Terms of service

These are the terms of GrizzlyCloser (“we”). You can reach us at info@grizzlycloser.com.

These terms apply to every use of GrizzlyCloser by a business (“you” or “the customer”). GrizzlyCloser is for businesses only, not for consumers.

The agreement consists of, in this order of precedence: the plan and price you choose in the app, or your offer or order form; the data processing agreement in part 2, for everything about personal data; and these terms. The customer’s own general terms do not apply.

You create your company yourself on our website, or we create it and send the owner an invitation. On first use we ask the owner to accept these terms and the data processing agreement on behalf of the company. We record which version was accepted, by whom and when. If your company pays in the app, the owner then chooses a plan and pays the first monthly fee. From then on, your team can record and send quotes.

You can always read, save and print these terms at grizzlycloser.com/en/terms. They exist in Dutch and English. For customers in Belgium and the Netherlands the Dutch text governs; for other customers the English text governs.

A salesperson records the sales conversation with the consent of those present. GrizzlyCloser transcribes and summarises it and uses artificial intelligence to draft a quote in your brand, from your price list, your templates and what was said. The salesperson reviews the draft, edits it and sends it. Your customer can view the quote online, ask about it, accept it and sign it. In the app, Grizzly, an assistant based on artificial intelligence, answers questions about your own data.

The service is meant for drafting quotes. It is not meant for monitoring, evaluating or comparing staff, and you may not use it for that (clause 6).

Speech recognition and language models make mistakes. Every quote is a draft until one of your people reviews and sends it: you are the author and the sender of every quote that leaves GrizzlyCloser. You are responsible for your price list, your tax settings, your own sales terms and warranties, and the content of every quote you send.

GrizzlyCloser is built so that the language model does not invent prices and tax is computed by fixed rules from your settings. That describes how the service works. It does not replace your salesperson’s review.

We are not a party to the agreement between you and your customer.

You record a conversation only after every adult taking part has clearly agreed. For a child, a parent decides. The app has the customer read a short text and choose themselves, records the consent and only then starts. It remains your responsibility that:

• your salespeople ask every customer for permission before they record, including for a conversation recorded outside the app (a recorded phone call, a screen recording, a note-taker), and respect a no;
• they pause the recording when they leave the room or when someone asks;
• you inform your own staff and, where the law requires it, consult your works council or employee representatives.

You indemnify us against third-party claims arising from a recording without valid consent or from other unlawful use of the service by you or your users.

You do not use GrizzlyCloser to:

• record conversations without the consent the app asks for;
• monitor, evaluate, rank or compare staff;
• infer anyone’s emotions, moods or personality;
• upload material you have no rights to, or unlawful content;
• seek access to other customers’ data, circumvent security or overload the service;
• copy or reverse engineer the software or build a competing service with it.

You are responsible for what your users do and for keeping their sign-in details secret.

You choose your plan in the app, or it is in your offer or order form. Our standard plans are Starter (€184 a month for 30 quotes, €7 per extra quote), Team (€349 a month for 100 quotes, €5 per extra quote) and Company (€749 a month for 250 quotes, €4 per extra quote), each with 10 users. A quote counts once, in the month it is first sent. The number of recordings a month has a generous ceiling, which the app shows in advance. You choose another plan in the app; it starts at the beginning of your next month.

All prices exclude VAT. You pay monthly: the monthly fee in advance, extra quotes in arrears, together with the next monthly fee.

If you pay in the app, your month runs from the day of your first payment. Our payment partner Stripe then charges the amount each month to the card or account you gave, and you receive the invoice by email. If you pay by invoice, as agreed with you, your month is the calendar month and an invoice is payable within 30 days.

Invoices to Belgian VAT-registered customers are sent electronically through Peppol. Late payment carries statutory interest and a fixed compensation of €40 by operation of law, as the late payment act provides.

We may adjust our prices for indexation or when our costs rise, such as our suppliers’ prices. We tell the owner at least 30 days in advance. If you do not agree, you may cancel free of charge with effect from the date the new price applies.

The agreement runs for an indefinite period. You can cancel it at any time: in the app under Billing, or with a message to info@grizzlycloser.com. Cancellation takes effect at the end of the month you have already paid for, and until then everything keeps working. We may cancel with three months’ notice.

Either party may end the agreement with immediate effect if the other party fails to remedy a serious breach within 15 days of a written notice, or on the other party’s bankruptcy or liquidation.

If a payment in the app fails, Stripe tries again and the app tells you. Everything keeps working in the meantime. If it is still unpaid 30 days after the failed payment, or an invoice is still unpaid 14 days after a reminder, your account goes to read-only mode: you see and download everything, but cannot record or send until payment arrives. We never delete data because a payment is open. In a serious security emergency we may restrict access at once and for as short a time as needed, and we tell you why straight away.

Your data stays yours, and you can take a copy at any time. At the end of the agreement, or when you want to switch to another service:

• we make a complete copy: your customers, your conversations with their transcript and summary, your quotes with every version, the evidence of every signature and the signed pdf, each quote’s timeline, the recorded consents, your price list, your templates and your settings;
• in common machine-readable formats (JSON, CSV and pdf), and the recordings as an audio file per conversation;
• the service keeps working during a transition period of up to 30 days, and we reasonably help with the switch;
• you then have at least 30 days to retrieve the copy;
• after that we fully erase all your data, including at our suppliers, and you receive a receipt. What a supplier deletes on its own schedule, such as a backup, is on the receipt with that schedule.

Switching and retrieving your data are free of charge. A cancellation in order to switch takes effect after at most two months. Where your data are stored and what we do against access by foreign governments is in part 2, clause 10.

Your data are yours: recordings, transcripts, quotes, your price list, your templates and your brand. You give us only the right to process them to provide, secure and support the service. We do not use them to train language models and we do not sell them. We may produce anonymised, aggregated statistics about use of the service in which no person and no company can be identified. We may read what your users ask Grizzly and what he answers, to improve the assistant (part 2, clause 1).

The software, the GrizzlyCloser brand and everything we develop remain ours. You receive a non-exclusive, non-transferable right to use the service while the agreement runs. We may freely use suggestions you give us.

Each party keeps confidential what it learns about the other that is not public, and uses it only for this agreement, also after it ends. This does not apply to what was already public, what a party lawfully received from someone else, or what a law or a court requires to be disclosed.

We do everything reasonable to keep GrizzlyCloser working well and without interruption and to fix errors quickly. That is a best-efforts obligation: during the pilot phase we promise no fixed availability percentage. We do planned maintenance outside business hours where we can, and announce it in advance.

For questions and problems you reach us on business days at info@grizzlycloser.com. We aim to answer within one business day.

Our total liability for all damage together is limited to twelve times the monthly fee of your plan at the time of the event that caused the damage. That limit also applies to the data processing agreement in part 2.

We are not liable for indirect damage, such as lost profit, missed orders, reputational damage, or damage caused by a quote you reviewed and sent.

These limits do not apply to intent, to gross negligence, or to harm to life or physical integrity.

To the extent the law allows, you may not bring non-contractual claims against our directors, staff and agents for damage covered by this agreement (article 6.3 of the Belgian Civil Code).

Neither party is liable for a failure caused by force majeure, such as an outage at an internet or cloud supplier it could not reasonably prevent, a cyberattack despite reasonable security, or a government decision. If force majeure lasts longer than 30 days, either party may end the agreement free of charge. Article 5.74 of the Belgian Civil Code (hardship) does not apply.

We may change these terms for a legal reason, because of a change to the service, or because of a change at our suppliers. We tell the owner about a material change at least 30 days in advance and ask for it to be accepted again in the app. If you do not agree, you may cancel free of charge with effect from the date the change applies.

Not satisfied? Then you get your money back. If you tell us within 14 days of your first payment that you want to stop, with a message to info@grizzlycloser.com, we refund that first payment in full, and you do not have to give a reason. Your subscription then ends right away. This applies once per company, to its first subscription.

After that, amounts paid are not refunded. You pay the monthly fee in advance; it covers the current month. Extra quotes are paid afterward, for the month in which they were sent. If you cancel later (article 9), payments stop at the end of the current month and you owe nothing for the months after it, but the month already paid is not refunded, not even in part.

This is a business-to-business service, so the statutory right of withdrawal for consumers does not apply here: the 14 days above are our own promise. If we end the agreement because of a serious breach on your part (article 9 or article 10), the amount already invoiced remains due. Only if we fail entirely, through our own fault, to deliver a service you already paid for do we refund the part that relates to that undelivered service.

We may transfer this agreement to a company we incorporate or to a business that takes over our activity. We tell you at least 30 days in advance; if you do not agree, you may cancel free of charge as of that date. We send notices to the owner’s email address; you send them to info@grizzlycloser.com. If a provision is invalid, the rest remains in force and we replace it with a valid provision as close to it as possible.

This agreement is governed by Belgian law. Disputes we do not resolve together fall under the jurisdiction of the Belgian courts.

For the personal data of your customers, and of your own staff in the service, you are the controller and we are the processor. This data processing agreement governs that, as article 28 GDPR requires, and prevails over part 1 for everything about personal data.

We are controller ourselves for your account data, invoicing, security logs and our website. In addition, we read what your users ask Grizzly and what he answers, to improve the assistant. With this agreement you authorise that. For that use we are controller ourselves, and it is in our privacy notice.

We process personal data to provide the service as part 1 describes: recording, storing, transcribing and summarising conversations, drafting quotes with artificial intelligence, sending quotes, recording online views, acceptance and signature, and letting the in-app assistant answer. Processing lasts as long as the agreement runs, and afterwards until your data are erased as part 1, clause 11 describes.

About your customers, and anyone audible in a recorded conversation; and about your own staff who use the service.

This covers name, address and contact details; the recording of the conversation, its transcript and a summary; what your customer wants done and the resulting quote; and on signature its evidence: name, email address, time, IP address and browser type.

In a conversation about a bathroom or a kitchen, people sometimes mention their health or their family. We do not ask for such special category data, but it may be in the recording. You obtain explicit consent for it. The consent text in the app asks for it, and the app records which version your customer saw.

We process your personal data only on your documented instructions. These are this agreement, the settings you choose in the service (such as retention periods and the consent text) and what your users do in the service. The transfers in clause 9 are part of those instructions. If an instruction appears to us to infringe the law, we tell you.

Your data are accessed by your own users according to their role, and on our side only by the GrizzlyCloser administrators, who are bound by confidentiality and sign in with a second factor. When we look into your account to help you, that is logged. We keep this list of who has access and make it available to the supervisory authority.

We take appropriate technical and organisational measures. The main ones:

• each company’s data is separated from every other’s in the database, and salespeople see only their own conversations, customers and quotes;
• encryption in transit and at rest, and recordings reachable only through short-lived signed links;
• a second factor for our administrators, mandatory and enforced in the database;
• logs, consents and signatures that nobody can change afterwards;
• the quote page for your customer through a long secret link that expires and can be revoked;
• no inference of emotions, moods or personality, and prices that are never invented by a language model.

You give us general authorisation to engage the sub-processors in the annex. We notify the owner of a new or replacement sub-processor at least 30 days in advance. You may object in that period; if we cannot resolve it together, you may cancel free of charge. If in an emergency, such as an outage or a security incident, we have to engage a replacement at once, we notify you immediately, with the same right to object.

Each sub-processor is bound by the same obligations as we are. We remain liable to you for their work, within the limits of part 1, clause 15.

If one of your customers asks for access, a copy or erasure, you handle it yourself in the app: you download everything about that person, or you erase it. A signed quote is kept, because it is an agreement and evidence, and the erasure receipt says so.

If we discover a breach of the security of your personal data, we notify you without undue delay and at the latest within 48 hours of learning of it, with what we know at that moment, so you can inform the supervisory authority within 72 hours yourself.

On request we help you with a data protection impact assessment (DPIA) and with consulting your staff. We have templates ready for this.

Your data are stored in the European Union. To draft quotes and let the assistant answer, the text of a conversation is processed by a language model provider in the United States. The recording itself does not go along. Some sub-processors are US companies that may also give support from the United States. Every transfer has a safeguard: the EU-US Data Privacy Framework or the European Commission’s standard contractual clauses. Which applies to whom is in the annex. You receive a copy of the clauses on request.

Our database and storage are in Frankfurt (Germany), our application runs in Frankfurt and speech recognition runs on European servers. Some sub-processors, as US companies, are also subject to US law, so a US government may ask them for data.

That is why we send to the United States only what is needed (the text of a conversation, never the recording), all traffic is encrypted, and our sub-processors are contractually bound to assess such a request, answer it as narrowly as possible and inform us where allowed. If we receive such a request ourselves, we give only what we are legally required to give and tell you where allowed.

By default we keep a recording 90 days, its transcript and summary 365 days, and the language model’s working material 30 days. You can change these periods in the app, between 30 days and a year, and a scheduled job deletes everything automatically when a period has passed. A customer who signed nothing is erased automatically a year after the last contact; your owners are told a month before and can keep the customer. A signed quote is kept for as long as you are a customer, because it is your agreement with your customer.

At the end of the agreement we give you a complete copy and then erase everything, as part 1, clause 11 describes, unless a law requires us to keep something longer.

We give you the information you need to verify that we comply with this agreement, and we cooperate with an audit by you or by an auditor you appoint. An audit takes place at most once a year (except after a breach or at the request of a supervisory authority), with reasonable notice, during business hours, under confidentiality, and without access to other customers’ data. We do not yet hold an ISO 27001 or SOC 2 certificate. On request we provide our record of processing, our DPIA and an overview of our security measures.

From the data we process for you, we may derive anonymized facts: which work a visit was about and how long it took, whether a quote was signed and after how many days, its amount rounded, and which products from your price list were on it, with their prices. These facts never contain names, contact details, an address (at most the province or state), recordings, transcripts, or anything else that could identify your customer or your company. We only show them combined, never for a group of fewer than five.

We keep them apart from your data, without anything that points to your customer or your company, and no one outside GrizzlyCloser sees them per visit or per quote. We may keep and use them to improve and develop GrizzlyCloser, also after the agreement ends, and they go with our business, or part of it, if it is transferred. What this agreement says above about keeping and erasing applies to your data itself, not to these facts.

These sub-processors process personal data on your behalf:

• Supabase: database, storage and sign-in. Frankfurt (EU). US company: standard contractual clauses.
• Vercel: running the application. Frankfurt (EU). US company: EU-US Data Privacy Framework.
• Soniox: speech to text. European servers: the recording and its transcript do not leave the EU. US company.
• AssemblyAI: speech to text when Soniox cannot, and spoken additions. European servers. US company: EU-US Data Privacy Framework.
• Anthropic: the language model that summarises conversations, drafts quotes, lets the assistant answer and looks for fences on an aerial image. United States: standard contractual clauses. Anthropic does not use the text to train models and as a rule keeps it no longer than 30 days.
• Resend: sending email, including the quote and the signed copy. European servers. US company: EU-US Data Privacy Framework and standard contractual clauses.
• Inngest: scheduling background jobs. United States, with internal identifiers only and never names or content: standard contractual clauses.
• Only when a company looks up the measurements of a home in the United States: Regrid, for the lot line at a customer's address, and the public map services of the US Census Bureau, the US Geological Survey and Esri (which hosts FEMA's map of buildings), for where the address is, the buildings and the aerial image. United States, with the address or coordinates only, never a name: standard contractual clauses where the service offers them.
• Only when a company looks up the measurements of a home in the Netherlands: the public map services of PDOK (the Dutch Kadaster) and 3DBAG, for where the address is, the building in 3D, the fences and the aerial image. The Netherlands, with the address or coordinates only, never a name.
• Only when a company looks up the measurements of a home in Belgium: the public map services of Digitaal Vlaanderen, UrbIS (Brussels) and the Service public de Wallonie, for where the address is, the building, its heights and the aerial image. Belgium, with the address or coordinates only, never a name.
• Geoapify: address suggestions while you type an address. European servers (Germany and Finland), with the typed text only, never a name. European company (Cyprus).

We announce a change to this list as part 2, clause 7 describes. List updated on 1 November 2026.