Privacy Policy

CloseLoop
Effective Date: May 25th, 2026

CloseLoop is a sole proprietorship based in Lethbridge County, Alberta, Canada. This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website, contact us, book a call, use our forms, interact with our chat or AI tools, purchase services, or otherwise communicate with us.

By using our website or services, you agree to the practices described in this Privacy Policy.

1. Who We Are

CloseLoop provides website design, SEO, AI automations, reputation management, Google Business Profile management, CRM setup, missed-call automation, and related digital marketing services.

For privacy questions or requests, you can contact us at:

• Email: hello@closeloop.ca
• Phone: 1-587-800-4171
• Mailing Address: Available upon request
• Website: https://closeloop.ca

2. Personal Information We Collect

We only collect personal information that is reasonably necessary to operate our business, respond to inquiries, provide services, manage client relationships, process payments, and improve our website and systems.

The types of personal information we may collect include:

• Name
• Email address
• Phone number
• Business name
• Website URL
• Message or inquiry details
• Appointment booking details
• Payment and billing information
• IP address
• Device and browser information
• Website usage data
• Information provided through forms, chat, phone calls, text messages, emails, onboarding forms, or client portals

We do not knowingly collect personal information from children or minors.

3. How We Collect Information

We may collect information when you:

• Fill out a contact form
• Use a booking form or calendar
• Interact with a chat widget
• Use an AI voice, chat, or appointment-setting assistant
• Sign up for a newsletter or updates
• Complete a payment or checkout process
• Contact us by email, phone, text message, or direct message
• Complete a client onboarding form
• Use a client portal or account login
• Visit pages on our website
• Interact with our ads, emails, links, automations, or tracking tools

Some information is provided directly by you. Other information may be collected automatically through website tools, cookies, analytics, pixels, CRM systems, advertising platforms, or similar technologies.

4. How We Use Personal Information

We may use personal information to:

• Respond to inquiries
• Book consultations or appointments
• Provide services
• Build, manage, or support websites and marketing systems
• Set up CRM, automation, AI, or follow-up systems
• Send appointment reminders
• Send newsletters, updates, offers, or follow-up messages
• Request reviews or feedback
• Manage client accounts or portals
• Process payments and invoices
• Improve our website, advertising, services, and customer experience
• Monitor website performance and usage
• Troubleshoot technical issues
• Prevent fraud, misuse, or unauthorized access
• Meet legal, accounting, tax, or regulatory obligations

We do not collect personal information for the purpose of selling it.

5. Close Loop SaaS, CRM, and Automation Tools

CloseLoop uses Close Loop SaaS and related business tools to manage leads, form submissions, calls, text messages, emails, automations, client communication, appointment bookings, and CRM records.

When you submit information through our website or communicate with us, your information may be stored or processed in Close Loop SaaS or similar systems used to operate our business.

These tools may help us:

• Track inquiries
• Manage contacts
• Send follow-up messages
• Book appointments
• Run automations
• Manage client communication
• Monitor website or funnel activity
• Improve our sales and service process

We use these systems to operate our business more efficiently, not to sell your personal information.

6. AI Tools and Automated Communication

CloseLoop may use AI tools and automation systems to help answer questions, respond to inquiries, book appointments, summarize communication, assist with customer service, support marketing workflows, and improve business operations.

These tools may include, but are not limited to:

• AI chatbots
• AI voice bots
• AI appointment setters
• Close Loop SaaS AI
• ChatGPT/OpenAI
• Grok/X
• Other AI, automation, or communication tools

When you interact with AI or automated tools, the information you provide may be processed by third-party platforms that help power those tools.

We recommend that you do not submit sensitive personal, financial, medical, legal, or confidential information through website chat, AI tools, or general contact forms unless specifically requested and appropriate for the service being provided.

7. Cookies, Analytics, Pixels, and Tracking

Our website may use cookies, pixels, tags, analytics scripts, and similar technologies to help operate the website, understand visitor activity, improve performance, and support advertising or remarketing.

These tools may include:

• Google Analytics
• Google Tag Manager
• Meta Pixel/Facebook Pixel
• Close Loop SaaS tracking
• Other standard website, CRM, or advertising technologies

These tools may collect information such as:

• IP address
• Browser type
• Device type
• Pages visited
• Time spent on pages
• Links clicked
• Referring website
• General location information
• Website usage patterns

You can usually control or block cookies through your browser settings. However, disabling cookies may affect how some parts of the website function.

8. Payments and Billing

CloseLoop may process payments through Stripe.

When you make a payment, billing and payment information may be collected and processed by Stripe. Stripe handles payment data according to its own privacy and security practices. Stripe states that it collects, uses, retains, discloses, and safeguards personal data provided through its services.

CloseLoop does not intentionally store full credit card numbers on its own systems.

9. Marketing Emails and Text Messages

We may send newsletters, follow-up offers, appointment reminders, review requests, reactivation campaigns, service updates, or other business-related communications.

Where required, we will seek consent before sending commercial electronic messages. You can unsubscribe from marketing emails or opt out of promotional text messages by using the unsubscribe link, replying with opt-out instructions where available, or contacting us at hello@closeloop.ca.

Even if you opt out of marketing messages, we may still send non-promotional messages related to active services, appointments, billing, account management, legal notices, or support.

No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except aggregators and providers of the Text Message services. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

10. When We Share Personal Information

We do not sell personal information.

We may share personal information with trusted third-party service providers when needed to operate our business and provide services. These may include:

• Website hosting providers
• CRM platforms
• Email and SMS providers
• Payment processors
• Calendar and booking tools
• Analytics providers
• Advertising platforms
• AI and automation providers
• Contractors or subcontractors assisting with service delivery
• Legal, accounting, or compliance professionals, if needed

We may also disclose personal information if required by law, court order, government request, fraud prevention, security investigation, or to protect our rights, property, clients, users, or business.

11. Working With Clients in Canada and the United States

CloseLoop is based in Canada but may serve clients in both Canada and the United States.

Some of the tools and service providers we use may store or process information outside of Canada, including in the United States or other jurisdictions. When information is processed outside your province, state, or country, it may be subject to the laws of that jurisdiction.

12. Client Portals and Accounts

Some clients may receive access to accounts, dashboards, portals, websites, CRM systems, or other business tools.

Clients are responsible for keeping their login credentials secure and for ensuring that any personal information they upload, import, or manage through those systems is collected and used lawfully.

If CloseLoop manages systems on behalf of a client, the client may also have their own privacy obligations toward their customers, leads, users, or website visitors.

13. How Long We Keep Personal Information

We keep personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• Providing services
• Managing client relationships
• Responding to inquiries
• Maintaining business records
• Meeting legal, tax, accounting, or reporting obligations
• Resolving disputes
• Preventing fraud or misuse
• Supporting business operations

Where legally permitted and reasonably possible, we will delete, anonymize, or stop using personal information when it is no longer needed.

14. How We Protect Personal Information

We use reasonable administrative, technical, and organizational safeguards to help protect personal information against unauthorized access, loss, misuse, disclosure, alteration, or destruction.

However, no website, platform, email system, CRM, AI tool, payment processor, or internet-based service can be guaranteed to be completely secure. You use online services at your own risk.

15. Accessing, Correcting, or Deleting Your Information

You may contact us to request access to, correction of, or deletion of your personal information, subject to legal, business, security, and technical limitations.

To make a privacy request, contact:

hello@closeloop.ca

We may need to verify your identity before processing certain requests.

We may refuse or limit a request where permitted or required by law, including where information must be retained for legal, tax, accounting, security, dispute resolution, or legitimate business reasons.

16. Your Choices

You may choose not to provide certain personal information, but this may limit our ability to respond to you, provide services, book appointments, process payments, or support your account.

You may also:

• Unsubscribe from marketing emails
• Opt out of promotional text messages
• Adjust browser cookie settings
• Request access to your personal information
• Request corrections to inaccurate information
• Request deletion where legally permitted
• Contact us with privacy concerns

17. Third-Party Websites and Links

Our website, emails, ads, or communications may contain links to third-party websites or platforms.

We are not responsible for the privacy practices, content, security, or policies of third-party websites or services. You should review their privacy policies before providing personal information.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, tools, legal obligations, or privacy practices.

The updated version will be posted on our website with a new effective date. Your continued use of our website or services after changes are posted means you accept the updated Privacy Policy.

19. Contact Us

For questions, concerns, or requests about this Privacy Policy or how your personal information is handled, contact:

CloseLoop
Lethbridge County, Alberta, Canada
Email: hello@closeloop.ca
Phone: 1-587-800-4171
Mailing Address: Available upon request