Back to ClosFlow AI
Security & Legal Center
Official Policy • Zoom & HubSpot Verified • SOC 2 Aligned

Privacy Policy & Data Governance

How ClosFlow AI (closflowai.com) protects your customer conversations, encrypts meeting audio, safeguards CRM credentials, and honors user rights.

Entity: ClosFlow AI Inc.•Domain: closflowai.com•Last Updated: September 2026

Zero AI Model Training

Your meeting audio and transcripts are never used to train public or foundational artificial intelligence models.

End-to-End Encryption

All data transmitted over TLS 1.3 encryption and stored with AES-256 enterprise-grade security at rest.

Instant Deletion Control

Disconnect in 1 click or request full data wipe. Deauthorizing via Zoom or HubSpot permanently purges your tokens.

1. Introduction & Scope

ClosFlow AI Inc. (“ClosFlow AI”, “we”, “us”, “our”) operates the website https://closflowai.com, associated web applications, browser extensions, and integrations with third-party software platforms including Zoom Video Communications and HubSpot Inc.

This Privacy Policy explains the specific types of data we collect, why we collect it, how it is processed and protected, and how users and enterprises can inspect, export, or delete their personal and business data.

2. Zoom Marketplace App Compliance & User Data Policy

When an authorized user connects their Zoom account via the ClosFlow AI Zoom Marketplace integration (OAuth 2.0), ClosFlow AI requests the minimum necessary scopes to facilitate automated meeting analysis:

A. Zoom Data Accessed:

  • User Profile: Email address, user ID, account ID, and display name (used to scope and authenticate tenant workspace).
  • Meeting Metadata: Meeting ID, topic, meeting start/end time, and duration.
  • Recordings & Audio: Cloud recording audio streams (only when recording transcription is triggered by the user).

B. How Zoom Data is Used:

Zoom data is used solely to generate automated meeting transcripts, identify deal stage progress, detect client objections, and draft executive CRM follow-ups. Zoom data is processed in real time and is never sold, leased, or licensed to any third parties or advertisers.

C. Zero Model Training Guarantee:

ClosFlow AI guarantees that no Zoom user data, audio streams, meeting transcripts, or chat content is ever used to train, retrain, fine-tune, or improve public or third-party artificial intelligence models.

D. Zoom Deauthorization & Data Deletion:

In full compliance with Zoom Marketplace requirements, ClosFlow AI provides an automated deauthorization callback endpoint (https://closflowai.com/api/webhooks/zoom). When a user uninstalls ClosFlow AI from their Zoom Marketplace account, our system receives the deauthorization event and automatically revokes and deletes all associated OAuth access tokens, refresh tokens, and tenant associations within 48 hours.

HS

3. HubSpot CRM Integration & Data Governance

ClosFlow AI is an authorized HubSpot integration. When you connect your HubSpot portal, ClosFlow AI requests the following permissions:

  • crm.objects.contacts.read / write: To link meeting attendees to their corresponding HubSpot CRM contact records.
  • crm.objects.deals.read / write: To synchronize deal status, dollar amounts, and advance deal pipeline stages based on confirmed meeting outcomes.
  • crm.schemas.deals.read: To identify your customized sales pipeline stages and properties.

ClosFlow AI acts as a data processor for your CRM data. We never overwrite CRM records without your explicit user trigger or configured workflow rules.

4. ClosFlow Browser Extension Single Purpose Policy

The ClosFlow Google Chrome Extension operates under strict Google Chrome Web Store Single Purpose guidelines. Its sole function is to capture tab audio during active Google Meet sessions to enable bot-free meeting intelligence.

  • tabCapture: Activated strictly upon deliberate user click. Never runs in the background.
  • activeTab: Used solely to inject the floating recording status pill.
  • No Keystroke or Screen Logging: We never capture screen video, keystrokes, camera video, or browser history.

5. Data Security, Encryption & Storage

We implement industry-leading technical, administrative, and physical safeguards:

In-Transit Security: All client-to-server and server-to-API communication is enforced via TLS 1.3 with modern cipher suites.
At-Rest Encryption: Database records, OAuth credentials, and cached summaries are encrypted using AES-256 standards.
Multi-Tenant Isolation: Customer data is strictly segregated per organization ID. No cross-tenant data leakage is possible.
Credential Protection: Refresh tokens are stored encrypted and rotated automatically in accordance with OAuth 2.0 best practices.

6. Data Retention, Portability & Deletion Rights

Under applicable data protection laws (including the European Union General Data Protection Regulation - GDPR, and the California Consumer Privacy Act - CCPA), you have the right to:

  • Access & Export: Request a full export of your stored meeting summaries and action items.
  • Rectification: Correct any inaccurate account information.
  • Permanent Erasure (“Right to be Forgotten”): Delete your account and all associated call records immediately.

Need to request complete data deletion?

Contact our data protection team. Requests are processed within 24 business hours.

Request Data Wipe

7. Terms of Service & Acceptable Use

By accessing ClosFlow AI, you agree to:

  • Obtain any legally required consent from conversation participants in accordance with local recording and wiretapping statutes.
  • Refrain from attempting to reverse-engineer, exploit, or bypass platform authorization mechanisms.
  • Maintain the confidentiality of your account authentication credentials.

8. Contact Privacy & Legal Team

For any questions, concerns, or requests regarding this Privacy Policy or our compliance certifications, please reach out to our dedicated privacy officers:

ClosFlow AI Inc.

Primary Domain: https://closflowai.com

Privacy Inquiries: privacy@closflowai.com

General Support: support@closflowai.com