Privacy Policy

1. Who is responsible for your information?

Closing Clients System is operated by Longden & Longden Ltd, registered in England and Wales under company number 14703564, with its registered office at 124 City Road, London, EC1V 2NX, United Kingdom. In this policy, “we”, “us” and “our” mean that company.

We are the data controller for our own website, advertising, enquiries and client relationship records. This means we decide why and how that information is used. Contact us about privacy at support@closingclientssystem.com or by post at the address above.

This policy is for Closing Clients System, not the separate Closing Clients Group community. It does not replace your service agreement or change its commercial terms.

2. What we collect and where it comes from

• Contact and business details: your name, work email, telephone number, company, role and website, plus answers you give about your services, market, revenue, customer value, goals and budget. These come from you, including Facebook or Instagram lead forms, booking forms, emails and calls.
• Appointment and communication records: booking times, time zone, attendance, cancellations, messages, correspondence and notes about your enquiry or engagement. If a call is recorded or transcribed, this can include your voice, image and what you say; recording information is provided when the recording is arranged or started.
• Client and billing records: agreements, invoices, payment status, billing contact details, project materials and information needed to deliver the agreed service. Payments are handled through Stripe; we receive transaction information rather than your full card number or security code.
• Website and advertising information: IP address, browser/device information, pages visited, referring links, ad or click identifiers and events such as a lead submission or booking. This comes from your interaction with the site, our embedded tools and Meta advertising.
• Public business information: information on the company website you provide and other relevant public business sources, used to understand your business and prepare a proposed acquisition approach. Colleagues may also introduce you or provide your business contact details.

Please do not include sensitive personal information, passwords or payment-card details in enquiry forms or ordinary email. Our services are aimed at adults acting for businesses, not children.

3. Why we use it

We use this information to understand whether our service fits your business; answer your enquiry; prepare a strategy preview; arrange and manage calls; send relevant follow-up; deliver and support your client acquisition system; administer payments; measure advertising; and protect our business and resolve disputes.

For personal information covered by UK or European data protection law, the basis depends on the purpose:

• Enquiries and appointments: taking steps you request before a contract where you would be a party to it; otherwise our legitimate interest in responding to business enquiries and communicating with company representatives.
• Service delivery and account administration: performing our contract with you, or our legitimate interest in carrying out the agreement with the business you represent.
• Marketing follow-up: consent where required, or legitimate interests where the law permits business marketing without consent. Our interest is explaining relevant services to potential clients. You can object at any time.
• Advertising measurement and targeting: consent where required by applicable privacy and electronic-marketing law. Where consent is not required, our legitimate interest in understanding and improving advertising, subject to your rights and choices. The technical setup is explained in section 5.
• Security, administration and claims: our legitimate interests in protecting accounts, preventing misuse, keeping business records and establishing or defending legal claims.
• Accounting, tax and lawful requests: compliance with applicable legal obligations.

Providing enquiry information is voluntary. Without essential contact or booking details, we may be unable to respond or arrange a call. We need relevant billing and service information to enter into and perform an agreement.

4. Emails, SMS and your choices

After an enquiry or lead-form submission, we may contact you about your interest in CCS, a strategy preview or arranging a call. Appointment and client messages can include confirmations, reminders, changes, support and billing information. Marketing messages are separate from communications needed to manage a booking or agreed service.

You can object to direct marketing at any time. Use the unsubscribe link in marketing emails, reply STOP to marketing SMS, or email support@closingclientssystem.com. Tell us whether your request concerns email, SMS, calls or all marketing. Withdrawing consent does not affect processing that was lawful before withdrawal.

We may retain a minimal record of your opt-out so we can respect it. Stopping marketing does not cancel an appointment or service agreement.

5. Cookies, videos and Meta advertising

The website uses Meta Pixel, and our GoHighLevel workflows use Meta’s Conversions API to report lead and booking activity. These help connect activity to our advertising, measure responses and support ad delivery. Depending on the event and integration, reports can include event details, page addresses, browser or click identifiers and contact identifiers used to match the event to a Meta account. Hashing a contact identifier does not make it anonymous to a provider that can match it.

Current website behaviour: Meta Pixel loads automatically when a page loads and records page views. The site does not currently provide an on-site advertising-cookie preference control. Embedded calendars and videos also connect to their providers when loaded and can collect device, usage and cookie information. This notice explains that behaviour; reading it or continuing to browse is not consent to advertising tracking.

You can block or delete cookies through your browser and manage advertising preferences in your Meta account. These controls do not necessarily stop information sent directly from our CRM through the Conversions API. Contact support@closingclientssystem.com to object to our use of your information for advertising or request information about a particular report.

Further information is available in Meta’s Privacy Policy and the ICO’s cookie guidance. Browser controls are not a substitute for any consent we are legally required to obtain.

6. Who receives information

Information is handled by the people and services involved in the relevant activity. These include:

• GoHighLevel / LeadConnector: contact records, lead forms, calendars, email/SMS delivery, workflows and advertising-event reporting.
• Meta: Facebook/Instagram lead forms and the advertising measurement and matching described above. Meta also uses information under its own privacy terms.
• Vercel: website hosting and associated technical logs.
• Stripe: checkout, payment processing, invoices and payment administration.
• Wistia, Vimeo and Tella: embedded videos and playback information on pages that use those services.
• Communication, meeting, AI and delivery providers: email, messaging, video calls, transcription, AI-assisted strategy preparation and campaign tools used for the relevant enquiry or engagement. This can include Zoom, Slack and Instantly. The information involved depends on the service being used.
• Our team, contractors and professional advisers: people supporting the relevant engagement, accounting, legal advice or business administration; and authorities where disclosure is legally required.

Some providers process information for us; others, including payment or advertising providers for some activities, have their own responsibilities and privacy policies. Ask us for details of the providers relevant to your information.

We do not sell contact lists for money. Advertising disclosures can, however, fall within broader legal definitions of “sale”, “sharing” or targeted advertising in some US states. See section 11 for your choices.

7. Strategy previews and automated processing

We use workflows to organise leads, send messages, manage bookings and prepare follow-up. AI tools may use your submitted business information and public company information to help draft a strategy preview or other service material. A preview is a proposed approach, not a guaranteed result or a completed human audit.

Form answers may determine which next step or service information is offered. You can contact us to correct information or ask a person to review your enquiry. These processes concern business-service enquiries; they are not used to decide eligibility for credit, employment or other similarly significant individual rights.

8. Client campaign data

When we handle prospect lists, campaign replies or other personal information on a client’s documented instructions, the client generally decides the purposes of that processing and we act as its processor. That processing is governed by the client agreement and applicable data-processing terms, not permission obtained by publishing this notice.

If your request concerns a campaign run for another business, contact that business as the controller. You can also contact us and we will help identify the appropriate party. Our own client contacts and billing records remain covered by this policy.

9. International processing

Our providers may process information outside the UK, including in the United States and other countries where they or their subprocessors operate. Applicable transfer protections depend on the provider and destination. These can include an adequacy decision or contractual safeguards, including approved standard contractual clauses and the UK transfer addendum where applicable.

For example, HighLevel’s data-processing terms and Vercel’s data-processing terms describe their international-transfer arrangements. Contact support@closingclientssystem.com for information or a copy of the safeguards relevant to your information.

10. How long information is kept

Retention depends on the record and why it is needed, rather than one period for all information. We use these criteria:

• Enquiries and follow-up: whether the enquiry remains active, our most recent meaningful contact, the relevance of further contact and any objection or deletion request.
• Client and project records: the duration of the engagement and any continuing support, handover, contractual or dispute-related need.
• Invoices and accounting records: applicable statutory accounting and tax record-keeping requirements.
• Call recordings, transcripts and working materials: their continuing need for the enquiry, delivery, training, quality review or a specific dispute.
• Opt-out records: the minimum information needed to avoid contacting someone who has objected.
• Technical records: security and troubleshooting needs and the retention settings of the relevant hosting or embedded service.

Information should be deleted or anonymised when no longer needed for its purpose, unless a legal obligation or a specific claim requires retention. You can ask us about the retention of your particular records or request deletion. A deletion request may not require removal of information we must lawfully keep.

11. Your privacy rights

Depending on your location and the circumstances, you may have rights to access your information, correct it, request deletion, restrict processing, receive a portable copy, object to processing or withdraw consent. These rights are subject to the conditions and exceptions in the applicable law.

Your right to object to direct marketing is separate: you can exercise it at any time using the options in section 4.

Where US state privacy laws apply, rights may also include opting out of targeted advertising or legally defined sale/sharing, using an authorised agent and appealing a refusal. Send requests or appeals to support@closingclientssystem.com, explaining what you want us to do. We will not discriminate against you for exercising an applicable privacy right.

We may ask for proportionate information to verify your identity or an agent’s authority. We will respond within the period required by the law that applies to your request; for UK/EU requests this is normally one month, with permitted extensions explained when applicable.

12. Security and complaints

We use access controls and the security features of our service providers to help protect information. No online system or method of transmission can be guaranteed completely secure. Please report suspected misuse of your information to support@closingclientssystem.com.

You can raise a privacy concern with us at any time. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint, or to the relevant data protection authority where you live or work. You do not have to complain to us first.

13. Updates and contact

We will update this policy when our practices or relevant requirements change and show the updated date above. Where a change requires additional notice or consent, a website update alone does not replace that requirement.

For questions or requests, email support@closingclientssystem.com or write to Longden & Longden Ltd, 124 City Road, London, EC1V 2NX, United Kingdom.