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Privacy Policy

Last Updated: August 20, 2026

This Privacy Policy explains how Closeout Done ("Closeout Done," "we," "us," or "our") collects, uses, stores, and discloses information when you visit closeoutdone.com, contact us, request a quote, or use our services (collectively, the "Services").

By using our website or Services, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We may collect several categories of information.

Information You Provide Directly

When you contact us, request a quote, or submit a project, we may collect:

  • Name

  • Company name

  • Job title

  • Email address

  • Phone number

  • Billing information

  • Project name

  • Project location

  • Project type

  • Approximate project value or size

  • Project deadlines

  • Closeout requirements

  • Information included in messages or forms

  • Files and documents uploaded to us

Project Documentation

Customers may provide construction and project documentation for purposes of performing our Services.

This may include:

  • Drawings

  • Specifications

  • Submittals

  • O&M manuals

  • Warranties

  • Equipment information

  • Serial numbers

  • Project correspondence

  • Inspection records

  • Testing and commissioning records

  • Certificates

  • Photographs

  • Schedules

  • Project records

  • Other construction-related documents

These materials may contain information relating to individuals, businesses, properties, employees, contractors, subcontractors, vendors, or other third parties.

Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, such as:

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Referring website

  • Pages viewed

  • Approximate geographic location

  • Date and time of visits

  • Website interactions

We may collect this information using cookies, analytics tools, pixels, log files, and similar technologies.

2. How We Use Information

We may use information we collect to:

  • Provide and deliver our Services;

  • Prepare quotes and proposals;

  • Communicate with customers and prospects;

  • Process and organize project documentation;

  • Perform document classification and extraction;

  • Identify apparent missing or incomplete documentation;

  • Perform quality-control procedures;

  • Process payments;

  • Provide customer support;

  • Improve our Services and workflows;

  • Maintain website security;

  • Analyze website usage;

  • Prevent fraud, abuse, or unauthorized access;

  • Comply with legal obligations; and

  • Send business communications where permitted by law.

We may also use aggregated or de-identified information to understand general service usage and improve our products and processes, provided that such information does not reasonably identify an individual or customer's confidential project.

3. AI and Automated Processing

Closeout Done may use artificial intelligence, machine-learning systems, optical character recognition, automated document-processing systems, and other technology to assist with the Services.

For example, these systems may help us:

  • Classify documents;

  • Extract information;

  • Identify documents associated with particular equipment or systems;

  • Compare documents against project requirements;

  • Detect potential duplicates;

  • Identify apparent documentation gaps;

  • Organize project records; and

  • Assist with quality control.

Where appropriate, human review may be used as part of our quality-control process.

We do not represent that automated processing is error-free. Customers should review final deliverables before relying upon or submitting them.

Where third-party AI or document-processing providers are used, information may be processed by those providers as necessary to provide the applicable Services, subject to our agreements and applicable privacy and security requirements.

4. How We Share Information

We may share information in the following circumstances.

Service Providers

We may share information with vendors and service providers that help us operate the business or deliver Services, including providers of:

  • Cloud storage

  • Hosting

  • Document processing

  • Artificial intelligence

  • Analytics

  • Customer relationship management

  • Email

  • Payment processing

  • Website infrastructure

  • Security

These providers receive only information reasonably necessary to perform their services.

Customer-Authorized Sharing

We may share project documentation or information with parties designated by the Customer, such as:

  • Owners

  • General contractors

  • Subcontractors

  • Architects

  • Engineers

  • Consultants

  • Property managers

  • Other project stakeholders

when authorized or requested by the Customer or required to perform the Services.

Legal Requirements

We may disclose information where reasonably necessary to:

  • Comply with applicable law;

  • Respond to legal process;

  • Respond to lawful governmental requests;

  • Protect our rights or property;

  • Investigate suspected fraud or abuse; or

  • Protect the safety or security of our users, business, or systems.

Business Transfers

If Closeout Done is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.

We do not sell customer project documents as a commercial product.

5. Project Documents and Confidential Information

Construction project documentation may contain commercially sensitive information.

We use commercially reasonable safeguards designed to protect information entrusted to us.

Customers should not submit information that they are prohibited from sharing with Closeout Done.

If a project requires specific security controls, confidentiality requirements, data-processing terms, retention periods, or other contractual requirements, those requirements should be communicated to us before project work begins and may require a separate written agreement.

6. Data Retention

We retain information for as long as reasonably necessary to:

  • Provide Services;

  • Complete contractual obligations;

  • Maintain business and financial records;

  • Resolve disputes;

  • Enforce agreements;

  • Comply with legal obligations; and

  • Maintain appropriate business records.

Project documentation may be retained for a period specified in the applicable Project Agreement.

Customers may request deletion or return of project materials, subject to contractual, legal, backup, and legitimate business requirements.

7. Cookies and Analytics

Our website may use cookies and similar technologies to:

  • Operate the website;

  • Remember preferences;

  • Understand website traffic;

  • Measure marketing performance;

  • Improve website functionality; and

  • Detect security issues.

We may use third-party analytics providers.

You may be able to control cookies through your browser settings or other tools provided by the relevant service.

Disabling certain cookies may affect website functionality.

8. Marketing Communications

If you provide your contact information, we may use it to send information about Closeout Done, including:

  • Service information;

  • Construction closeout resources;

  • Company updates;

  • Educational materials;

  • Offers or promotions.

You can unsubscribe from marketing emails by using the unsubscribe mechanism included in the message or by contacting us.

Transactional and service-related communications may continue when necessary to provide requested Services.

9. Data Security

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

However, no website, cloud service, electronic transmission, or storage system can be guaranteed to be completely secure.

Accordingly, we cannot guarantee absolute security of information.

10. Children's Privacy

Our Services are intended for businesses and professionals and are not directed toward children under 13.

We do not knowingly collect personal information from children under 13.

If you believe a child has provided personal information to us, please contact us so that we can take appropriate steps to delete it.

11. Third-Party Websites and Services

Our website may contain links to third-party websites or services.

We are not responsible for the privacy practices, security, content, or policies of third parties.

We recommend reviewing the privacy policies of third-party websites before providing them with information.

12. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information.

These may include rights to:

  • Request access to personal information we maintain about you;

  • Request correction of inaccurate information;

  • Request deletion of certain information;

  • Request information about how personal information is collected or used;

  • Opt out of certain forms of marketing or data processing; and

  • Exercise other rights provided by applicable privacy law.

These rights vary by jurisdiction and may be subject to legal exceptions.

To submit a privacy request, contact us using the information below.

We may need to verify your identity before fulfilling certain requests.

13. California Privacy Rights

If you are a California resident, California privacy laws may provide additional rights regarding your personal information.

Depending on the circumstances, these may include rights to:

  • Know what personal information is collected and how it is used;

  • Request access to personal information;

  • Request deletion of personal information;

  • Request correction of inaccurate personal information;

  • Opt out of certain forms of sharing or sale of personal information; and

  • Receive equal service regardless of exercising applicable privacy rights.

Closeout Done does not sell customer project documentation as a commercial product.

If you believe California privacy rights apply to you and would like to submit a request, contact:

Email: see links on website

We will process applicable requests in accordance with California law.

14. Business and Project Information

Our Services are primarily provided to businesses and professionals.

Project information provided by a business customer may contain personal information relating to employees, contractors, vendors, or other individuals.

Where Closeout Done processes such information on behalf of a business customer, the business customer may remain responsible for determining the lawful basis for providing the information to us and for responding to certain requests from individuals.

Where appropriate, Closeout Done may process such information on the customer's behalf in accordance with the applicable Project Agreement.

15. International Users

Our Services are primarily intended for customers in the United States.

If you access our Services from another country, your information may be transferred to, stored in, or processed in the United States or other jurisdictions where our service providers operate.

Privacy protections in those jurisdictions may differ from those in your country.

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to:

  • Our Services;

  • Technology;

  • Applicable law;

  • Business practices; or

  • Privacy practices.

When we make changes, we will update the "Last Updated" date at the top of this page.

Material changes may be communicated through the website or other appropriate means.

17. Contact Us

If you have questions about this Privacy Policy or want to submit a privacy request, contact:

Closeout Done
Website: closeoutdone.com

Last Updated: August 20, 2026

Closeout - Done!

Closeout Done is a construction closeout service that helps general contractors, project managers, project engineers, and construction teams organize, compile, and QA project closeout documentation.

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