Privacy Policy

Last updated: September 27, 2026

Closed Circle Transaction Coordinating ("Closed Circle," "we," "us") provides real estate transaction coordination services to licensed real estate agents and brokerages. This policy explains what information we collect, how we use and share it, and the choices you have. By using our website or portal, you agree to this policy.

1. Information we collect

Account information: your name, email, phone number, brokerage, license information and login credentials.
Transaction information: details you submit about a real estate transaction, including property addresses, contract dates, and the names and contact details of buyers, sellers, lenders, title companies and other parties.
Documents: contracts, addenda, disclosures and other files you upload.
Payment information: payments are processed by Stripe. We receive limited payment details (such as card brand, last four digits, expiration date and payment status). We never receive or store full card numbers.
Usage information: basic technical data such as browser type, device, IP address, pages visited and log-in activity, collected through cookies and similar technologies needed to keep you signed in and keep the service secure.
Communications: messages you send us through the contact form, email or phone.

2. How we use information

To provide transaction coordination services, including tracking deadlines, managing documents and communicating with parties to your transaction.
To process payments, including the retainer at submission and the scheduled balance charged to your saved payment method as described in our Cancellation & Payment Policy.
To send service messages such as status updates, payment notices and receipts.
To use automated tools, including AI-assisted document review, to help extract dates and details from uploaded contracts. Extracted information is always reviewed and confirmed by a person before it becomes part of your official transaction record.
To maintain security, prevent fraud and comply with legal obligations.
To improve our services.

3. How we share information

We do not sell your personal information. We share it only:

With service providers that help us operate, such as hosting and database providers, payment processing (Stripe), email delivery and AI processing providers, who may use it only to provide services to us.
With parties to your transaction (for example, the other agent, lender, title or escrow company) as needed to coordinate the transaction you engaged us for.
With your brokerage, when needed to meet its compliance requirements.
When required by law, subpoena or to protect our rights, users or the public.
In connection with a merger, acquisition or sale of all or part of our business.

4. Information about your clients and other parties

When you submit a transaction, you may provide personal information about your clients and other parties. You confirm that you have the right to share that information with us for transaction coordination purposes. We use it only to coordinate that transaction.

5. Data retention

We keep transaction records and documents for as long as your account is active and as needed to meet legal, regulatory, brokerage record-keeping and accounting requirements. When information is no longer needed, we delete or de-identify it.

6. Security

Documents are stored in encrypted private storage and are accessible only to you, your assigned coordinator and authorized administrators, using time-limited secure links. No system is completely secure, but we use reasonable administrative, technical and physical safeguards to protect your information.

7. Your choices and rights

You can review and update your account information in the portal. You may request access to, correction of, or deletion of your personal information by contacting us. Some information may need to be kept for legal or compliance reasons. You can opt out of non-essential marketing emails at any time using the unsubscribe link; service and payment messages cannot be turned off while you have an active account.

8. Children

Our services are intended for real estate professionals and are not directed to anyone under 18. We do not knowingly collect information from children.

9. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify you by email or through the portal. The "Last updated" date shows when it was last revised.

10. Contact us

Closed Circle Transaction Coordinating

Email: info@closedctc.com

Phone: 800-327-0743