Privacy Policy

Effective November 10, 2026

CloseCobra is operated by Close Cobra LLC, a Florida limited liability company based in Tampa, Florida (“we”, “us”). This policy explains what we collect when you use the CloseCobra website, web app and Chrome extension, and what we do with it.

What we collect

• Account details: your name, email address, password (stored hashed), time zone, and the preferences you enter, such as your email signature and what you sell.
• Call content: recordings you make with the extension or upload, transcripts of them, and the summaries, follow-up dates, email drafts, notes and coaching produced from them. Recordings can include the voices and details of the people you speak with.
• Billing details: handled by Stripe. We receive your subscription status and a customer ID; we never see or store your full card number.
• Reminder emails: if email reminders are on (Settings), we email you before each follow-up with the prospect’s name, phone number and the reason for the call. You can turn them off anytime.
• Usage: minutes processed, and basic technical logs (such as errors) needed to run and secure the service.

How we use it

Only to provide CloseCobra to you: transcribing and analyzing your calls, showing your results, reminding you of follow-ups, billing you, supporting you, and keeping the service secure. We don’t sell your data, and we don’t use your call content for advertising.

Who processes it for us

• Supabase stores your account, call results and recordings.
• OpenAI transcribes and analyzes call audio and text to produce your results.
• Stripe processes payments.
• Resend sends our emails, such as reminders, invites and account emails.
• HubSpot or Pipedrive, only if you connect your CRM: we log your call summaries, next steps, follow-up tasks and sent emails on the matching contact, and read that contact’s open deal and recent notes to improve your summaries. Audio and transcripts aren’t sent.
• A webhook you add (for example Zapier): we send call summaries, follow-ups and email drafts to the address you enter. What happens after that is up to you and that service.
• Netlify hosts the website and runs our server functions.
• Google Analytics counts visits to our website, blog and web app (see “Analytics and cookies” below).
• Twilio connects calls made or received with the Dialer add-on, and records them. We copy each recording into your account and then delete it from Twilio.

These providers handle data on our behalf under their own terms and security practices.

Analytics and cookies

We use Google Analytics to understand how people find and use CloseCobra: which pages they visit, where they came from (for example a search engine or a link), roughly where they are (city or country), what device and browser they use, and whether they sign up, start a trial or subscribe. Google Analytics sets cookies in your browser to tell visits apart. Inside the web app we report only which section you opened (for example “calls” or “billing”). We never send your name, email address, prospects, recordings, transcripts or any call content to Google Analytics, and we don’t use it for advertising. The Chrome extension and the iPhone and Android apps don’t use analytics. You can block these cookies in your browser settings or with Google’s opt-out add-on, and CloseCobra works the same either way.

The Chrome extension

The extension only records when you press Start recording or the keyboard shortcut. It captures the audio of the tab you choose and your microphone, then uploads the recording to your account. While recording, it also notes when the tab and the microphone are making sound (levels only, no extra audio), so the transcript can show which lines you said and which the prospect said. It doesn’t read your browsing history or the content of web pages. On the CloseCobra web app only, it runs a small script so reminders update as soon as you change a follow-up. Recordings that can’t be uploaded right away are kept in your browser until they upload or you remove the extension.

Google Calendar and Outlook Calendar

Connecting a calendar is optional. If you connect one, CloseCobra puts the follow-ups from your calls on that calendar so you don’t have to add them by hand.

What we access

• Google: with your permission, CloseCobra requests the Google Calendar scope https://www.googleapis.com/auth/calendar.events.owned (see, create, change and delete events on calendars you own), plus your Google account email address (openid, email).
• Microsoft: with your permission, CloseCobra requests Calendars.ReadWrite, User.Read and offline_access from Microsoft Graph.

How we use it

We use calendar access only to create, update and delete the follow-up events CloseCobra makes from your calls (for example, “Follow up: Brad Williams” at the date and time agreed on the call), with the reminder time you choose in Settings. When you change a follow-up’s date, mark it done, or delete the call in CloseCobra, we update or remove that event. We don’t read, list, copy or store any other events on your calendar, and we never change events CloseCobra didn’t create. We use your account email address only to show you which calendar is connected.

What we store

We store the OAuth access and refresh tokens Google or Microsoft issues (encrypted with AES-256), the email address of the connected account, and, for each follow-up we add, the event’s ID, link and start time so we can update it later. The event itself contains only what you see in CloseCobra: the prospect’s name and company, the reason for the follow-up, their phone and email if you have them, a short summary of the last call, and a link back to the call.

Sharing

We don’t sell, rent or share data received from Google or Microsoft with anyone. It isn’t sent to our AI provider and isn’t used to train AI models. It’s stored in our database (Supabase) and processed by our server functions (Netlify) only to provide this feature.

Retention and deletion

Disconnect your calendar anytime in Settings → Calendar & reminders. We revoke our Google access and delete the tokens and the stored event IDs right away. Events already added stay on your calendar until you delete them. Deleting your CloseCobra account deletes everything we hold about your calendar connection. You can also remove CloseCobra’s access at any time from your Google Account (Security → Your connections to third-party apps & services) or your Microsoft account (Privacy → Apps and services).

Sending email from Gmail and Outlook

If you connect Gmail or Outlook under Settings → Integrations, you can send a call’s follow-up email from your own address by clicking Send twice on that call. This is optional.

• Google: CloseCobra requests only https://www.googleapis.com/auth/gmail.send (send email on your behalf), plus your Google account email address (openid, email). This scope can’t read, search, change or delete anything in your mailbox, and CloseCobra never does.
• Microsoft: CloseCobra requests Mail.Send, User.Read and offline_access. It can send mail as you and read your account’s email address; it can’t read your mailbox.

We send only the email you reviewed in CloseCobra, to the recipients you entered, when you click Send. We store the encrypted OAuth tokens, the connected email address, when you last sent and how many emails you sent that day (a daily limit protects your account). On the call we record that the email was sent, when, from which address, and the message ID Google returns. A copy stays in your own Sent folder. If you connected a CRM, the sent email is logged there as a note, as it is when you mark an email sent by hand.

Disconnect anytime in Settings → Integrations: we revoke our Google access and delete the tokens right away. Deleting your account deletes them too. You can also remove access from your Google Account or Microsoft account security settings.

Google API Services User Data Policy

CloseCobra’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the calendar and email-sending features you can see in the app; we don’t use it for advertising, don’t sell it, don’t use it to determine credit-worthiness or for lending, don’t use it to train AI or machine-learning models, and don’t allow humans to read it unless you give us permission, it’s needed for security or to comply with the law, or the data is aggregated and anonymized for internal operations.

Resources

Files and text you add under Resources (for example a pricing sheet or FAQ) are stored privately in your account. We turn them into text and an index so CloseCobra can find the parts that match a call. When you record a call, only short passages that match what was discussed are sent to our AI provider with that call, and only to write that call’s summary, follow-up and email draft. Team resources are visible to everyone on the team and used on their calls. Delete a resource at any time and its file, text and index are deleted. Resources are never used to train AI models.

Teams

If you join a team, the team’s owner and managers can see the calls you record while you’re on the team: recordings, transcripts, summaries, coaching notes, follow-ups and email drafts. They also see your name, email address, role and how many minutes you’ve used. We tell you this before you join, and team calls are labeled “Visible to your team.” Calls you recorded before joining stay private to you. If you leave or are removed from a team, the calls you recorded on it stay with the team and you no longer see them. A team owner who deletes their account closes the team; calls recorded on it go back to the reps who made them. We send invite emails on a team owner’s or manager’s behalf to the addresses they enter, and we use those addresses only for the invite.

The Dialer add-on

If you turn on the Dialer, we give you a phone number and connect your calls through Twilio. For each call we keep the numbers involved, the time and length of the call, and the recording, which is transcribed and analyzed like any other call. People you call hear “this call may be recorded” unless you turn that message off. When you turn the Dialer off or delete your account, your number is released.

Recording consent

Recording laws vary. In many places, including several U.S. states, everyone on a call must agree to it being recorded. You are responsible for getting any consent required before you record a call with CloseCobra.

How long we keep it

Call audio is deleted automatically 30 days after the call. Transcripts, summaries, follow-ups and notes are kept while your account is open, and you can delete any call or recording sooner from the web app. To delete your account and everything in it, use Settings → Delete account: it takes effect immediately, cancels any subscription, and removes your calls, recordings, transcripts and calendar connection. Stripe keeps payment records it must keep by law.

Your choices and rights

You can see, export, correct and delete your data from the web app, or ask us to do it. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act; contact us to use them.

Security

Data is encrypted in transit. Each account can only reach its own calls and recordings. No system is perfectly secure, and we’ll tell you without undue delay if a breach affects your data.

Children

CloseCobra is for business use by adults and isn’t directed to anyone under 18.

Changes and contact

If we change this policy in a meaningful way, we’ll email you before it takes effect. Questions: andrew@closecobra.com, Close Cobra LLC, 15985 Preserve Marketplace #1003, Odessa, FL 33556, USA.