Terms of Service

CloseLoop
Effective Date: May 25, 2026

These Terms of Service govern your use of the CloseLoop website, services, tools, systems, content, communications, and client accounts.

By using our website, contacting us, booking a consultation, signing a proposal, making a payment, accessing a client account, or using any CloseLoop service, you agree to these Terms.

If you do not agree with these Terms, please do not use our website or services.

1. Who We Are

CloseLoop is a sole proprietorship based in Alberta, Canada.

CloseLoop provides website design, website redesign, SEO, local SEO, Google Business Profile management, reputation management, review request automation, CRM setup, Close Loop SaaS setup, AI chatbots, AI voice bots, missed-call text-back automation, email/SMS automations, funnels, landing pages, hosting, maintenance, consulting, and strategy services.

You can contact us at:

• Email: hello@closeloop.ca
• Phone: 1-587-800-4171
• Website: https://closeloop.ca

2. Who These Terms Apply To

These Terms apply to:

• Website visitors
• Leads and prospects
• Clients
• Users of our forms, calendars, chat widgets, AI tools, automations, funnels, portals, websites, and systems
• Anyone who purchases, accesses, or uses CloseLoop services

Additional written agreements, proposals, invoices, statements of work, or service-specific terms may also apply. If there is a conflict between these Terms and a signed written agreement, the signed written agreement will control for that specific project or service.

3. Services

CloseLoop may provide services including, but not limited to:

• Website design and redesign
• SEO and local SEO
• Google Business Profile management
• Reputation management
• Review request automation
• CRM setup
• Close Loop SaaS setup and support
• AI chatbot setup
• AI voice bot setup
• Missed-call text-back automation
• Email and SMS automations
• Funnels and landing pages
• Website hosting and maintenance
• Consulting and strategy
• Related marketing, automation, and business growth services

The exact services included for each client will be described in the applicable proposal, quote, invoice, service agreement, or written communication.

4. Quotes, Packages, and Pricing

CloseLoop pricing varies by quote unless otherwise stated in writing.

Pricing may depend on the scope of work, project complexity, number of pages, automations, integrations, timelines, third-party tools, AI usage, CRM needs, hosting needs, support requirements, and ongoing service requirements.

A quote or proposal is valid only for the period stated in the quote or proposal. If no period is stated, CloseLoop may update or withdraw the quote at any time before payment is made or work begins.

5. Deposits and Payment Terms

Unless otherwise agreed in writing, CloseLoop requires a 50% upfront deposit before beginning work.

The remaining balance, monthly fees, third-party costs, platform fees, usage fees, or other charges will be billed according to the applicable quote, proposal, invoice, or service arrangement.

Clients agree to pay all invoices on time.

CloseLoop may use Stripe or another payment processor to process payments. Clients are responsible for ensuring payment information is accurate and up to date.

6. Setup Fees and Refunds

Setup fees, project deposits, onboarding fees, build fees, strategy fees, design fees, and implementation fees are non-refundable once work begins.

Work may include, but is not limited to:

• Strategy
• Planning
• Research
• Design
• Copywriting
• Website setup
• CRM setup
• Automation setup
• AI tool setup
• Account configuration
• Platform configuration
• Client communication
• Meetings
• Technical work
• Testing
• Internal preparation

Monthly fees are non-refundable once the billing period begins.

CloseLoop may choose to offer a partial credit, refund, or adjustment at its sole discretion, but doing so in one case does not create an obligation to do so in another case.

7. Month-to-Month Services and Cancellation

Unless otherwise agreed in writing, CloseLoop services are month-to-month and may be cancelled with 14 days’ notice.

Cancellation notice must be provided in writing by email or another written method accepted by CloseLoop.

Cancellation does not remove the client’s responsibility to pay:

• Outstanding invoices
• Work already completed
• Approved work in progress
• Platform fees already incurred
• Third-party fees already incurred
• Usage fees already incurred
• Monthly fees for billing periods that have already started
• Transfer, export, or administrative fees, where applicable

Services may continue until the end of the active billing period unless otherwise agreed in writing.

8. 90-Day Ramp-Up Period and Performance Commitment

CloseLoop’s purpose is to help clients create better marketing systems, improve follow-up, strengthen their online presence, and create more revenue opportunities.

Marketing, SEO, automation, reputation growth, lead generation, website improvement, and business growth often require time to gather data, test, adjust, and improve. For that reason, CloseLoop uses a 90-day ramp-up period as a reasonable initial period for implementation, testing, and optimization.

After the 90-day ramp-up period, if a client does not believe CloseLoop is helping move their business toward better systems, stronger follow-up, improved visibility, more opportunities, or a clearer return on investment, the client may cancel according to the cancellation policy in these Terms.

This performance commitment is not a promise of specific financial results. It is a commitment to strategic execution, measurable improvement where reasonably possible, transparent communication, and revenue-focused marketing systems.

9. No Guaranteed Results

CloseLoop does not guarantee specific revenue amounts, lead volume, rankings, calls, traffic, reviews, sales, conversion rates, customer behaviour, or business outcomes.

Results depend on many factors outside CloseLoop’s control, including:

• Market conditions
• Competition
• Business location
• Offer strength
• Pricing
• Client reputation
• Reviews
• Customer experience
• Sales process
• Staff follow-up
• Response times
• Product or service quality
• Seasonality
• Advertising budget
• Google or platform algorithm changes
• Third-party platform performance
• Client cooperation
• Industry conditions
• Economic conditions

CloseLoop will work to provide professional services, strategic recommendations, technical implementation, and ongoing support as agreed, but no marketing service can guarantee exact outcomes.

10. SEO Disclaimer

SEO is a long-term process.

CloseLoop does not guarantee specific search rankings, traffic levels, leads, calls, sales, map pack placement, Google Business Profile placement, or timeline for results.

Search engines and platforms may change their algorithms, ranking systems, policies, layouts, or indexing behaviour at any time. These changes are outside CloseLoop’s control.

11. Google Business Profile Services

If CloseLoop manages or assists with a Google Business Profile, the client remains responsible for ensuring that all business information is accurate, lawful, truthful, and compliant with applicable rules.

The client is responsible for:

• Correct business name
• Correct address or service area
• Correct phone number
• Accurate website URL
• Accurate services
• Accurate business hours
• Proper licensing
• Truthful claims
• Appropriate photos
• Lawful review practices
• Compliance with Google’s policies
• Compliance with industry regulations

CloseLoop is not responsible for suspensions, removals, ranking changes, profile restrictions, review removals, or other actions taken by Google or other third-party platforms.

12. AI Tools and Automations

CloseLoop may use AI-generated content, AI chatbots, AI voice bots, AI appointment setters, AI-assisted copywriting, AI-assisted strategy, AI-assisted workflows, and other automation tools.

AI tools may produce errors, incomplete responses, inaccurate statements, unexpected outputs, or responses that require human review.

The client is responsible for reviewing and approving AI-assisted content, workflows, automations, messages, scripts, website copy, chatbot responses, voice bot responses, and customer-facing communications before relying on them.

CloseLoop is not responsible for damages caused by the client’s failure to review, test, monitor, or approve AI-assisted systems.

CloseLoop may recommend testing, review, or monitoring procedures. The client agrees that AI and automation tools should not be treated as perfect, error-free, or fully autonomous replacements for human judgment.

13. Email, SMS, Calls, and Marketing Communications

CloseLoop may help set up email, SMS, call, review request, reminder, reactivation, newsletter, or follow-up systems.

The client is responsible for ensuring that any contacts, leads, subscribers, customer lists, phone numbers, email addresses, or imported databases provided to CloseLoop were collected lawfully and may be used for the intended communication.

The client is responsible for complying with applicable communication laws, including consent, identification, unsubscribe, opt-out, recordkeeping, and industry-specific requirements.

CloseLoop may provide technical setup, templates, workflows, or recommendations, but the client remains responsible for legal approval of their own marketing communications and contact lists.

CloseLoop only messages users who directly opt in through our website forms or customer intake process. We do not buy, sell, share, or message third-party leads. Messages include appointment reminders, customer support, service follow-up, and requested business communications. Users can opt out anytime by replying STOP or get help by replying HELP.

14. Client Responsibilities

Clients agree to:

• Provide accurate information
• Provide requested content, photos, logos, branding, and business details
• Provide access to required accounts, including domain, hosting, CRM, Google Business Profile, advertising accounts, social accounts, analytics tools, or other systems
• Review and approve work in a timely manner
• Ensure all claims, pricing, offers, services, guarantees, testimonials, photos, and business information are truthful and lawful
• Maintain required licenses, permits, certifications, insurance, and permissions
• Pay invoices on time
• Respond to reasonable requests within a reasonable time
• Review AI-generated or automation-assisted content before use
• Ensure their products, services, and business practices comply with applicable laws
• Notify CloseLoop of important changes that may affect the services

CloseLoop is not responsible for delays, errors, missed deadlines, poor performance, or incomplete work caused by the client’s failure to provide information, approvals, access, payment, content, or cooperation.

15. Client Approvals

Clients must review and approve website content, designs, copy, automations, AI scripts, workflows, campaigns, and other deliverables before launch or use where approval is requested.

Once the client approves a deliverable, CloseLoop may rely on that approval.

CloseLoop is not responsible for errors, omissions, claims, compliance issues, typos, pricing errors, outdated information, or misleading statements that the client approved or failed to correct during review.

16. Revisions

Revision limits depend on the package, proposal, or service agreement.

Unless otherwise stated in writing, CloseLoop will provide reasonable revisions during the active build or service period.

Revisions do not include unlimited redesigns, complete changes in direction, new pages, new features, new integrations, new branding, new strategy, or expanded scope unless agreed in writing.

Additional revisions or scope changes may result in additional fees.

17. Timelines and Client Delays

Project timelines are estimates unless expressly stated as guaranteed in writing.

Timelines may be extended if the client delays:

• Payment
• Content
• Photos
• Logos
• Account access
• Domain access
• Hosting access
• CRM access
• Google Business Profile access
• Feedback
• Revisions
• Approvals
• Legal or compliance review
• Required decisions

If a client delay prevents progress, CloseLoop may pause the project, extend the timeline, reschedule work, or charge additional fees for restart, rework, or continued project management.

18. Third-Party Platforms and Costs

CloseLoop may use or integrate third-party platforms, including but not limited to:

• Close Loop SaaS
• Stripe
• Google tools
• Meta/Facebook tools
• Domain registrars
• Hosting providers
• CRM platforms
• Email providers
• SMS providers
• Phone providers
• AI platforms
• Analytics tools
• Advertising platforms
• Plugins
• Software subscriptions

The client is responsible for third-party costs unless otherwise agreed in writing.

In some cases, CloseLoop may pay third-party costs and rebill the client. These costs may include hosting, CRM, software, AI usage, SMS, phone numbers, email, domains, subscriptions, ad spend, or other platform fees.

Third-party platforms are governed by their own terms, pricing, policies, limitations, and availability. CloseLoop is not responsible for third-party outages, price changes, suspensions, errors, data loss, policy changes, account restrictions, or service interruptions.

19. Paid Advertising

CloseLoop does not currently run paid ads unless separately agreed in writing.

If paid advertising services are added later, the client is responsible for ad spend unless otherwise agreed in writing.

CloseLoop does not guarantee ad performance, cost per lead, lead quality, conversions, sales, or return on ad spend.

20. Hosting and Maintenance

CloseLoop may host, maintain, or manage client websites as part of an ongoing monthly service.

If a client stops paying for hosting, maintenance, platform access, or related monthly services, CloseLoop may suspend, restrict, or remove access to hosted services after notice where reasonable.

The client is responsible for arranging alternative hosting if they cancel or stop paying for hosting or maintenance.

CloseLoop may provide export or transfer assistance where technically possible, provided all invoices are paid and the client pays any applicable transfer, administrative, third-party, or platform fees.

21. Domains

Clients are encouraged to own and control their own domain names.

If CloseLoop assists with domain setup, DNS, or configuration, the client remains responsible for domain renewal fees, registrar account access, DNS accuracy, email records, and related third-party costs unless otherwise agreed in writing.

CloseLoop is not responsible for domain expiration, domain loss, email failure, DNS issues, or website downtime caused by unpaid domain renewals, registrar issues, incorrect DNS settings, client changes, or third-party failures.

22. Ownership of Website and Final Deliverables

After all invoices are paid, the client owns the final custom website deliverables created specifically for the client, unless otherwise stated in writing.

This may include final approved website content, page layouts, written copy, and client-specific assets created for the project.

CloseLoop retains ownership of its pre-existing materials and reusable intellectual property, including but not limited to:

• Templates
• Frameworks
• Systems
• Layout structures
• Strategy frameworks
• Snapshots
• Automation frameworks
• Workflow logic
• AI prompts
• Bot frameworks
• Internal processes
• Internal documents
• Methods
• Training materials
• Reusable code
• Reusable design systems
• Reusable marketing assets
• Proprietary know-how

The client receives a limited license to use CloseLoop’s reusable materials only as part of the delivered service, unless otherwise agreed in writing.

23. Cancellation, Exports, and Transfers

If a client cancels, CloseLoop may provide reasonable export or transfer assistance for eligible client-owned data and assets, provided:

• All invoices are paid
• The platform allows the export or transfer
• The request is technically reasonable
• The request does not require CloseLoop to transfer proprietary materials
• The client pays any applicable transfer, administrative, platform, or third-party fees

Some assets may not be transferable or may require additional fees, third-party approval, separate accounts, or manual rebuilding.

This may include:

• Automations
• Templates
• AI configurations
• Snapshots
• Integrations
• Phone numbers
• Email services
• SMS services
• Tracking tools
• Funnels
• CRM settings
• Close Loop SaaS sub-accounts
• Analytics setups
• Platform-specific assets

CloseLoop is not required to provide ongoing support after cancellation unless a separate support or transition agreement is made.

24. CRM, Contacts, and Client Data

Client-owned customer records, leads, and contact data belong to the client, subject to applicable laws, platform limitations, payment status, and export capabilities.

If the client cancels, CloseLoop may provide a reasonable export of eligible client-owned contact data where technically possible, provided the account is paid in full.

The client is responsible for ensuring that any contact data provided to CloseLoop was collected lawfully and can be used for the intended purpose.

25. Phone Numbers, Email, SMS, and Communication Systems

Phone numbers, email sending systems, SMS systems, tracking numbers, and related communication tools may be provided through third-party platforms or CloseLoop-managed accounts.

These items may not always be transferable.

Transfer of phone numbers, messaging services, or email systems may depend on third-party rules, account ownership, verification requirements, fees, timelines, and technical limitations.

CloseLoop is not responsible for lost calls, messages, emails, leads, numbers, deliverability, or service interruptions caused by third-party systems, unpaid invoices, client changes, platform restrictions, or cancellation.

26. Portfolio and Case Studies

CloseLoop may display completed work, screenshots, project descriptions, testimonials, performance summaries, or case studies in its portfolio, website, social media, sales materials, or marketing materials unless the client opts out in writing.

CloseLoop will use reasonable care not to disclose confidential information in public portfolio materials.

Clients may request that CloseLoop avoid using their name, logo, screenshots, or project details publicly.

27. Regulated Industries and Compliance

CloseLoop may work with clients in regulated industries, including but not limited to health, medical, legal, finance, supplements, cannabis, alcohol, or other regulated sectors.

Clients in regulated industries are responsible for obtaining their own legal, regulatory, compliance, licensing, advertising, and professional review.

CloseLoop does not provide legal, medical, financial, regulatory, or compliance advice.

The client is responsible for ensuring that all claims, offers, advertising, testimonials, guarantees, content, images, AI outputs, automations, and communications comply with applicable laws and industry rules.

28. Acceptable Use

Clients and users may not use CloseLoop services, websites, systems, automations, AI tools, CRM tools, communication tools, or deliverables for:

• Illegal activity
• Fraud
• Harassment
• Spam
• Misleading claims
• Deceptive marketing
• Hate, abuse, or threats
• Malware
• Phishing
• Unauthorized data collection
• Infringing intellectual property
• Violating platform policies
• Sending unlawful emails or text messages
• Misusing AI tools
• Impersonation
• Collecting or using data without proper consent
• Any activity that creates legal, financial, reputational, or technical risk for CloseLoop

CloseLoop may suspend or terminate services if a client or user violates this section.

29. Confidentiality

During a project or service relationship, either party may receive confidential business, technical, financial, marketing, customer, or operational information from the other party.

Both parties agree to use reasonable care to protect confidential information and not disclose it except as needed to provide services, comply with law, use third-party service providers, or with permission.

Confidentiality does not apply to information that is public, independently developed, already known, lawfully received from another source, or required to be disclosed by law.

30. Non-Payment, Suspension, and Late Fees

If payment fails, is late, disputed, reversed, or unpaid, CloseLoop may:

• Pause work
• Suspend services
• Suspend hosting
• Suspend CRM access
• Suspend automations
• Suspend AI tools
• Suspend support
• Delay launch
• Withhold deliverables
• Charge late fees where permitted
• Require payment before resuming work
• Terminate services

The client remains responsible for outstanding amounts, third-party fees, usage charges, and costs incurred before suspension or termination.

31. Chargebacks and Payment Disputes

Clients agree to contact CloseLoop first to resolve billing concerns before initiating a chargeback or payment dispute.

If a client initiates a chargeback for valid charges, CloseLoop may suspend services, stop work, withhold deliverables, recover dispute fees, and pursue collection of unpaid amounts.

32. Termination by CloseLoop

CloseLoop may terminate or suspend services if:

• The client does not pay
• The client provides false or misleading information
• The client fails to cooperate
• The client abuses staff, contractors, systems, or tools
• The client uses services unlawfully
• The client violates these Terms
• The client creates unreasonable legal, financial, technical, reputational, or operational risk
• A third-party platform restricts, suspends, or prevents service delivery
• Continuing the relationship is no longer commercially reasonable

Termination does not remove the client’s obligation to pay amounts owed.

33. Website Visitors and General Information

Information on the CloseLoop website is provided for general informational purposes only.

CloseLoop may update, change, or remove website content at any time.

Website content does not guarantee that any particular service, result, price, package, feature, or timeline is available.

34. No Professional Legal, Financial, or Regulatory Advice

CloseLoop provides marketing, website, automation, CRM, AI, and strategy services.

CloseLoop does not provide legal, financial, tax, accounting, medical, regulatory, or professional compliance advice.

Clients should consult appropriate professionals for legal, financial, tax, regulatory, industry-specific, or compliance questions.

35. Limitation of Liability

To the maximum extent permitted by law, CloseLoop’s liability for any claim related to the website, services, deliverables, tools, systems, automations, AI outputs, hosting, CRM, communication tools, or these Terms is limited as follows:

For one-time or project-based services, CloseLoop’s liability is limited to the amount the client paid to CloseLoop for the specific service that gave rise to the claim.

For ongoing monthly services, CloseLoop’s liability is limited to the amount the client paid to CloseLoop for the affected service in the three months before the claim.

This limitation applies regardless of the form of claim, including contract, negligence, tort, strict liability, statutory claim, or any other legal theory.

36. No Indirect Damages

To the maximum extent permitted by law, CloseLoop is not liable for indirect, incidental, special, consequential, exemplary, or punitive damages.

This includes, but is not limited to:

• Lost profits
• Lost revenue
• Lost leads
• Lost sales
• Lost rankings
• Lost traffic
• Lost reviews
• Lost data
• Lost business opportunities
• Business interruption
• Reputation damage
• Platform downtime
• Missed calls
• Missed messages
• Missed appointments
• Customer complaints
• Ad performance issues
• SEO performance issues
• AI errors
• Third-party platform failures

37. Third-Party Platform Disclaimer

CloseLoop may rely on third-party platforms to provide services.

CloseLoop is not responsible for third-party:

• Outages
• Downtime
• Errors
• Data loss
• Account restrictions
• Suspensions
• Pricing changes
• Policy changes
• Feature removals
• Deliverability issues
• API changes
• Security incidents
• Billing changes
• Platform decisions

If a third-party platform changes, limits, suspends, or removes functionality, CloseLoop may adjust the services, recommend alternatives, charge for migration work, or terminate affected services if continued delivery is not commercially reasonable.

38. Indemnification

The client agrees to defend, indemnify, and hold harmless CloseLoop from claims, damages, losses, liabilities, costs, and expenses arising from:

• The client’s business operations
• The client’s products or services
• Information provided by the client
• Claims made by the client
• Client-approved content
• Client-provided contact lists
• Client-provided images, logos, videos, testimonials, or materials
• Unlawful or non-compliant marketing
• Regulated industry requirements
• Breach of these Terms
• Misuse of CloseLoop services
• Violation of third-party rights
• Violation of laws or platform policies

39. Privacy

Use of CloseLoop’s website and services may involve the collection and processing of personal information.

CloseLoop’s privacy practices are described in its Privacy Policy.

Clients are responsible for complying with their own privacy obligations toward their customers, leads, subscribers, website visitors, and users.

PIPEDA applies to private-sector organizations in Canada that collect, use, or disclose personal information in commercial activity, and Canadian privacy principles include accountability, identifying purposes, consent, limiting collection, limiting use/disclosure/retention, safeguards, openness, access, and complaint handling.

40. Changes to Services or Terms

CloseLoop may update its services, pricing, packages, tools, features, processes, or these Terms from time to time.

Updated Terms will be posted on the CloseLoop website or provided to clients.

Continued use of the website or services after updates are posted or provided means you accept the updated Terms.

41. Informal Dispute Resolution

Before starting legal action, both parties agree to make a reasonable effort to resolve disputes informally by email, phone, or another agreed communication method.

Either party may request informal dispute resolution by contacting the other party in writing and describing the issue.

This does not prevent either party from seeking urgent legal relief where necessary.

42. Governing Law

These Terms are governed by the laws of Alberta, Canada, and applicable federal laws of Canada.

The parties agree that disputes will be handled in Alberta, Canada, unless otherwise required by law or agreed in writing.

43. Severability

If any part of these Terms is found to be invalid, unlawful, or unenforceable, the remaining parts will continue to apply.

44. No Waiver

If CloseLoop does not enforce a section of these Terms, that does not mean CloseLoop waives the right to enforce it later.

45. Entire Agreement

These Terms, together with any applicable proposal, quote, invoice, statement of work, service agreement, and Privacy Policy, form the agreement between CloseLoop and the client or user regarding the applicable services.

46. Contact

Questions about these Terms can be sent to:

CloseLoop
Lethbridge County, Alberta, Canada
Email: hello@closeloop.ca
Phone: 1-587-800-4171
Website: https://closeloop.ca