Terms of Service

1. Who we serve

Our services are for licensed real estate agents, brokers and their authorized team members. By using the services you confirm that you hold an active real estate license (or work under the supervision of a licensee) and have authority to engage us for the transactions you submit.

2. What we do — and what we don't

Closed Circle provides administrative transaction coordination: tracking deadlines, organizing documents, communicating with parties and preparing files for closing. We are not a party to your transaction, and we do not provide legal, tax, financial, lending or brokerage advice. You and your supervising broker remain responsible for your transactions, your client relationships, and compliance with your license, your brokerage's policies and applicable law.

3. Your responsibilities

You agree to provide accurate, complete and timely information and documents; to promptly tell us about changes to dates, terms or parties; to review the information we and our tools prepare for you; and to confirm you have your clients' permission to share their information with us for coordination purposes.

4. AI-assisted features

Our portal uses AI-assisted tools to help read contracts, flag possible missing items or errors, and answer general questions. These tools can make mistakes. Their output is informational only and is not legal advice. Dates and details extracted by AI do not become part of your official transaction record until they are reviewed and confirmed by a person. You remain responsible for verifying all contract terms and deadlines.

5. Fees and payment

Fees are listed on our Pricing page at the time you submit a transaction. A $50 retainer is charged when your file is opened. If you cancel within 24 hours of payment, the retainer is refunded in full; after 24 hours it becomes nonrefundable and is credited toward your total coordination fee if the transaction closes. Refunds are returned to the original card and typically appear within 5–10 business days. The extension retainer is nonrefundable. The remaining balance is charged three business days before the estimated closing date, as described in our Cancellation & Payment Policy. By submitting a transaction, you authorize Closed Circle, through our payment processor Stripe, to save your payment method and charge it for the retainer, the remaining balance, any extension retainer and any other amounts described in that policy. If a payment fails, we may pause work on the file until payment is resolved. Please contact us before disputing a charge with your card issuer so we can try to resolve it.

6. Confidentiality and documents

We treat your transaction information and documents as confidential and use them only to provide our services, as described in our Privacy Policy. You keep ownership of the documents you upload.

7. No guarantee

We work hard to keep every file on track, but we cannot guarantee that any transaction will close, close on time, or that third parties (lenders, title companies, other agents or parties) will meet their obligations.

8. Limitation of liability

To the fullest extent permitted by law, Closed Circle will not be liable for indirect, incidental, special, consequential or punitive damages, or for lost commissions, profits or deals. Our total liability for any claim related to a transaction is limited to the fees you paid us for that transaction.

9. Indemnification

You agree to indemnify and hold Closed Circle harmless from claims arising from inaccurate information you provide, your violation of these Terms, or your acts or omissions as a licensee.

10. Account suspension and termination

You may stop using the services at any time; fees for transactions already opened remain governed by the Cancellation & Payment Policy. We may suspend or close accounts for nonpayment, misuse, or violation of these Terms.

11. Governing law

These Terms are governed by the laws of the State of Florida. Any dispute will be brought in the state or federal courts located in Duval County, Florida.

12. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email or in the portal. Continued use after changes take effect means you accept the updated Terms.

13. Contact

Closed Circle Transaction Coordinating

Email: info@closedctc.com

Phone: 800-327-0743