Privacy Policy

1. Who this policy covers

This policy describes how Closing Intake ("we," "us," "our") handles information in connection with the Closing Intake software, this website, and related services. It applies to the law firms and individuals who use Closing Intake ("you," "your firm").

This policy is about how we handle data. It is not legal advice about your own obligations to your clients under the Rules of Professional Conduct or any other law — you should make that assessment with your own counsel.

2. What we collect

Closing Intake is built to minimize what we ever see. Specifically:

• We do not collect or receive contract content. Purchase contracts, addenda, extracted fields, parcel data, buyer/seller names, property addresses, or any other closing-file content are read and processed locally on your firm's computer. They are never uploaded to us.
• Account and usage data. We collect information needed to operate your subscription: your firm name, billing contact, email address, the number of closings processed against your plan limit, and a device identifier used to enforce per-seat licensing.
• Payment information. Billing is handled by Stripe. We do not store your card details — Stripe processes and stores that information under its own privacy policy.
• Website usage data. Like most websites, closingintake.com may log basic technical information (IP address, browser type, pages visited) for security and troubleshooting purposes.
• Information you send us directly. If you email us, book a call, or fill out a contact form, we keep what you send us in order to respond and support your account.

3. What we never collect

We do not collect, store, transmit, or have access to:

• Purchase contracts or any uploaded closing documents
• Buyer, seller, or other party names or contact information from a closing file
• Property addresses, parcel numbers, or legal descriptions
• Purchase prices, loan terms, or other financial deal information
• Anything entered into or pulled by SoftPro ProForm on your machine

The extraction engine, the review ledger, and the connection into ProForm all run locally. There is no step in that pipeline that sends file content to our servers.

4. How we use what we do collect

Account and usage data is used to:

• Operate your subscription and enforce plan limits (e.g., the 10 free closings trial)
• Bind your license to the devices your firm has installed it on
• Process billing through Stripe
• Respond to support requests and setup calls
• Send you service-related communications (billing notices, product updates, security notices)

We do not sell account or usage data to third parties, and we do not use it for advertising.

5. Third parties we work with

A small number of vendors process account-level data on our behalf:

• Stripe — payment processing and billing
• Our hosting provider — runs the servers behind closingintake.com and the licensing/billing backend

None of these vendors receive closing file content, because we never have it to share.

6. Data retention

We retain account and billing data for as long as your subscription is active, and for a reasonable period afterward as required for accounting, legal, and tax purposes. You can request deletion of your account data, subject to records we're required to keep by law.

7. Security

Account and billing data is encrypted in transit. Because contract content never reaches our servers in the first place, the most sensitive data in your closing practice is protected by architecture, not just by policy — there is no closing file for us to lose, leak, or have subpoenaed.

8. Your choices

You can request a copy of the account-level data we hold about your firm, ask us to correct it, or ask us to delete your account, by contacting us using the information below.

9. Changes to this policy

If we make material changes to this policy, we'll update the date at the top of this page and, where appropriate, notify account holders directly.

10. Contact

Questions about this policy or how we handle data can be sent to privacy@closingintake.com.