Privacy
Privacy Policy
ClosingVault is a virtual data room for business sales and acquisitions. It is operated by Digital Bridge Affiliates LLC, a Wyoming limited liability company (“ClosingVault”, “we”, “us”). This policy says what information we collect, why, and who helps us handle it. It covers our website at closingvault.app and the ClosingVault apps (app.closingvault.app, seller.closingvault.app and room.closingvault.app). We serve customers in the United States.
What we collect
- Account details. Your email address, your name if you give one, and a password, which we store only as a one-way hash, never as readable text. When a room owner invites someone, the owner gives us that person’s email address.
- Documents and room content. The documents you upload to a room, and the other things you and the people you invite add to it, such as folder names, questions and answers, and checklist details.
- Usage and audit records. ClosingVault keeps a log of who opened, downloaded or changed what in a room, and when, along with the IP address and browser details of that visit. We keep the same details for sign-in sessions. The firm that runs a room can see this activity for the people it invited.
- Billing. Paid plans are billed by Stripe. You enter your card on Stripe’s own pages; we never see or store a full card number. We keep Stripe’s reference numbers for your account and subscription, your plan and billing interval, and your trial and subscription dates.
- Messages to us. What you send through our contact form or by email (see below).
- Affiliate program. If you join the affiliate program, we also keep your account details and, when a payout is due, the bank details you give us for it.
Cookies and browser storage
The apps use a cookie to keep you signed in. Your browser also stores the referral click described below, for up to 90 days. In production, Google Analytics sets its own cookies (see Analytics). If you arrive through a link that carries campaign tags, this site also keeps those tags in a cookie for 30 days, so that a sign-up can be credited to the link. You can block or delete cookies in your browser settings, but you will not be able to stay signed in to the apps without the sign-in cookie.
Our contact form
When you send us a message through a form on this site, we store what you typed (your email address, and your name, company, role and message if you gave them), the page you were on and your browser type. We do not store your IP address. We email it to ourselves through Resend, record you as a contact in SalesNexus, the customer-contact system we use (your name, email, company and role, and a note of when and from which page you wrote; not your message text), and add your email, name, company and role to our contact list in Encharge. The stored copy is kept on Cloudflare, which hosts the site.
Marketing email
When you start a free trial, we add your email address, your name (and first name) and your trial end date to Encharge, our marketing email service, and tag you as a trial user so we can send you emails about getting the most out of your trial. When your firm subscribes, we tag you as a customer and the trial emails stop. To stop hearing from us, email [email protected]. We still send account emails, such as sign-in codes and notices about your rooms.
Analytics
In production we use Google Analytics on this website and in the ClosingVault admin app (app.closingvault.app). It records which pages are visited, roughly where visitors come from, device and browser details, and the campaign that brought a visitor (from the tracking tags some links carry). When a free trial is confirmed, the admin app sends Google Analytics a sign-up event with the campaign tags; it does not send your email address or name. The seller and buyer apps do not use Google Analytics.
Referral links
When you arrive through an affiliate’s referral link, we record a click: a random ID, the affiliate it belongs to, and the time. Nothing about you is stored with it. Your browser keeps the latest click ID for up to 90 days and hands it to us when you start a trial, so the affiliate is credited. Affiliates never see your email address or contact details; they see only a partly masked firm name and its plan and status. The program’s terms are on the affiliates page.
How we handle documents
What happens to a document, from upload to viewing, is on How we handle documents. In short: ClosingVault automatically finds sensitive numbers, such as Social Security and bank account numbers, and blacks them out in a separate redacted copy. It uses AI to file and organize documents and to find them when someone asks the room a question. It never uses AI to give opinions or advice about a deal.
Who helps us run ClosingVault
We use these service providers, each for one job:
- Fly.io and Cloudflare: hosting for the ClosingVault servers (Fly.io) and for the website and web apps (Cloudflare).
- Neon: the database.
- Cloudflare R2: storage for uploaded documents.
- Resend: delivery of the emails the service sends, such as sign-in codes, invitations, notices and weekly updates.
- Stripe: payments.
- Encharge: marketing email.
- SalesNexus: our customer-contact records for people who write to us.
- Google Analytics: website and app analytics.
- TypeSafe: the AI service that decides which folder and checklist item a document belongs to, and that picks the folder when someone asks the room a question. What is sent to it is described on How we handle documents.
Scanned pages are read by software that runs on our own servers, not by an outside service. These providers handle information only to do their job for us.
We don’t sell personal information
We don’t sell your personal information.
Free trials, cancellation and keeping your data
- Free trial. A trial lasts 30 days. When it ends, the account becomes read-only: you can look at your rooms but not add to them. If you have not subscribed, your rooms move to Trash 30 days after the trial ended, and never earlier than 7 days after we first email the account’s owners a warning. We email them again 1 day before. If you subscribe, rooms moved to Trash because of the trial are restored.
- Trash. Moving a room to Trash does not erase it. Trashed rooms can be restored for 30 days, and after that they no longer appear in your account. We do not yet erase them automatically; to have them deleted, ask us (see below).
- Cancelling a subscription. Cancelling does not delete your rooms or documents. Your account moves to the limits of our smallest plan, which can stop you creating new rooms.
- The activity log. The log of who did what in a room is built so that entries cannot be edited or removed. If we delete your documents or account on request, entries in that log may remain.
Asking for a copy or deletion
To ask for a copy of the personal information we hold about you, or to have it deleted, email [email protected]. We will confirm who you are before we act. If the information is in a firm’s room, we may need to involve that firm.
Children
ClosingVault is not for anyone under 18, and we do not knowingly collect information from them.
Changes to this policy
If we change this policy, we will post the new version here and update the date at the top. If a change is significant, we will also tell account owners by email.
Contact
Questions about this policy: email [email protected], or use our contact page. You can also write to Digital Bridge Affiliates LLC, 30 N Gould St, Suite 52761, Sheridan, WY 82801.