The Closing Atelier™ Privacy Policy

In short: We collect only what is needed to run your closing timeline: names, contact details, transaction milestones, documents and messages. We never sell personal information and never use it for advertising. Documents are encrypted at rest, agents use two-factor sign-in, and each client sees only their own file. We do not collect Social Security numbers, bank or routing numbers, wire instructions or biometric information, and the app blocks them in messages. See our Privacy Policy for details and your choices.

DRAFT – pending review by counsel. Not yet in effect; must be checked against how the Service is actually hosted and configured before launch.

Last updated: October 8, 2026 · The Closing Atelier, LLC ("we", "us") · theclosingatelier@gmail.com · 10715 S. Roberts Rd., Palos Hills, IL 60465

Where we operate: the Service is offered to Illinois real estate licensees and their clients and is hosted in the United States.

1. Roles

For Agent accounts and billing, we decide how the information is used.
For client files (names, contact details, property address, milestones, documents and messages), the Agent decides what to collect and share, and we process it on the Agent's behalf to provide the Service. Clients with questions about their file should contact their Agent first; we will help.
For public inquiries sent through an Agent's contact page, the information goes to that Agent.

1A. Your data belongs to you

Your client data belongs to you. We process it only to run your client files and provide the service you asked for. We never sell it, rent it, or use it for our own marketing. We share it only with the service providers that help us run The Closing Atelier (such as hosting, payments, email, and text messaging), under confidentiality obligations, or when the law requires. You can export your data or delete it at any time.

Polski: Dane Twoich klientów należą do Ciebie. Przetwarzamy je wyłącznie po to, aby prowadzić Twoje teczki klientów i świadczyć usługę, o którą prosisz. Nigdy ich nie sprzedajemy, nie wynajmujemy ani nie wykorzystujemy do własnego marketingu. Udostępniamy je wyłącznie dostawcom usług, którzy pomagają nam prowadzić The Closing Atelier (takim jak hosting, płatności, e-mail i wiadomości SMS), na podstawie zobowiązań do zachowania poufności, lub gdy wymaga tego prawo. W każdej chwili możesz wyeksportować swoje dane lub je usunąć.

Español: Los datos de sus clientes le pertenecen a usted. Los procesamos solo para gestionar sus expedientes de clientes y prestar el servicio que usted solicitó. Nunca los vendemos, alquilamos ni usamos para nuestro propio marketing. Solo los compartimos con los proveedores de servicios que nos ayudan a operar The Closing Atelier (como alojamiento, pagos, correo electrónico y mensajes de texto), bajo obligaciones de confidencialidad, o cuando la ley lo exige. Puede exportar sus datos o eliminarlos en cualquier momento.

2. What we collect

Agent account data: name, email, phone, brokerage, license number (optional), password (stored only as a hash), two-factor secret, plan and billing status. Card details are handled by our payment processor, not stored by us.
Client data entered by the Agent: name, email, phone, preferred language, property address, transaction dates and status, checklist items, documents the Agent or client uploads, and messages.
Text and email records: phone numbers, opt-in and opt-out records (date, time, wording shown and method), message content and delivery status.
Virtual Staging photos (optional add-on): property photos an Agent uploads, the Staged Images created from them, the chosen style, and the Agent's confirmation that they have the rights to the photo and will not misrepresent the property. When a photo is uploaded we re-encode it and remove embedded metadata such as GPS location, camera model and date. Agents should avoid photos showing people, documents or other personal details.
Inquiry form data: name, email, phone, whether you are buying or selling, contact preference, message, and whether you agreed to be contacted.
Technical and security data: sign-in times, IP address, browser type, and an audit log of who viewed or changed a file. We use only cookies needed to keep you signed in and protect forms (no advertising or analytics cookies).

We do not ask for or knowingly store Social Security numbers, bank, account or routing numbers, wire instructions, or biometric information. Users must not enter or upload them; the Service blocks messages and uploads that appear to contain them and has no feature for sending or verifying wire instructions. The Service is not directed to children under 13 and we do not knowingly collect their information.

2A. Features that process content you give us

[attorney review — draft added Oct 8, 2026; must match the providers actually configured at launch]

Speak update (agents): the agent's voice is converted to text on the agent's device or by the browser's own speech service (for example, Google in Chrome or Apple in Safari, under that provider's privacy terms); The Closing Atelier never receives or saves the audio. We keep only the text the agent reviews and confirms with "Post to timeline," which becomes a normal timeline update. No voiceprints are created. Agents may record only themselves. [attorney review — added Oct 15, 2026]
Older dictation drafts (agents): the earlier "Dictate update" recorder was removed on Oct 15, 2026; the app no longer accepts or transcribes audio. Any text drafts created before then are deleted after 30 days.
Email forwarding (agents): emails forwarded to the agent's private address are read in memory to suggest timeline updates. We keep only the date, sender, status and, for processed emails, the subject and a short excerpt (deleted after 30 days or when the file closes). Full messages and attachments are not stored. Emails with bank or wire details are blocked the same way; emails saying payment details "changed" are flagged as possible fraud.
Document uploads (inspection and sewer-scope reports; contracts and other transaction documents reviewed by our team): the PDF's text is extracted in memory, screened for bank or wire details, summarized, and the PDF itself is not stored. Summaries are deleted after 90 days unless the agent removes them sooner. Summaries are informational only and are not legal, inspection or engineering advice.
Contractor quotes: a contractor invited by an agent sees only the repair items the agent selected and the city/ZIP — never client names, contact details, price, contract or documents. Contractors provide their quote, license details and an optional insurance certificate (stored encrypted). Payment details are refused.
AI services: suggestions are currently produced by a built-in rule-based analyzer that does not send your content to any outside service. No outside AI provider is connected. Before one is connected, we will name it here. Only screened text would be sent, and only under terms that do not allow the provider to train on it.

2B. Appointments, notifications and calendars

[attorney review]

Appointments: agents can schedule appointments (for example inspections, appraisals, walk-throughs) and invite the file's clients and outside attendees such as inspectors, contractors or surveyors. Each attendee receives only their own appointment details (type, time, address, notes the agent marked as shared, and the agent's name) through a private link, email with a calendar invite (.ics), in-app or push notifications they enabled, and text messages only if they opted in (reply STOP to stop). We record who was notified, by which channel and when.
Calendar connections (Google Calendar): an agent may connect a Google account. We then create a separate "The Closing Atelier" calendar and add, change or delete only the appointments and dated tasks the agent manages in the Service; changes the agent makes to those events in Google come back to the Service. We do not read the agent's other calendars, except free/busy times (no event details) when the founder account uses website booking. Google access and refresh tokens are encrypted at rest and deleted when the agent disconnects. The Closing Atelier's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, and do not let humans read it except with the user's consent, for security, or as required by law.
Calendar feeds: agents can turn on a private iCal subscription address (for Apple, Outlook and others) and reset or turn it off at any time.

2C. Website booking

[attorney review]

When you book a demo or contact call on our website we collect your name, email, optional phone, brokerage and message, the time you chose, and your consent choices. We use them only to schedule the call, send the confirmation and calendar invite, send reminders (24 hours and 2 hours before by email, and by text only if you opted in), and let you reschedule or cancel. Do not include bank, wire or account details; messages that contain them are refused. Booking records are deleted 180 days after the call unless you become a customer.

3. How we use it

To provide the Service (show status, send notifications the user chose, deliver messages); to secure it (sign-in protection, fraud and abuse prevention, audit logs); to bill Agents; to provide support; and to comply with law. We do not sell personal information, share it for cross-context behavioral advertising, or use client data to market to clients.

The Agent and the clients on the same file (each client sees only their own file).
Service providers (processors): each one receives only what it needs to do its job for us, under confidentiality and data-protection obligations, and may not use the data for its own purposes:
Render Services, Inc. (Render): hosts the app, its database and stored documents in the United States.
Stripe, Inc.: processes Agent subscription payments. We do not store full card numbers. Billing is in test mode and no cards are charged yet.
Google LLC (Gmail SMTP): delivers the emails the Service sends (invitations, sign-in codes, notifications).
Twilio Inc.: delivers text messages to people who opted in. Texts are not sent to phones yet.
Google LLC (Google Calendar): only if an Agent chooses to connect a Google account, to keep that Agent's appointments in sync.
Web push services (for example Google, Apple or Mozilla, depending on the browser): only if a user turns on push notifications, to deliver a short notice.
AI, virtual staging and public-records providers: none is connected today. The Service uses built-in tools that do not send your content anywhere. Before any such provider is connected we will name it here, and it may not train on or keep your content beyond the job.
Aggregate statistics: we may count overall usage (for example, how many files were created in a month) to run, secure and plan the Service. These counts contain no client names, contact details or file contents and are never sold.
Virtual Staging: no outside image provider is connected. The demonstration generator in this version does not send photos to anyone. If we connect one later, we will name it here before it is used, send only the photo with metadata removed and the chosen style, and only under terms that do not allow it to train on the photo.
Authorities when required by law or to protect rights and safety.
A successor in a merger or sale, subject to this policy.

5. Text messages

Mobile numbers and opt-in data are used only to send the messages you agreed to and are not shared with third parties for their marketing. See the SMS Terms.

6. Retention and deletion

Retention (pending counsel review): We keep client file data while the Agent's account is active and for a 90-day hold after the subscription is cancelled or lapses or the account is closed (clients have read-only access during the hold), and then we delete it. Backup copies are deleted after 30 days. We keep a record longer only where the law requires it (billing records: 7 years, with no client data). Agents and their sponsoring brokers remain responsible for their own record-keeping (Illinois sponsoring brokers must keep transaction records under the Real Estate License Act rules), so export what you must keep before you delete a file or close your account. Opt-out records are kept as long as needed to honor them. Virtual Staging photos and Staged Images stay with the transaction file and follow the same rules. Agents can delete them at any time, including after the add-on ends, and they are removed when the file is deleted or the account is closed.

Retention schedule. Retention: we keep client file data while the Agent’s account is active. After the subscription is canceled or lapses, or the Agent closes the account, there is a 90-day hold: clients have read-only access, the Agent can still sign in to export everything, and we email the Agent export reminders. After 90 days the data is permanently deleted (the Agent can choose to delete it sooner). Backups are deleted after 30 days. Email and text-message send logs are kept 30 days or less. The security audit log is kept 1 year, after which names, IP addresses and details are removed. AI intake data is kept 30 days. Billing records are kept 7 years and contain no client data. We do not keep records on the Agent’s behalf: Illinois sponsoring brokers must keep their own transaction records for 5 years (68 Ill. Adm. Code 1450.755). The periods above are pending counsel review, except the 7-year billing-record period, which is final.

Polski: Przechowywanie danych: dane teczek klientów przechowujemy, dopóki konto Agenta jest aktywne. Po anulowaniu lub wygaśnięciu subskrypcji albo zamknięciu konta przez Agenta obowiązuje 90-dniowy okres wstrzymania: klienci mają dostęp tylko do odczytu, Agent nadal może się zalogować i wyeksportować wszystkie dane, a my wysyłamy Agentowi przypomnienia o eksporcie. Po 90 dniach dane są trwale usuwane (Agent może zdecydować o wcześniejszym usunięciu). Kopie zapasowe są usuwane po 30 dniach. Rejestry wysłanych e-maili i SMS-ów przechowujemy nie dłużej niż 30 dni. Dziennik audytu bezpieczeństwa przechowujemy 1 rok, po czym usuwamy z niego imiona i nazwiska, adresy IP i szczegóły. Dane wprowadzane do funkcji AI przechowujemy 30 dni. Dokumentację rozliczeniową przechowujemy 7 lat; nie zawiera ona danych klientów. Nie przechowujemy dokumentacji w imieniu Agenta: sponsorujący brokerzy w Illinois muszą sami przechowywać dokumentację transakcji przez 5 lat (68 Ill. Adm. Code 1450.755). Powyższe okresy są w trakcie weryfikacji prawnej, z wyjątkiem 7-letniego okresu przechowywania dokumentacji rozliczeniowej, który jest ostateczny.

Español: Conservación de datos: conservamos los datos de los expedientes de clientes mientras la cuenta del Agente esté activa. Cuando la suscripción se cancela o vence, o el Agente cierra la cuenta, hay un período de retención de 90 días: los clientes tienen acceso de solo lectura, el Agente puede seguir iniciando sesión para exportar todo y le enviamos recordatorios de exportación. Después de 90 días los datos se eliminan de forma permanente (el Agente puede elegir eliminarlos antes). Las copias de seguridad se eliminan después de 30 días. Los registros de envío de correos y mensajes de texto se conservan 30 días o menos. El registro de auditoría de seguridad se conserva 1 año; después se eliminan los nombres, las direcciones IP y los detalles. Los datos de entrada de IA se conservan 30 días. Los registros de facturación se conservan 7 años y no contienen datos de clientes. No conservamos registros en nombre del Agente: los corredores patrocinadores de Illinois deben conservar sus propios registros de transacciones durante 5 años (68 Ill. Adm. Code 1450.755). Los períodos anteriores están en revisión por un abogado, excepto el período de 7 años para los registros de facturación, que es definitivo.

Complimentary file and license record. Your first client file is on us. One complimentary file per Illinois real estate license. An active IDFPR license number is required to verify eligibility. After your complimentary file, additional client files require the Agent plan ($29.99/month). We verify your license with the Illinois Department of Financial and Professional Regulation and use it to apply your one complimentary file. Your license number is never displayed publicly or shared. The license number is checked against the Illinois Department of Financial and Professional Regulation register; if the automated check is unavailable, a person reviews it before the complimentary file is applied, and you can ask for a review if your number was entered by mistake or used by someone else. We store only a protected (keyed hash) form of the number, never the number itself, and use it for nothing else. The complimentary file is not tied to referrals or to any payment from a lender, title company or other settlement provider. If you delete your account, we keep only a protected record of your license number and the date your complimentary file was used. We do this solely to apply the one-per-license limit, and we delete it after 5 years. All other account data follows our 90-day deletion schedule.

Polski (tłumaczenie oczekuje na weryfikację native speakera): Pierwsza teczka klienta na nasz koszt. Jedna bezpłatna teczka na jedną licencję pośrednika nieruchomości w stanie Illinois. Do potwierdzenia uprawnienia wymagany jest numer aktywnej licencji IDFPR. Po wykorzystaniu bezpłatnej teczki kolejne teczki klientów wymagają planu Agent (29,99 USD miesięcznie). Jeśli usuniesz konto, zachowamy wyłącznie zabezpieczony zapis numeru Twojej licencji oraz datę wykorzystania bezpłatnej teczki. Robimy to wyłącznie w celu stosowania limitu jednej teczki na licencję i usuwamy ten zapis po 5 latach. Wszystkie pozostałe dane konta podlegają naszemu 90-dniowemu harmonogramowi usuwania.

Español (traducción pendiente de revisión nativa): Su primer expediente de cliente corre por nuestra cuenta. Un expediente de cortesía por licencia de bienes raíces de Illinois. Se requiere un número de licencia activa del IDFPR para verificar la elegibilidad. Después de su expediente de cortesía, los expedientes de clientes adicionales requieren el plan Agente (29,99 USD al mes). Si elimina su cuenta, conservamos únicamente un registro protegido de su número de licencia y la fecha en que se usó su expediente de cortesía. Lo hacemos solo para aplicar el límite de uno por licencia y lo eliminamos después de 5 años. Todos los demás datos de la cuenta siguen nuestro calendario de eliminación de 90 días.

6A. Cookies

Our website does not use cookies, advertising pixels or tracking analytics. The app uses only strictly necessary cookies to keep you signed in and protect your account. If we ever add privacy-friendly analytics, we will update this notice first. We do not sell or share browsing data.

7. Security

We use measures including encrypted connections (HTTPS), hashed passwords, two-factor sign-in for Agents, per-account data separation, access logging, rate limiting and least-privilege access. No system is perfectly secure. If a breach affects your personal information we will notify you and, where required (for example under the Illinois Personal Information Protection Act), the Illinois Attorney General, without unreasonable delay.

7A. Security incidents (breach notice)

If we learn of a security incident that affects your personal information, we will act quickly to contain it, tell affected people without unreasonable delay and as Illinois law requires, explain what happened and what we are doing, and notify the Illinois Attorney General when required. Agents will be told about incidents affecting their clients. Under the Illinois Personal Information Protection Act (815 ILCS 530), notice goes to affected Illinois residents in the most expedient time possible and without unreasonable delay, and to the Illinois Attorney General when a single incident affects more than 500 Illinois residents [section numbers and timing to be confirmed by counsel]. Our internal steps are described in our incident-response plan.

7B. Children and age

The Closing Atelier is meant for adults. Agents must be at least 18. Clients must be at least 18 or be invited by their agent together with a parent or guardian. The service is not directed to children under 13, and we do not knowingly collect their information; if we learn we have, we delete it.

8. Your choices and rights

You can view and update your information, opt out of texts (reply STOP) and non-essential emails (unsubscribe link), and ask us or your Agent for a copy or deletion of your data. Contact theclosingatelier@gmail.com. We will not discriminate against you for exercising these choices. We do not sell personal information. We have not concluded whether the California privacy law or other state privacy laws apply, because that depends on revenue, how many people we serve, and where they live. You may still email us to ask for a copy or deletion.

9. Changes

We will post changes here and notify Agents by email of material changes.

10. Contact

theclosingatelier@gmail.com · The Closing Atelier, LLC, 10715 S. Roberts Rd., Palos Hills, IL 60465

Website: https://closingatelier.com. Founder and CEO: Anett Y. Wator.