Privacy Policy — ClosingDay

1. Introduction

ClosingDay ("we," "our," or "us") operates a real-time closing coordination platform for title agents, notaries, and buyers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service, including our website at closingdayhq.com, our iOS application, and related services (collectively, the "Service").

By using our Service, you consent to the practices described in this policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

Information you provide directly

Account information: Name, email address, company name, and password when you create an account.
Contact information for closing parties: Names, phone numbers, and email addresses for buyers, notaries, lenders, and other parties you add to a closing.
Closing details: Property addresses, closing times, status updates, and notes you enter into the platform.
Billing information: Processed securely through our payment provider. We do not store full credit card numbers.

Information collected automatically

Location data (notary app): If you are a notary using our iOS app and grant location permission, we collect your GPS coordinates during active closings to provide live ETA to other parties. Location collection stops when the closing is completed or you close the app.
Usage data: Log files, IP addresses, browser type, device identifiers, pages visited, and timestamps.
Cookies: We use functional cookies to maintain your session. We do not use third-party advertising cookies.

3. How We Use Your Information

To provide and operate the Service — coordinating closings, sending notifications, and displaying status information.
To send SMS and email notifications to closing parties using Twilio (SMS) and Resend (email) on your behalf as the title agent.
To display live notary location and ETA to authorized parties in a closing.
To communicate with you about your account, updates, and support.
To improve the Service — analyzing aggregate usage patterns (never individual tracking for advertising).
To comply with legal obligations.

4. How We Store Your Information

Your data is stored in Google Firebase / Firestore, which provides encrypted storage hosted in Google's cloud infrastructure. Data is encrypted in transit (TLS) and at rest. Firebase is subject to Google's security certifications including SOC 2, ISO 27001, and FedRAMP.

Closing records are retained for 36 months after the closing date, after which they are automatically deleted. Account data is retained as long as your account is active.

5. Sharing of Information

We do not sell your data. Ever.

We share information only as follows:

Between closing parties: Information you enter about a closing (status, ETA, party list) is shared with other parties in that closing. You control who is added.
Service providers: Twilio (SMS delivery), Resend (email delivery), and Google Firebase (infrastructure). These providers process data only to deliver the Service and are bound by data processing agreements.
Legal requirements: If required by law, court order, or to protect the rights and safety of ClosingDay or users.
Business transfer: In the event of a merger or acquisition, user data may be transferred. We will notify affected users in advance.

6. SMS Messaging Program

CTIA & TCPA Disclosure

Program Description

ClosingDay sends transactional SMS notifications to real estate closing participants — buyers, sellers, notaries, and lenders — about their specific closing transaction. Message types include: appointment reminders, status updates (e.g., notary en route, documents ready), scheduling changes, and document request alerts. No marketing or promotional messages are ever sent.

How Consent Is Obtained

Closing participants provide their phone number to a licensed title agent as part of the real estate closing transaction. The title agent enters this information into ClosingDay. By providing their phone number and participating in a closing managed through ClosingDay, the participant consents to receive transactional SMS updates related to that specific closing. Title agents, by accepting ClosingDay's Terms of Service, certify that all participants have agreed to participate in the closing and receive related communications.

Message Frequency

Varies based on closing activity. Typically 2–8 messages per closing transaction.

Message & Data Rates

Message and data rates may apply depending on your mobile carrier plan.

Opt-Out / Stop

Reply STOP to any ClosingDay message at any time to unsubscribe. You will receive one confirmation message and no further messages. You may re-subscribe by replying START.

Help

Reply HELP to any ClosingDay message for assistance, or email us at hello@closingday.app.

Data Use

Phone numbers collected through ClosingDay are used solely for transactional notifications related to your real estate closing. Phone numbers are never sold, rented, or shared with third parties for marketing purposes. See Section 5 (Sharing of Information) for our complete data-sharing policy.

7. Your Rights & Choices

You have the following rights regarding your information:

Access: Request a copy of the data we hold about you.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your account and associated data. We will process deletion requests within 30 days. Some data may be retained for legal compliance purposes.
Opt-out of SMS: Reply STOP to any SMS, or see Section 6 above for full SMS program details.
Location: Notaries can revoke location permission at any time in iOS Settings. The app will continue to function without location sharing (ETA will not be available).

To exercise any of these rights, email us at hello@closingday.app with the subject line "Privacy Request."

8. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

9. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or by prominent notice in the Service at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us:

ClosingDay

Email: hello@closingday.app