Privacy Policy

Last updated: March 27, 2026

1. Introduction

Close AI ("we," "our," or "us"), operating the Trackly job tracking platform and the Close AI relationship management service, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

2. Information We Collect

We collect information you provide directly to us:

Account Information: Name, email address, and profile picture when you sign in with Google or Apple
Job Tracking Data: Job preferences (location, role type, sponsorship needs), saved jobs, application status, resume uploads, and match scoring data
Company Monitoring Data: We monitor public career pages of companies you track to detect new job postings. This data is collected from publicly available career sites, not from private sources.
Meeting Data: Call transcripts and meeting notes from integrated services (Fireflies, Granola)
Contact Information: Names, emails, and professional details of your contacts
Communication Data: Email drafts and sent messages through our Gmail integration
Device Information: Device tokens for push notifications (iOS, macOS, web browser), platform type, and notification preferences
Usage Data: How you interact with our service, including features used, preferences, and analytics data

3. Google API Data Access

When you connect your Google account to Close AI, we request access to specific Google services. Here's exactly what we access and why:

Gmail Send Access

Scope: gmail.send
Purpose: Send follow-up emails on your behalf after you explicitly approve them
What we access: Only the ability to send emails you approve
What we store: Copies of sent emails for your records
User control: Emails are NEVER sent automatically. You must review and approve each email before it's sent.

Gmail Read Access

Scope: gmail.readonly
Purpose: Analyze your sent emails to learn your unique writing style (optional feature)
What we access: Only emails you explicitly select for style training
What we store: Writing style patterns only - we do NOT store the raw content of your emails
User control: This is an optional feature. You choose which emails to use for training, and you can delete training data at any time.

Google Calendar Access

Scope: calendar
Purpose: Create calendar events for meetings mentioned in your call transcripts
What we access: Only the ability to create new events
What we store: Event details you approve
User control: Events are NOT created automatically. You review and approve each event before it's added to your calendar.

Revoking Access: You can disconnect Google services at any time from your Settings page, or by visiting Google Account Permissions.

4. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our job tracking and AI relationship management services
Monitor public career pages to detect new job postings matching your preferences
Calculate match scores between your resume and job descriptions using AI
Send push notifications about new job postings that match your preferences
Generate personalized follow-up emails based on your meeting transcripts
Analyze voice emotions to enhance email personalization (using Hume AI)
Respond to your comments, questions, and customer service requests

5. Information Sharing

We do not sell your personal information. We may share your information with:

Service Providers: Third-party services that help us operate (Anthropic for AI, Hume AI for emotion analysis, Google for authentication)
Legal Requirements: When required by law or to protect our rights
Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

Encryption of data in transit (HTTPS/TLS)
Secure database storage with access controls
Regular security assessments and updates

7. Your Rights

You have the right to:

Access your personal information
Correct inaccurate data
Request deletion of your data
Export your data in a portable format
Opt-out of marketing communications

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. You can request deletion of your account and associated data at any time.

9. Third-Party Services

Our service integrates with third-party services including:

Google (Authentication, Gmail, Calendar)
Apple (Sign-In with Apple authentication)
Fireflies.ai (Meeting transcription)
Anthropic Claude (AI content generation and match scoring)
Amazon Web Services (Infrastructure hosting, AI model access via Bedrock)
Hume AI (Emotion analysis)
Twilio (SMS notifications)
Apple Push Notification service (Push notifications to iOS/macOS)
Datadog (Application performance monitoring and error tracking)
Umami (Privacy-friendly website analytics)

Each service has its own privacy policy governing their use of your data.

10. Children's Privacy

Our service is not intended for users under 18 years of age. We do not knowingly collect information from children under 18.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy, please contact us:

Email: kevin.astuhuaman@berkeley.edu
LinkedIn: linkedin.com/in/kevinastuhuaman

13. California Privacy Rights (CCPA)

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt-out of the sale of personal information.

14. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including access, rectification, erasure, restriction, portability, and objection.