-records system, and it never contacts anyone. It is for prospecting, not client servicing, and it is not a firm's record of communications.

What is stored

About prospects (entered or imported by the rep): name, phone number, email, free-text notes, who referred them, and working fields — call results and dates, follow-up timing, meeting day/time and status, and the list they're on (prospects, do-not-call, deleted).
Industry fields: real estate and solar reps can record a property address and a meeting address, and solar reps a utility company and monthly utility bill. B2B reps can record a company and decision maker.
About the rep: email address (to sign in), name and title used in their own texts, office address, time zone, meeting room links, a profile picture if they add one, their pre-written text wording and call scripts, goals, tasks (to-do items with notes, dates, photos and fields the rep adds themselves), journal entries, coaching sessions, and private photos they add.
An automatic edit history of every change to every contact. It can't be edited or erased by the user. It is erased if the account is deleted, and it is not a books-and-records archive.
Team records, where a team is used: the roster, roles, invitations, shared meetings, team goals, and which tasks are assigned to or shared with whom.

What is not stored

No financial account information: there are no fields for Social Security numbers, account or policy numbers, balances, income, assets or investment details. The notes boxes on prospects, calls, meetings and imports show "Don't enter account or financial information."
No payment card data. Paid plans are not on sale yet; when they are, payment will be handled by a payment provider, not stored by ClosersHQ.
No call recordings, and no message contents beyond the user's own templates.
No analytics, advertising cookies or trackers.

Nothing is sent to prospects

The app never sends texts, emails or calls. It copies text for the rep to paste into their own phone's Messages app, or opens the phone's own dialer for the rep to press call.
The only texts are the ones the rep writes or keeps from the defaults. The AI never writes messages to prospects.
The optional add-to-calendar link a rep can share contains only the meeting time, the rep's name and the meeting link or office address — no prospect details, and nothing is stored on a server.
Do-not-call list: people a rep moves to DNC can't be called from the queue or re-imported. This is the rep's own list. ClosersHQ does not check numbers against the National Do Not Call Registry or any state list, and does not record consent.

AI use

AI features (daily summaries, journal insights, goal plans, the coach chat, "My Why") coach the rep. They run only when the rep taps a ✨ button.
AI requests go through ClosersHQ's server only. The app never holds the AI key. The prompts tell the AI it must give no product, investment, insurance, tax or legal advice and no income promises.
The app does not send the prospect list to the AI. Meetings are described only by type, time and status. What is sent depends on the feature: the rep's profile and target customer profiles, goals, their own tasks (titles, status and due dates) and activity numbers, journal entries, My Why and notes, what they type to the coach, and any photo they choose to send (a goal photo, an outfit photo, or contact screenshots they import, which the rep reviews before anything is saved).
Anything a rep types is sent as written, so a prospect's name typed into a journal entry or the coach chat would be sent.
AI provider: Anthropic (Claude), through its commercial API. As of the date above, Anthropic's commercial terms say API data is not used to train its models.
A rep can connect their own Anthropic key, and a team admin can share theirs with the team; those requests then run on that person's Anthropic account.

Teams

A rep's data is private to them unless they join a team. On a team:

Everyone on the team sees each member's name, email address, role, who they report to, profile picture and the cell number on their profile, and can check whether a member is free at a given time.
Admins and managers see members' prospects (name, type, last call result, meeting details and industry fields, but not notes, phone numbers or email addresses) and each member's totals.
Teammates whose role includes team numbers (viewers, and members if an admin allows it) see each member's totals only, and a linked parent organization sees the team's totals. Team goals show each contributor's daily count to everyone who can see the goal.
Nobody reads a teammate's call history, meetings, goals or daily notes directly. The exceptions are the team backup below, a prospect a rep shares with a teammate (name, email, notes, call history, meeting details and industry fields, without the phone number) and a meeting a teammate is added to.
A prospect's phone number is visible to a teammate only if the prospector makes them a "caller" on that prospect, with two exceptions: an admin or manager can move a prospect to another member's list, and the whole record moves with it; and when a member leaves, a prospect they had shared passes, with its number, to the teammate who takes it over.
Team admins can download a daily team backup: members' names and email addresses, and members' prospects (all lists), meetings and call history, without prospect notes, meeting notes, phone numbers or email addresses. Backups older than 30 days are deleted.
A rep can assign a task to a teammate or add teammates to it as viewers. Those teammates see that task's title, notes, status, dates and photos; the assignee can change its status only. Tasks that are not assigned or shared are private to the rep, are not visible to admins or managers, and are not in the team backup. The sharing ends when either person leaves the team.
Personal goals, tasks that are not assigned or shared, journal entries, My Why, photos, coaching sessions, daily notes, AI usage and AI keys are never visible to the team.
When a member leaves, prospects they shared with a teammate stay with the team; the rest leaves with them.

Where data lives and how it's protected

Database and files: Supabase (PostgreSQL), hosted in the United States. Web app: Vercel. Backups: GitHub. Domain and bot check: Cloudflare. Pages load their typefaces from Google Fonts.
Encrypted in transit (HTTPS/TLS); the database provider encrypts it at rest.
Backups: encrypted (AES-256) nightly backups, kept 30 days and then erased automatically.
Each person's data is locked to their account (Row-Level Security). The only exceptions are the team features a person opts into by joining a team (see "Teams"). Automated tests run on every change and try to read, change and delete another user's data in every table.
ClosersHQ staff can see account details needed to run the service (email, name, sign-up and last sign-in dates, plan, team, number of prospects), and can lock an account. They do not read the contents of accounts except to give requested help, fix a fault, keep the service secure or meet a legal duty.
Sign-in with an emailed one-time code or a Google account (a small number of test accounts use a password); optional two-step sign-in with an authenticator app.
Secrets (database keys, the AI key) live only on the server. Every code change is scanned for leaked secrets.

The rep stays in control

Export: Settings → Account → Account data and deletion → Download my data gives the person's own records as a file (photos are listed, not included), plus prospects as a spreadsheet.
Delete: Settings → Account → Account data and deletion → Danger zone permanently removes the account and the data in it from the live database straight away, including photos. Encrypted nightly backups are erased within 30 days. If the rep was on a team, that team's daily backups (which hold the rep's name and email, and their prospects without notes, phone numbers or emails) are deleted once they are more than 30 days old. Prospects the rep had only shared are deleted with the account.

If something goes wrong

If personal data is ever exposed, affected users are told without unreasonable delay, and always within the time the law requires: what happened, what data was involved and what to do.

Questions: support@closershq.net.