Legal information for Topcloser

Topcloser is a conversation analysis and sales coaching platform for lawful business use. Customers remain responsible for ensuring that call recording and analysis are permitted under applicable law and that participants are informed where required.

Privacy Terms DPA Subprocessors Security

Privacy Policy

1. Who we are

Topcloser provides software for lawful sales conversation analysis and coaching.

2. What data we process

We may process account data, team setup data, uploaded recordings, transcripts, analysis outputs, usage logs, and support communications.

3. Why we process it

We process data to provide conversation analysis, account administration, customer support, service security, and product improvement.

4. Roles

In most cases, the customer is the data controller and Topcloser acts as a data processor for uploaded conversation data.

5. Legal basis

Where Topcloser acts as controller, we rely on legitimate interests, contract performance, and legal obligations as applicable. Customers are responsible for identifying the appropriate legal basis for their own recording and use of conversation data.

6. Retention

Conversation data is stored only for as long as needed under the customer's settings and contractual arrangement.

7. Subprocessors

We may use trusted subprocessors for hosting, transcription, model inference, support, and infrastructure.

8. International transfers

Where data is transferred outside the EEA, appropriate safeguards such as adequacy decisions or Standard Contractual Clauses are used.

9. Security

We implement technical and organizational measures to protect personal data, including access controls and secure storage.

10. Rights

Individuals may have rights of access, rectification, deletion, restriction, objection, and complaint under applicable data protection law.

Terms of Use

Customer Responsibility

The customer is solely responsible for ensuring that any recording, upload, analysis, or use of conversation data through Topcloser is lawful under applicable law, including data protection, employment, telecommunications, and confidentiality rules.

Participant Notice

The customer must inform participants where required and obtain any permissions, consents, or internal approvals necessary for lawful use.

Prohibited Use

The customer may not use Topcloser for covert recording, unlawful employee surveillance, prohibited emotion recognition, or any use that violates applicable law.

Employment Decisions

Topcloser outputs are intended as coaching support only and must not be used as the sole basis for employment, disciplinary, or similarly significant decisions.

Authority

The customer represents that it has sufficient authority to upload and process the conversation data made available to Topcloser.

Indemnity

The customer remains responsible for the lawfulness of the input data and its chosen use of the platform.

Data Processing Addendum

The DPA should cover at least the following points:

• subject matter and duration of processing
• nature and purpose of processing
• categories of personal data
• categories of data subjects
• documented instructions from the customer
• confidentiality obligations
• security measures
• subprocessors and prior authorization framework
• assistance with data subject requests
• assistance with security incidents
• deletion or return of data at end of service

Subprocessors

Topcloser may use subprocessors for:

• cloud hosting
• data storage
• transcription
• AI model inference
• email delivery
• customer support infrastructure
• analytics and observability

Information we provide for each subprocessor

• vendor name
• service purpose
• processing location
• transfer safeguard where relevant

Security

Topcloser uses layered access controls, secure storage, configurable retention settings, deletion workflows, and operational monitoring to help customers manage conversation data responsibly.

Access to conversation data is limited by role, and customers can control retention and deletion based on their own compliance requirements.

Recommended in-product notice

By continuing, you confirm that this recording and analysis is lawful, that you have informed all participants where required, and that you are authorized to upload this conversation to Topcloser.

Recommended admin notice

Topcloser is intended for lawful quality and coaching purposes. Do not use the platform for covert recording, unlawful employee monitoring, or prohibited emotion-recognition use cases.

Recommended AI-output notice

Scores and recommendations are coaching aids and should not be the sole basis for employment or disciplinary decisions.