Closer by Earpiece
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Earpiece Privacy Policy

Last updated October 20, 2026

This policy explains what Earpiece ("Earpiece", "we") collects, how we use, store and share it, and the choices you have. It covers Earpiece's products, including Closer by Earpiece ("Closer"), the realtime sales coaching app for Mac and Windows, and our website and dashboard at getearpiece.com, and the data we receive from Google when you sign in with Google or connect your Google account to Earpiece. Closer is offered to businesses and people in the United States and is not meant for anyone under 18.

The short version

  • Closer listens to calls only when you start it, and shows you a line to tell the other people on the call at the start of each one.
  • Call audio is streamed for transcription and not saved, unless your organization turns on call recording.
  • We keep transcripts and notes so you and your managers can review them. You can delete any call.
  • Our AI providers are set to zero data retention and don't train on your calls.
  • Unless your organization opts out, we may use de-identified call text to improve Closer. We never use call audio or Google user data for that.
  • We don't sell personal information or use it for advertising.

What we collect

  • Account data: your name, email, password (stored hashed), organization and role.
  • Call audio: while Closer is running on a call, audio from your microphone and your computer's sound is streamed to our transcription provider. No bot joins your call. We don't save the audio unless your organization has turned on call recording (see below).
  • Call content: the transcript of what you and the other people on the call say, and what Closer produces from it: notes, summaries, action items, coaching tips, call stages, scores and the tone of the conversation ("Vibes"). Because a transcript records what everyone said, it includes personal information about the people you talk to, such as their name, company and anything they mention.
  • Call recordings (optional): only if an admin in your organization turns on call recording, the audio of each recorded call.
  • Sales materials: playbooks, documents and files you or your admin upload or import from Google Drive.
  • Usage and billing: live minutes, practice calls and recorded minutes, used for billing and plan limits. Payments are handled by Stripe; we never see or store your full card number.
  • Diagnostics: error reports from the website and app, with call content, request bodies and cookies removed before they are sent, and logs on your own computer.
  • Cookies: only the cookies needed to keep you signed in and remember your settings. We don't use advertising or cross-site tracking cookies.
  • Google data: only if you sign in with Google or connect it. See the next section.

Google user data

This section describes how Earpiece, including Closer, accesses, uses, stores, shares, protects, retains and deletes Google user data. Closer only receives Google user data when you choose to sign in with Google or connect your Google account, and only for the permissions you approve on Google's consent screen.

Data we access

  • Google sign-in (openid, email, profile): your Google account ID, name, email address and profile photo.
  • Google Calendar (calendar.events.readonly, read-only): the events on your primary calendar for today and the next six days: time, title, location, how to join (a meeting link or dial-in number, which Closer looks for in the event's details), and attendees' names and email addresses. Closer never creates, changes or deletes events.
  • Google Drive (drive.file): only the Docs, Sheets and text files you select yourself in Google's file picker. Closer cannot see or list any other file in your Drive.

How we use it

  • Sign-in data creates your Closer account and signs you in.
  • Calendar shows this week's meetings on the Closer app's Home screen, with how to join each one, and fills in who you're meeting, so Closer can prepare you for that call. After a call, the meeting's attendee email addresses fill in the To line of the follow-up email Closer drafts for you, which you can change before sending. When a call ends, Closer files it under the client you met in your team's Accounts, with the names and email addresses of the attendees from outside your team.
  • Drive imports the text of files you pick into your sales materials (your playbook), which Closer's AI coach uses to suggest what to say during your calls.

We use Google user data only for these user-facing features. We don't use it for advertising, we don't sell it, and we don't use it to train or improve AI models, including our own. That includes the meeting title and attendee details a call picks up from your Calendar and the text of files imported from Drive: they are left out of the improvement use described below.

How we share it

We don't share Google user data with anyone except service providers that process it on our behalf to run these features: Supabase (our database and sign-in), and, for the text of Drive files you import and the meeting details used to prepare a call or to file it under the right client, the AI providers listed below, which are configured for zero data retention and don't train on it. We may also disclose it if the law requires, or as part of a merger or acquisition with notice to you.

How we store and protect it

Google access tokens are stored in our database, encrypted at rest, in a table that only our servers can read; they are never sent to your browser or stored in the desktop app. Imported Drive file text is stored on your computer (files imported in the desktop app) or in your organization's private storage (files imported on the website). Calendar events are fetched when you open the app and are not stored on our servers; if you start a call from a meeting, its title and the attendee's name are saved with that call's notes, like the rest of the call. When a call ends, the names and email addresses of that meeting's attendees from outside your team are saved to your team's Accounts, which only your team can see, until someone on your team removes them or deletes the client. All data is encrypted in transit (HTTPS). No person at Earpiece reads your Google user data unless you ask us to for support, it's needed for security, or the law requires it.

Retention and deletion

We keep your Google tokens until you disconnect. Click Disconnect under Integrations in the dashboard to delete them and revoke Closer's access at Google; you can also remove Closer at myaccount.google.com/connections. Imported Drive files stay in your sales materials until you remove them, and are deleted with your account. To have all of your Google user data deleted, email support@getearpiece.com and we will delete it within 30 days.

Limited Use

Earpiece's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Earpiece does not use or keep Google user data, including data from Google Workspace APIs (Calendar and Drive), to develop, improve or train generalized or non-personalized AI or machine learning models, our own or anyone else's. We don't let our AI providers do so either: they process it only to run the features above, with zero data retention.

How we use it

To run the Service for you: transcribe calls, coach you during them, write notes, show managers their team's calls, send notes to tools you connect (such as HubSpot) when you ask, bill you, answer support requests, and keep the Service secure and working. We don't sell personal information, "share" it for cross-context behavioral advertising, or use it for advertising of any kind.

How we use call data to improve Closer

Unless your organization opts out, we may use call content (transcripts, notes and the signals in them, such as which questions and tips led to closes, how long each stage took and which objections came up) to improve Closer: for example to refine coaching, write better practice buyers, and test, tune or train the AI models that power Closer. Here is how we limit that use:

  • We remove names, email addresses, phone numbers and other details that identify a person or company before call content is used, and we only keep what that work needs.
  • We never use call audio or recordings, or Google user data (including Calendar meeting details and Drive files), for it.
  • We use it only to improve Closer. We don't sell it, use it for advertising, build profiles of the people you talk to, or let our AI providers train on it.
  • It applies only to calls made on or after October 1, 2026, and never to calls from an organization while it is opted out or on a zero-retention setting.
  • An organization admin can opt out at any time under Team in the dashboard, or by emailing us. Opting out stops any further use of your calls and doesn't change how Closer works for you. Improvements already made, such as a model already trained, can't un-learn, which is why we de-identify first.

The people on your calls

Closer works on behalf of the person using it, who decides when to run it. Users are responsible for telling the other people on a call that Closer is transcribing it (and recording it, if recording is on) and for getting any consent the law requires; see our Terms. To help, Closer shows a line to say and a ready-made intro for the meeting chat at the start of every call, unless the user turns that off. We don't check or log whether users give notice.

If you were on a call with someone using Closer and want to know what was kept or have it deleted, email support@getearpiece.com. The customer whose call it was controls that data, so we will work with them to handle your request.

Voice data

Closer does not create voiceprints, does not identify people by their voice, and does not analyze voices for emotion. The transcription service tells speakers apart within a single call so the transcript shows who said what; nothing from that is kept to recognize anyone later. Closer's read of the conversation's tone ("Vibes") comes from the words in the transcript only, and is shown only to the person who ran the call.

Sensitive details on calls

Closer automatically tries to remove card numbers, security codes, Social Security numbers and bank account numbers from the transcript before it is stored or sent to our AI providers. It can miss some, and the transcription service still hears the audio, so press Pause before anyone reads out a card number or other private details; Pause also pauses any recording. Closer is not designed for health information protected by HIPAA, and we don't sign business associate agreements.

Call recording

Call recording is an optional add-on that is off unless an organization admin turns it on and confirms that their team tells people when a call is recorded. When it is on, Closer saves the audio of each call (unless the rep switches it off for that call) to our storage provider, and the rep sees that the call is recording. Recordings can be played by the same people who can read the call, are kept for the period the admin picks (30, 90 or 365 days), and are deleted with the call. We never use recordings to improve Closer.

Who processes it

We rely on these providers, each bound to use your data only to provide their service to us:

  • Supabase: database, sign-in and file storage, where transcripts, notes, summaries and any call recordings are stored
  • Vercel: hosting for our website and servers
  • xAI (Grok): speech-to-text transcription, configured for zero data retention. Audio is streamed to it during the call and not stored by it
  • OpenRouter, the model hosts it routes to, and TypeSafe: AI coaching and analysis, configured for zero data retention and no training
  • Stripe: payments
  • Resend: sending our emails, such as team invites
  • Sentry: error reports, with call content removed
  • Google: sign-in and the Calendar and Drive features, if you connect them
  • HubSpot: only if your admin connects it, and only the call notes someone chooses to send there

We may also disclose information if the law requires it, to protect our rights or users' safety, or as part of a merger or acquisition with notice to you.

Who in your organization sees what

Admins and managers in your organization can see the calls, scores, notes, transcripts and any recordings of the reps on their team, including calls in progress. Reps see their own. Your organization decides how it uses this, and is responsible for telling its people about it.

Retention and deletion

By default we keep call content while your account is open. An organization can ask us for a shorter setting: keep only numbers and labels, delete content after a set number of days, or keep nothing on our servers. Anyone can delete a call at any time (reps their own; admins and managers any in their organization), which removes its transcript, notes, summary, coaching, action items and recording. The Closer app also keeps a copy of your calls on your own computer until you delete them there. After an account closes we delete its data within 30 days, except billing records we must keep by law. Deleted data can stay in our encrypted backups for a short time until they cycle out.

Your rights

You can ask to know what personal information we have about you, and to access, correct, export or delete it, and an organization admin can opt out of the improvement use above. Email us from your account address and we will respond within 30 days; we may need to confirm it is you, and you can use an authorized agent. If we turn down a request, reply to ask us to reconsider and we will explain our decision. We won't treat you differently for using these rights. You can also delete any call yourself; see how to delete or export your data.

Security

Data is encrypted in transit and at rest on our servers, and database access rules keep each organization's data separate. Copies the Closer app keeps on your computer are protected by your computer's own security, such as FileVault. If a breach affects your personal information, we will tell you as the law requires.

Changes

If we make a material change to this policy, we will tell you by email or in the app before it takes effect.

Contact

Email support@getearpiece.com with any privacy question or request.