ClosetCRM Privacy Policy
Last updated October 16, 2026
ClosetCRM is a product of Sublime Technologies, Inc., a Delaware corporation ("Sublime", "we", "us"). This policy explains what personal information we collect when you use ClosetCRM, including its website, web app, mobile pages, and its connector for AI assistants such as Claude and ChatGPT, and what we do with it.
ClosetCRM is software for businesses. A business that signs up (a "Customer") uses it to manage its own clients, jobs, quotes, invoices, payments and schedule. For the information a Customer enters about its own clients, the Customer decides what is collected and why, and we process it on the Customer's behalf under our Terms of Service. If you are a client of a business that uses ClosetCRM, please contact that business first about your information.
1. Information we collect
Account information
When you sign up or are added to a team: your name, email address, phone number, business name, business address, trade, team size, password (stored only as a one-way hash), and your role and permissions in the workspace.
Business data you add
Clients and their contact details, jobs and projects, notes, quotes, invoices, price lists, files, calendar appointments, and messages sent through ClosetCRM.
Billing and payment information
Your plan, subscription status and billing history. Card and bank details are collected and stored by our payment processor, not by us; we keep only a reference to the payment method, such as card brand and last four digits. If your business accepts payments from its clients through ClosetCRM, the processor also receives the information needed to process and settle those payments.
AI Assistant
If your workspace uses the AI Assistant inside ClosetCRM, we store your conversations so you can return to them, and for each message a record of what the assistant did to answer it: the instructions it was given, your request, the steps it took and the workspace information those steps returned, any errors, and how long it took. We also store how many AI tokens each person uses, which we use for billing and for the limits your administrators set, and any thumbs-up or thumbs-down ratings you give an answer. The assistant can reach only what your role in the workspace allows, and your administrators choose who can use it and what it may do. We use these records to provide the feature, to troubleshoot, and to evaluate and improve the assistant. Deleting a conversation removes it from your history; the underlying records are kept and deleted as described in section 5. Our product analytics record that a message was sent or rated, not what it said.
Usage and device information
Pages viewed and features used, the page that referred you, campaign tags in links you followed (such as utm_source), browser and device type, IP address, and error reports. A cookie identifies your browser on our signup page so we can count visits. Our signup pages also use the Meta Pixel, which sets cookies to measure our advertising (see section 4).
2. The AI assistant connector
ClosetCRM offers a connector that lets an AI assistant you use, such as Claude or ChatGPT, work with your ClosetCRM workspace after you sign in and approve it. When you use it:
- What the assistant can reach. Only the workspace you choose when you approve the connection, and only what your role in that workspace allows. Actions that send something to a client, such as emailing a quote or invoice, are marked so the assistant asks you before running them. The connector cannot move money.
- What we receive. The specific requests the assistant makes on your behalf (for example, "list unpaid invoices" with its filters), which we use only to carry out that request. We do not receive, request or store your conversations with the assistant, its memory, or your chat history.
- What we log. For each request: which tool was used, which assistant made it, the workspace, whether it succeeded, how long it took, and when. We do not log the request's contents or the results. We also record the first time each workspace connects each assistant.
- Sign-in. Access is granted through OAuth. Access tokens expire after one hour and refresh tokens after 60 days of inactivity; we store them only as one-way hashes. One-time sign-in codes expire after ten minutes. We use IP addresses and email addresses to limit repeated sign-in attempts.
- Your assistant provider. Information the connector returns to the assistant is handled by that provider under its own privacy policy (for example Anthropic for Claude and OpenAI for ChatGPT). You can disconnect at any time in the assistant's connector settings, and you can ask us to revoke access.
3. How we use information
- To provide, maintain and secure ClosetCRM, including the connector and in-app AI features you choose to use.
- To process subscriptions and payments, send receipts, trial and billing notices, and service messages.
- To provide support and to help new accounts get set up.
- To understand how ClosetCRM is used, measure which channels bring new accounts, and improve the product.
- To prevent fraud and abuse, and to comply with law.
We do not sell personal information, and we do not use your business data or your clients' data to advertise to them.
4. Who we share information with
We share information only as needed to run ClosetCRM, with service providers bound by contract to protect it:
| Purpose | Provider type |
|---|---|
| Hosting, database and file storage | Amazon Web Services |
| Email delivery | Email delivery providers such as SendGrid |
| Text messages | SMS providers such as Twilio |
| Payments | Our payment processor (Finix) and card networks and banks |
| Product analytics and error reports | PostHog |
| Advertising measurement | Meta (Meta Pixel and Conversions API) |
| AI features inside ClosetCRM | AI model providers such as Anthropic and OpenAI, which receive only the content needed for the feature you use and do not use it to train their models |
Advertising measurement. When you visit our signup pages or create an account, we share a cookie identifier, your IP address, browser details, the ad you clicked (if any), and one-way hashed contact details (email, name and phone number) with Meta. Later we tell Meta when your account reaches certain milestones, such as starting a trial, sending a first quote or becoming a paying customer. We do this so we can measure and improve our ads. We never share your clients' information with Meta.
We also share information with services you choose to connect, such as accounting or email marketing tools, and with AI assistants you connect as described in section 2. We may disclose information if required by law, to protect rights and safety, or as part of a merger or acquisition, in which case this policy continues to apply.
5. How long we keep information
We keep account and business data while your account is active. After an account is closed, we delete or anonymize it within a reasonable period, except where we must keep records for legal, tax, accounting or dispute purposes, such as payment and invoice records. Connector tokens are deleted or invalidated when they expire or are revoked, and connector request logs contain no request contents. AI Assistant conversations and run records are kept while your account is active and are deleted or anonymized with the rest of your account data after it is closed.
6. Your choices and rights
- You can view and update your account and business data in ClosetCRM at any time.
- You can ask us to access, correct, export or delete your personal information, or to close your account, by emailing help@closetcrm.com. We will verify the request and respond as required by applicable law.
- You can disconnect an AI assistant at any time from the assistant's settings.
- You can limit how Meta uses information about you for ads in your Meta ad settings (facebook.com/adpreferences), and block or delete cookies in your browser settings.
- You can opt out of marketing emails with the unsubscribe link in them. Service and billing messages are still sent while you have an account.
7. Security
We use encryption in transit, hashed passwords and tokens, role-based permissions within each workspace, and access controls on our systems. No system is perfectly secure; please tell us right away at help@closetcrm.com if you think your account has been compromised.
8. Children
ClosetCRM is for businesses and is not directed to children under 16. We do not knowingly collect their personal information.
9. Changes
We will post any changes on this page and update the date above. If a change is material, we will tell account owners by email or in the app before it takes effect.
10. Contact
Sublime Technologies, Inc. · help@closetcrm.com