Privacy Policy

FollowClose collects the information needed to turn your sales call transcripts into personalized follow-up sequences.

• Account and session data: email address, authentication records, session tokens, and basic session metadata such as IP address and user agent. Sessions are managed using secure httpOnly cookies that are not accessible to browser scripts.
• Subscription data: your Stripe customer ID, subscription status, plan interval, trial dates, and billing period. We do not store full payment card numbers or any other card data.
• Transcript data: the call transcripts you paste or upload, including any text, file names, and file metadata you provide.
• Generated content: the extracted call signals (pain points, objections, budget, timeline, next steps) and the follow-up email sequences we generate for you.
• Payment data: amount, currency, Stripe subscription and invoice identifiers, and transaction timestamps. Card processing is handled entirely by Stripe.

We use your data to operate the service you requested and to protect the product from abuse.

• To authenticate you by one-time email code and maintain your session.
• To process your transcript and generate a personalized follow-up sequence.
• To store your transcripts and sequences so you can access them from your dashboard.
• To process your subscription and trial via Stripe.
• To troubleshoot failures, prevent misuse, and provide support.
• To collect optional product feedback when you choose to submit it.

We do not sell your data, share it with advertisers, or use it to train AI models of our own. Your transcripts and generated sequences are never used to train any model we operate.

FollowClose uses AI to extract context from your transcript and generate your follow-up sequence.

• Your transcript is sent to our AI processing provider (OpenAI) solely to extract call signals and generate your email sequence.
• OpenAI states that API/business customer content is not used to develop or improve its services unless the customer explicitly agrees.
• We do not use your transcripts or generated sequences to train any AI model of our own.
• Processing happens at the moment you request a sequence. Your transcript is retained in your account afterward so you can access your sequences, until you delete it.

FollowClose stores your transcripts and sequences as part of the service.

• Transcripts and generated sequences are stored securely so you can access them anytime from your dashboard.
• You can delete any transcript and its associated sequence from your dashboard at any time. Deletion is permanent.
• You are responsible for retaining your own copies of any content you wish to keep. We cannot recover deleted content.
• The content of your transcripts is yours. We do not share it, publish it, or use it for any purpose beyond generating your sequence and providing the service.

FollowClose stores data on infrastructure located in the European Union.

• Application database: Neon, EU region.
• File storage: Cloudflare R2, EU region.
• Async job processing: Trigger.dev.
• Email delivery: Resend, EU infrastructure.
• Error monitoring: Sentry, EU region.

Exceptions: the following providers may process data on infrastructure outside the EU:

• Stripe: payment and subscription data during transaction processing. Stripe publishes a privacy policy and a Data Privacy Framework policy describing its handling of personal data and cross-border transfers. See stripe.com/privacy and stripe.com/legal/data-privacy-framework for details.
• OpenAI: transcript content during sequence generation. OpenAI offers Standard Contractual Clauses for data transfers. See openai.com/policies for details.
• Trigger.dev: may process job payloads depending on its infrastructure and subprocessors.
• Tally: feedback form submissions.

For each, please refer to their respective privacy policies for details on data handling and residency.

We retain your data for as long as your account is active.

• Transcripts and sequences: retained until you delete them or request account deletion.
• Email address and session data: retained until you request account deletion.
• Payment and subscription records: retained for 7 years as required by applicable financial regulations.

For users in the European Union or European Economic Area, we rely on the following legal bases:

• Contract: we process your account data, transcripts, generated sequences, and subscription data to provide the service under our contract with you.
• Legitimate interests: we process security, abuse-prevention, support, and diagnostic data based on our legitimate interests in operating and protecting FollowClose.
• Legal obligation: we retain billing and payment records where required by applicable law.
• Consent: where we rely on consent (for example, optional feedback submissions), you may withdraw it at any time.

FollowClose uses essential cookies for authentication and session security. We do not use advertising cookies. We use Umami, a privacy-focused, self-hosted analytics tool, to understand aggregate usage; it does not track you across other websites.

Billing and transactional messaging are handled by specialist providers.

Stripeprocesses all payments and subscriptions. Your card details are entered directly into Stripe's interface and are never stored by FollowClose. See stripe.com/privacy.

Resend is used to send sign-in codes and service emails such as trial and billing notifications.

We use third-party infrastructure to operate FollowClose. Depending on the feature you use, your data may be processed by one or more of the following:

• Neon — application database hosting (EU)
• Cloudflare R2 — file storage (EU)
• OpenAI — AI transcript processing and sequence generation (may process outside EU)
• Trigger.dev — async job processing (may process outside EU)
• Stripe — payment and subscription processing (may process outside EU)
• Resend — email delivery (EU)
• Sentry — error monitoring (EU)
• Umami — self-hosted, privacy-focused usage analytics
• Tally — feedback collection form (may process outside EU)

We do not share your data with any provider beyond those listed above.

FollowClose is intended for professional use by individuals aged 16 and over. We do not knowingly collect data from anyone under 16. If you believe a person under 16 has created an account, contact us and we will delete it.

You may delete individual transcripts and sequences from your dashboard at any time. To request deletion of your entire account, contact us at support@followclose.com. We will delete your account data, transcripts, and sequences. Some billing and payment records may be retained where legally required.

If you are located in the European Union or European Economic Area, you have rights under the General Data Protection Regulation (GDPR), including the right to access, correct, or delete personal data we hold about you, and the right to object to or restrict certain processing.

To exercise any of these rights, contact us at support@followclose.com.

We will respond to requests within 30 days. For complex requests we may extend this by a further 60 days and will notify you if we do so.