Privacy Policy

Last updated: September 24, 2026

1. Who we are

Closingbird is operated by Scalry Inc, 30 N Gould St Ste N, Sheridan, WY 82801, United States ("we", "us"). This policy explains how we handle personal information when you visit our website, use Closingbird, or appear on a transaction someone manages in Closingbird.

Our two roles

• For our customers' own accounts (the coordinators, agents and teams who sign up), we decide how that information is used and we're responsible for it.
• For the people on our customers' transactions (buyers, sellers, agents, lenders, escrow and title officers and others), our customer decides what's collected and why, and we process it on their behalf as a service provider. If you're one of those people, the coordinator or brokerage handling your transaction is the best first contact for questions about your data. We'll help them answer you.

2. What we collect

From you, when you use Closingbird

• Account details: name, email, password (stored hashed), workspace and team membership, role, time zone and preferences.
• Billing details: plan, invoices and billing contact. Card details are collected and stored by our payment processor, Stripe. We never see or store full card numbers.
• What you put in: transaction details, contracts and other documents, parties' names, emails and phone numbers, notes, checklists, emails and texts you send and receive through Closingbird, and invoices and commission records.
• Electronic signature records: who was asked to sign, when they viewed and signed, their IP address and browser, and the signed document, kept as the signing audit trail.
• Usage and device data: log records such as IP address, browser, pages requested, and error reports, used to keep Closingbird secure and working.
• Messages to us: what you send through our contact form or support.

From a mailbox you connect

If you connect Gmail or Outlook, Closingbird checks incoming messages to find mail about your transactions: messages sent to a file's forwarding address, or from a party on an open file with a document attached. Messages that aren't about one of your transactions are ignored and not stored. Matched messages and their attachments are saved to the transaction. You can disconnect the mailbox at any time.

From the people on a transaction

When a coordinator sends you an upload link, a signature request, an intake form or a status page, we collect what you submit through it, such as your name, documents and signature, plus the technical details above.

3. How we use it

• To provide Closingbird: opening transactions, tracking deadlines, sending the reminders, emails and texts you choose, collecting documents and signatures, and showing status pages.
• To read documents with AI. When you upload a contract or a document is attached to a file, its text is sent to our AI provider to suggest dates, parties and deadlines. Messages you draft with AI and questions you ask the assistant are processed the same way. Our AI provider processes this data only to return results to us, under terms that don't allow it to train its models on the data.
• To bill you and manage your plan.
• To secure Closingbird, prevent fraud and abuse, and fix problems.
• To send you service messages, such as sign-in, billing and trial emails, and important changes. You can't opt out of these while you have an account.
• To understand how Closingbird is used, in aggregate, so we can improve it.
• To comply with the law and enforce our terms.

Where laws such as the GDPR apply, we rely on performing our contract with you, our legitimate interest in running and securing Closingbird, your consent where we ask for it, and legal obligations.

4. Text messages

Coordinators can text the people on their transactions from Closingbird. The first text to a number says who it's from and that you can reply STOP to opt out. Reply STOP at any time to stop texts from that coordinator's workspace, or START to resume. Message frequency depends on the transaction. Message and data rates may apply.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties. Phone numbers are used only to deliver the transaction messages the coordinator sends, and are shared only with our messaging provider for that purpose.

5. What we don't do

• We don't sell or rent personal information, and we don't "share" it for cross-context behavioral advertising.
• We don't show ads, and our website and app don't use advertising or third-party tracking cookies.
• We don't use the contents of your transactions, documents or mailbox for advertising, and we don't let anyone else do so.

6. Who we share it with

• Service providers who help us run Closingbird, such as hosting, email and text delivery, AI processing and payments. They're listed on our Sub-processors page and may use the data only to provide their service to us.
• People you choose to share with. Closingbird shares information with the recipients of the emails, texts, signature requests, upload links and status pages you send.
• Your team. Members of your workspace see transactions according to their role.
• Legal and safety. We disclose information when required by law or valid legal process, or when needed to protect people's rights, safety or property.
• Business transfers. If we're involved in a merger, acquisition or sale of assets, information may transfer under this policy. We'll tell you before it becomes subject to a different policy.

7. Google user data

Closingbird's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Gmail data only to attach transaction email to your files as described above, don't transfer it except as needed to provide that feature or as required by law, don't use it for advertising, and don't let people read it unless you ask us to for support, it's needed for security, or the law requires it.

8. How long we keep it

• Account and transaction data: while your account is active. Your workspace can also set how long closed transactions are kept under Records & exports.
• Archive downloads you request are deleted after 7 days.
• After an account closes, we delete its data within 30 days, after the export window in our terms. Backups roll off within 35 days.
• We keep billing records and signing audit trails for as long as the law or the validity of a signature requires.

9. Security

Data is encrypted in transit with TLS. Access to production systems is limited to authorized staff using individual accounts and key-based authentication. Inside Closingbird, what each team member can see follows their role. Signatures carry an audit trail. Contracts and other uploaded documents are kept in private storage that isn't publicly accessible. When you open one, Closingbird gives you a signed link that expires after a few minutes. No system is perfectly secure: if a breach affects your information, we'll notify you and the authorities as the law requires.

10. Where it's processed

Closingbird is run from the United States, and our providers mainly process data there. If you're outside the U.S., your information will be transferred to the U.S., using safeguards such as the EU Standard Contractual Clauses where the law requires them.

11. Your rights

Depending on where you live, including under the GDPR and U.S. state laws such as California's CCPA/CPRA, you may have the right to access, correct, delete or export your personal information, and to object to or restrict certain uses. We don't sell personal information, so there's nothing to opt out of there. We won't treat you differently for using your rights.

Account holders can export data from Records & exports or ask us through the contact page, using the subject "Data request". If you appear on someone else's transaction, contact that coordinator first. If you contact us, we'll pass your request to them and help them respond. We may need to confirm your identity first. You can also complain to your local data protection authority.

12. Children

Closingbird is for professionals and isn't directed at children. We don't knowingly collect information from anyone under 16.

13. Cookies

We use only the cookies needed to run Closingbird: to keep you signed in, protect forms against forgery, and remember preferences such as light or dark mode. We don't use advertising cookies or cross-site trackers.

14. Changes

If we change this policy in a material way, we'll tell you by email or in the app before the change takes effect, and update the date above.

15. Contact

Questions or requests: contact us. Post: Scalry Inc, 30 N Gould St Ste N, Sheridan, WY 82801, United States.