Effective 31 July 2026
CloseCase is a customer-relationship tool for medical device sales representatives. This policy covers both CloseCase Connect and CloseCase Org, which are the same service offered to individuals and to organizations.
CloseCase is not a clinical system.
It holds no patient records, no diagnoses and no protected health information. There is nowhere in the product to enter a patient. The people it stores information about are sales contacts — surgeons and hospital staff — and the facilities they work at.•
Account details
— your name, email address and, if you provide one, phone number.•
Work you record in the app
— the doctors and facilities you cover, notes about them (such as parking, scrubs, charge nurse or implant storage), your product catalog, sales goals and their value, surgeon preference cards, messages you post in card discussions, and calendar entries.•
Files you upload
— photos and PDFs attached to preference cards.•
Subscription status
— whether your account is active, and when the current period ends.•
Device tokens for notifications
, if you enable push notifications.•
Operational logs
— records that the service generates in the course of running, used to diagnose faults and abuse.The app lets you search a directory of healthcare providers and facilities compiled from public data published by the U.S. Centers for Medicare & Medicaid Services. That directory is public reference data. It becomes associated with your account only for the entries you choose to add.
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No advertising.
The apps contain no advertising and no advertising identifiers.•
No third-party analytics or tracking.
The apps embed no analytics, attribution or behavioural-tracking software.•
No sale of personal information
, and no sharing of it for cross-context behavioural advertising.•
No use of your content to train machine-learning models.
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To provide the service and keep your data in sync across devices.
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To authenticate you and keep accounts secure.
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To process subscriptions and confirm entitlement.
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To send messages you ask for — invitations you send to colleagues, notifications you enable, and service emails such as password resets.
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To diagnose faults, prevent abuse, and meet legal obligations.
Content you create is visible to members of your own organization. In CloseCase Org that is your colleagues and administrators, who can see the records belonging to teams they manage. In CloseCase Connect your account is your own, and content reaches another person only when you deliberately share it — by inviting someone to a peer team, or by sharing a specific preference card or facility with them. There is no public feed and no way for a stranger to discover your content.
Provider
Purpose
Supabase
Database hosting, authentication and file storage
PowerSync
Synchronising data between your device and our database
Apple & RevenueCat
Processing and validating CloseCase Connect subscriptions
Stripe
Processing CloseCase Org organization billing
Expo
Delivering app updates and push notifications
Resend
Sending invitation and service emails
These providers process information on our instructions in order to run the service. We do not give them your content for their own purposes. We never receive or store your full payment card details — payment is handled by Apple or by Stripe.
We may disclose information where we are required to by law, or where it is necessary to protect the rights, safety or property of our users or of JAPEK LLC.
The mobile apps keep a copy of your data on your device so they work without a connection — hospitals are not known for their signal. That copy is removed when you sign out or delete the app.
We keep your information for as long as your account is active. When an account is deleted, the personal information associated with it is deleted, except where we are required to retain records — for example billing records kept for tax and accounting purposes. Backups are overwritten on a rolling basis.
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Access and correction
— most of your information can be viewed and edited directly in the app.•
Export
— the app includes an export function for the records you hold.•
Deletion
— you can delete your account from within the app. In CloseCase Org, records belonging to the organization remain with the organization.•
Notifications
— push notifications can be turned off in the app or in your device settings.Depending on where you live, you may have additional rights over your personal information, including the right to object to or restrict certain processing, and the right to lodge a complaint with a data protection authority. To exercise any of these, contact us at privacy@closecase.app.
For CloseCase Connect, JAPEK LLC is the controller of your information. For CloseCase Org, the organization that provides your account controls the records in its workspace and JAPEK LLCprocesses them on that organization's behalf; requests about those records are best directed to your administrator.
The service is operated from the United States. If you use it from elsewhere, your information will be transferred to and processed in the United States, where data protection law may differ from that of your own country.
CloseCase is a professional tool and is not directed to children. We do not knowingly collect personal information from children under 13.
Access to data is enforced at the database level, so a signed-in user can only reach records belonging to their own organization. Data is encrypted in transit and at rest. No system is perfectly secure, but we take reasonable measures appropriate to the sensitivity of the information we hold.
We will update this policy when our practices change, and will revise the effective date above. Material changes will be communicated in the app or by email.