LeadClose Logo

Privacy Policy

Last Updated: September 25, 2025


Welcome to LeadClose! We understand that you are entrusting us with your information when you use our website and services ("Service"). This Privacy Policy is designed to help you understand what information we collect, why we collect it, and what you can do to protect your information.


Cloudfort Technologies & Consultancy Private Limited ("we," "us," or "our") is committed to protecting your Personal Data. This policy describes our practices regarding the collection, use, and disclosure of Personal Data through our Service, which provides a software-as-a-service (SaaS) platform enabling businesses to use the official WhatsApp Business Platform for marketing, sales, and support, with a focus on voice communication and AI-driven automation.


Some key terms used in this policy include:


  • Personal Data: Any information relating to an identified or identifiable natural person ("Data Subject").
  • Customer: A legal business entity that has an agreement with LeadClose to use the Service.
  • End-User: An individual who communicates with our Customer through the LeadClose Service (e.g., via WhatsApp).

1. Information We Collect

We collect various types of information for different purposes to provide and improve our Service to you.


1.1. Information You Provide to Us

  • Account and Contact Information: When you register for an account, request a demo, or contact us, we collect your name, job title, company name, business email address, phone number, WhatsApp number, and other relevant contact details. This includes information provided during the sign-up process, profile creation, and any updates you make to your account.
  • Payment Information: If you subscribe to a paid plan, we collect billing details such as credit card information (processed by a secure third-party payment processor) and billing address to process your payments. LeadClose does not directly store full credit card details.
  • Communication and Support Data: When you communicate with us via email, chat, or other channels for support, inquiries, or feedback, we collect the content of these communications and any contact information you provide.
  • Marketing Preferences: We collect information about your preferences for receiving marketing communications from us.

1.2. Information We Collect Automatically

  • Usage Data: We collect information about how you access and use the Service. This may include your IP address, browser type, operating system, pages visited, features used, time spent on pages, and other diagnostic data. This helps us understand user behavior and improve the Service.
  • Log Data: Our servers automatically record information that your browser sends whenever you visit our website. This Log Data may include your computer's IP address, browser type and version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
  • Cookies and Tracking Technologies: We use cookies and similar tracking technologies (e.g., web beacons, pixels) to track activity on our Service and hold certain information. Please refer to our separate Cookie Policy for detailed information on how we use cookies and how you can manage them.

1.3. Information from Third Parties (as a Data Controller)

  • Third-Party Sign-in Services: If you choose to sign in to our Service using third-party services (e.g., Google, Facebook), we may receive information from those services as permitted by your privacy settings on those platforms.
  • Analytics Providers: We receive aggregated data from third-party analytics providers (e.g., Google Analytics) to help us understand website and service usage, improve performance, and prevent fraud.

1.4. Customer Data (Information We Process as a Data Processor)

In the course of providing the Service, LeadClose processes data, including Personal Data and Media Content, on behalf of our Customers ("Customer Data"). This includes:


  • End-User Personal Data: Names, phone numbers, email addresses, and any other identifiable information of your End-Users that you upload or transmit through the Service.
  • Communication Content: Messages, media files (images, videos, audio), and other content exchanged between our Customers and their End-Users through the WhatsApp Business Platform via our Service.
  • Conversation Metadata: Information related to communications, such as timestamps, message types, and delivery statuses.

For Customer Data, our Customers are the data controllers, determining the types of Personal Data collected, how it will be used and disclosed, and how long it will be stored. LeadClose acts as a data processor. Our privacy practices related to Customer Data are primarily governed by the terms of our agreement with the respective Customer. For any questions related to how your Personal Data is used by our Customers, please contact them directly.


LeadClose sends messages to the WhatsApp Cloud API. The Cloud API temporarily stores messages before sending them to the WhatsApp platform. WhatsApp messages are typically deleted automatically by WhatsApp after 30 days. LeadClose does not control WhatsApp's data retention policies for messages processed via their API.


2. How We Use Your Information

We use the information we collect for various purposes, depending on whether we are acting as a data controller or a data processor.


2.1. As a Data Controller (for our own business operations)

  • To Provide and Maintain the Service: To operate our website, create and manage your account, process your subscriptions, and deliver the core functionalities of the Service.
  • To Improve and Personalize the Service: To understand how you use our Service and website, diagnose technical problems, and improve their functionality, features, and user experience.
  • For Communication: To respond to your inquiries, provide customer support, send you service-related notifications (e.g., billing, security alerts, updates), and inform you about new features, products, services, and promotions that may be of interest to you.
  • For Marketing and Promotional Purposes: To send you marketing communications and promotional materials about LeadClose's services. You can opt-out of marketing communications at any time.
  • For Security and Fraud Prevention: To protect the security and integrity of our Service, prevent fraud, investigate suspicious activity, and enforce our Terms of Service.
  • For Legal Compliance: To comply with applicable laws, regulations, legal processes, and government requests.
  • For Internal Business Operations: For internal auditing, data analysis, troubleshooting, and research and development purposes.

2.2. As a Data Processor (for Customer Data)

We process Customer Data solely on the instructions of our Customers and in accordance with our agreements with them to provide the Service. This includes:


  • Facilitating the sending and receiving of messages via the WhatsApp Business Platform.
  • Storing and organizing End-User contacts and conversation history.
  • Enabling AI-driven automation and voice communication features as configured by the Customer.
  • Providing analytics and reporting to the Customer regarding their usage.

3. How We Share Your Information

We may share your Personal Data in the following situations:


  • With Service Providers: We engage third-party companies and individuals to facilitate our Service, provide Service-related services (e.g., hosting, database monitoring, customer support, payment processing), or assist us in analyzing how our Service is used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
  • With Third-Party Messaging Platforms: As our Service integrates with the WhatsApp Business Platform, certain Customer Data (including End-User Personal Data and communication content) will be shared with Meta (WhatsApp's parent company) and other relevant third-party messaging platforms as necessary to deliver the messaging services. Your use of these platforms is subject to their respective privacy policies.
  • For AI Features: If you use our AI-driven features, your AI Input (which may include Customer Data) may be shared with third-party AI service providers (e.g., large language model providers) to generate AI Output. These providers are contractually bound to process data only for the purpose of providing the AI services and maintaining confidentiality.
  • For Business Transfers: If LeadClose is involved in a merger, acquisition, asset sale, financing, reorganization, dissolution, or similar transaction, your Personal Data may be transferred as a business asset. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.
  • For Legal Reasons: We may disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency), or to protect our rights, property, or safety, or the rights, property, or safety of others.
  • With Your Consent: We may disclose your Personal Data for any other purpose with your explicit consent.
  • Aggregated and De-identified Data: We may share aggregated and de-identified information that cannot reasonably be used to identify you with third parties for various purposes, including for industry analysis, demographic profiling, marketing, and other business purposes.

4. Data Retention

We retain Personal Data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention period will vary depending on the type of data and its purpose.


  • Account Information: Retained for the duration of your active account and for a period thereafter as necessary for legal and business purposes (e.g., audit, tax, legal claims).
  • Customer Data: Retained according to our agreements with our Customers. Upon account termination, Customer Data (including End-User contacts and conversations) may be retained for a grace period (e.g., 90 days) for reactivation purposes, after which it may be permanently deleted from our active database.
  • Usage and Log Data: Retained for a shorter period, usually for internal analysis, to improve the security or functionality of our Service, or where we are legally obligated to retain this data for longer periods.

5. Data Security

The security of your data is important to us. We implement appropriate technical and organizational measures designed to protect your Personal Data from accidental loss, unauthorized access, use, alteration, and disclosure. These measures include encryption, access controls, and regular security audits.


However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security. You are responsible for maintaining the confidentiality of your account password and for all activities that occur under your account.


6. International Data Transfers

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.


If you are located outside India and choose to provide information to us, please note that we transfer the data, including Personal Data, to India and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.


When we transfer Personal Data internationally, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission, or other legally recognized mechanisms, to ensure that your data receives an adequate level of protection.


7. Your Data Protection Rights

Depending on your location and applicable data protection laws, you may have the following rights regarding your Personal Data:


  • Right to Access: You have the right to request copies of your Personal Data.
  • Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
  • Right to Erasure ("Right to Be Forgotten"): You have the right to request that we erase your Personal Data, under certain conditions.
  • Right to Restrict Processing: You have the right to request that we restrict the processing of your Personal Data, under certain conditions.
  • Right to Object to Processing: You have the right to object to our processing of your Personal Data, under certain conditions.
  • Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
  • Right to Withdraw Consent: If we are relying on your consent to process your Personal Data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at hello@leadclose.ai. We may require specific information from you to help us confirm your identity and process your request. Please note that while we strive to accommodate all reasonable requests, there may be limitations or exceptions to these rights in certain circumstances, as permitted by applicable law.


8. Children's Privacy

Our Service is not directed to individuals under the age of 16 ("Children"). We do not knowingly collect personally identifiable information from anyone under the age of 16. If you are a parent or guardian and you are aware that your Children have provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.


9. Links to Other Websites

Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.


We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.


10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy.


We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective, and update the "Last Updated" date at the top of this Privacy Policy.


You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.


11. Contact Us

If you have any questions about this Privacy Policy, our data handling practices, or if you wish to exercise your data protection rights, please contact us:


By email: hello@leadclose.ai


Chat with usCall us