CloseTraq

Terms of Service

Effective Date: October 19, 2026 · CloseTraq LLC, a Texas limited liability company

1. Acceptance of Terms

By accessing or using CloseTraq (the "Service") at closetraq.com, you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service. These Terms form a binding agreement between you and CloseTraq LLC, a Texas limited liability company.

2. Description of Service

CloseTraq is a software-as-a-service platform designed for licensed real estate agents in Texas. The Service enables agents to upload executed contracts and disclosure documents, auto-generate transaction timelines, track deadlines, store documents, and provide clients with read-only access to their transaction details through a secure portal.

3. Eligibility

You must be at least 18 years of age to use the Service. Agent accounts are intended for licensed real estate professionals. Client accounts are limited to individuals invited by a licensed agent to view a specific transaction. By using CloseTraq, you represent that you meet these requirements.

4. Account Registration

To access the Service, you must create an account. You agree to:

5. Subscription and Payment

CloseTraq offers two pricing plans for agent accounts:

All fees are charged in U.S. dollars and processed through Stripe, a PCI-compliant payment processor. Prices do not include sales tax, which is added to each charge where it applies, based on your billing address. You authorize us to charge your payment method on file. If a Pay As You Go transaction is terminated, you may request a refund of its fee from the transaction page. If a contract cannot be read, its fee is refunded automatically. Pro subscription fees are non-refundable except as required by applicable law. You may cancel a Pro subscription at any time, and your account returns to Pay As You Go at the end of the billing period. We reserve the right to modify pricing with 30 days written notice.

6. Acceptable Use

You agree not to use the Service to:

7. AI Document Processing and Deadline Verification

7.1 Automated Document Processing. CloseTraq utilizes artificial intelligence, machine learning, and other automated technologies to analyze uploaded documents, extract transaction information, calculate dates, identify contractual deadlines, and generate transaction timelines. These technologies are inherently imperfect and may produce inaccurate, incomplete, inconsistent, outdated, or misleading results.

7.2 No Guarantee of Accuracy. CloseTraq LLC does not represent or warrant that any extracted information, calculated deadline, transaction date, document classification, or other automated output is accurate, complete, current, or suitable for reliance in any particular real estate transaction. Errors may occur even when uploaded documents are complete, legible, properly formatted, or otherwise valid.

7.3 Mandatory Independent Verification. The user acknowledges and agrees that all AI-generated or automatically extracted information must be independently reviewed and verified against the original, fully executed contract and all applicable amendments, addenda, notices, and related documents before being relied upon or communicated to any party.

7.4 User Responsibility. The licensed real estate professional using CloseTraq retains sole professional responsibility for determining, verifying, calculating, monitoring, communicating, and complying with all contractual deadlines, obligations, and requirements. CloseTraq is a supplementary administrative tool and does not replace independent contract review, professional judgment, brokerage supervision, or the user's existing transaction management procedures.

7.5 Contractual Documents Control. In the event of any conflict or inconsistency between information displayed by CloseTraq and the underlying executed contractual documents, the applicable contractual documents, as interpreted under governing law, shall control. CloseTraq-generated information does not modify, supersede, extend, waive, or otherwise affect any contractual obligation.

7.6 Amendments and Changes. The user is responsible for promptly uploading applicable amendments, addenda, extensions, termination notices, and other documents affecting a transaction and independently verifying that any resulting changes have been correctly reflected in the Service. CloseTraq does not guarantee that newly uploaded documents will automatically update all previously generated information.

7.7 Assumption of Risk. To the maximum extent permitted by applicable law, the user expressly acknowledges and assumes the risks associated with reliance on automated document processing and calculations, including incorrect or omitted deadlines, inaccurate transaction information, and failure to identify conflicting contractual provisions.

7.8 No Professional Services. CloseTraq LLC does not act as a real estate broker, attorney, transaction coordinator, escrow agent, title company, or fiduciary through operation of the Service. CloseTraq does not provide legal advice or independently determine the rights or obligations of parties to a transaction.

8. AI Assistant and Chatbot Disclaimer

8.1 Informational Purposes Only. CloseTraq may provide an artificial intelligence-powered assistant or chatbot that responds to questions about uploaded documents, transaction details, contractual provisions, deadlines, and related matters. All responses generated by the AI assistant are provided solely for general informational and administrative assistance.

8.2 Potential for Incorrect Responses. The user expressly acknowledges that AI-generated responses may be inaccurate, incomplete, misleading, outdated, contradictory, or entirely fabricated. The AI assistant may incorrectly interpret contractual language, fail to identify relevant provisions, misunderstand amendments, calculate deadlines incorrectly, or provide answers that do not reflect the actual legal rights or obligations of the parties.

8.3 No Legal or Professional Advice. AI-generated responses do not constitute legal advice, legal opinions, brokerage advice, title advice, or other licensed professional services. The AI assistant is not an attorney, broker, or substitute for qualified professional judgment. Questions concerning legal rights, contractual remedies, enforceability, termination rights, earnest money, liability, or other legal matters should be directed to a qualified attorney.

8.4 No Reliance Without Verification. Users agree not to rely exclusively on AI-generated responses when making decisions, advising clients, interpreting contractual obligations, calculating deadlines, or taking or refraining from any action that may affect a real estate transaction. Users are responsible for independently confirming the accuracy and applicability of any AI-generated response before acting upon it.

8.5 No Guarantee of Outcomes. CloseTraq LLC makes no representation or warranty regarding the accuracy, reliability, completeness, legal validity, or suitability of any AI-generated response or any outcome resulting from its use.

8.6 Responsibility for Communications. Users are solely responsible for reviewing and verifying any AI-generated information before providing it to clients, brokers, lenders, title companies, attorneys, or other transaction participants.

8.7 No Attorney-Client or Fiduciary Relationship. Use of the AI assistant does not create an attorney-client, brokerage, fiduciary, advisory, or other professional relationship between CloseTraq LLC and any user or third party.

9. Deadline Notifications and System Availability

9.1 Supplemental Reminders. Any automated reminder, email, notification, calendar entry, or deadline alert generated by CloseTraq is provided solely as a convenience and supplementary administrative assistance.

9.2 No Guarantee of Delivery. CloseTraq LLC does not guarantee that notifications will be generated, transmitted, received, displayed, or delivered accurately or within any particular timeframe. Notifications may be delayed, omitted, or incorrectly generated due to technical errors, system outages, connectivity issues, incorrect contact information, third-party service interruptions, or other circumstances.

9.3 Independent Deadline Management. Users remain solely responsible for independently maintaining and monitoring all contractual deadlines and obligations regardless of whether reminders or notifications are generated by CloseTraq.

9.4 No Extension of Deadlines. The absence, delay, or inaccuracy of a CloseTraq notification does not excuse performance, extend contractual deadlines, or otherwise modify any obligations under a real estate contract.

9.5 Service Availability. CloseTraq may experience scheduled maintenance, unexpected downtime, system failures, data processing delays, or interruptions. Users are responsible for maintaining access to original transaction documents and independent records sufficient to manage their transactions when the Service is unavailable.

10. Client Access

Agents may invite clients to view transaction details through a read-only portal. By inviting a client, you represent that you have their consent to share relevant transaction information through the Service. You are responsible for ensuring client invitations are sent to the correct individuals.

11. Intellectual Property

The Service and its original content, features, and functionality are owned by CloseTraq LLC and are protected by applicable intellectual property laws. You retain ownership of documents and data you upload. By uploading content, you grant CloseTraq LLC a limited, non-exclusive license to process and store that content solely to provide the Service to you.

12. Privacy

Your use of the Service is governed by our Privacy Policy, incorporated into these Terms by reference. By using CloseTraq, you consent to the collection and use of information as described in our Privacy Policy.

13. Disclaimers of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CLOSETRAQ LLC PROVIDES THE SERVICE, INCLUDING ALL AI-GENERATED CONTENT, DOCUMENT EXTRACTIONS, CONTRACT INTERPRETATIONS, DEADLINE CALCULATIONS, TRANSACTION TIMELINES, NOTIFICATIONS, AND CHATBOT RESPONSES, ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY.

CLOSETRAQ LLC EXPRESSLY DISCLAIMS ALL WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, COMPLETENESS, RELIABILITY, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

CLOSETRAQ LLC DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR THAT ANY DEFECT WILL BE CORRECTED, OR THAT AUTOMATED OUTPUTS WILL ACCURATELY REFLECT THE CONTENT OR LEGAL EFFECT OF UPLOADED DOCUMENTS.

NO ORAL OR WRITTEN INFORMATION PROVIDED BY CLOSETRAQ LLC, ITS REPRESENTATIVES, OR ITS AI SYSTEMS SHALL CREATE ANY WARRANTY NOT EXPRESSLY SET FORTH IN THESE TERMS.

NOTHING IN THIS SECTION EXCLUDES WARRANTIES OR RIGHTS THAT CANNOT LAWFULLY BE EXCLUDED.

14. Limitation of Liability

14.1 Exclusion of Certain Damages. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CLOSETRAQ LLC, ITS MEMBERS, MANAGERS, OFFICERS, EMPLOYEES, CONTRACTORS, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, COMMISSIONS, BUSINESS OPPORTUNITIES, CONTRACTUAL RIGHTS, EARNEST MONEY, OPTION FEES, DATA, OR BUSINESS REVENUE, ARISING FROM OR RELATED TO USE OF THE SERVICE, REGARDLESS OF WHETHER CLOSETRAQ LLC WAS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

14.2 AI-Related Losses. SUBJECT TO APPLICABLE LAW, THE LIMITATIONS AND EXCLUSIONS IN THIS SECTION APPLY TO CLAIMS ARISING FROM INACCURATE DOCUMENT PROCESSING, MISIDENTIFIED OR OMITTED DEADLINES, INCORRECT CALCULATIONS, INCOMPLETE TRANSACTION RECORDS, INACCURATE AI ASSISTANT RESPONSES, FAILED OR DELAYED NOTIFICATIONS, AND USER RELIANCE ON AUTOMATED INFORMATION.

14.3 Aggregate Liability Cap. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CLOSETRAQ LLC'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE TOTAL FEES ACTUALLY PAID BY THE CLAIMING USER TO CLOSETRAQ LLC DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14.4 Contractual Allocation of Risk. THE PARTIES ACKNOWLEDGE THAT THE PRICING OF THE SERVICE REFLECTS THIS ALLOCATION OF RISK AND THAT CLOSETRAQ LLC WOULD NOT OFFER THE SERVICE ON THE SAME ECONOMIC TERMS WITHOUT THESE LIMITATIONS.

14.5 Scope and Exceptions. THESE LIMITATIONS ARE INTENDED TO APPLY TO CLAIMS BASED ON CONTRACT, TORT (INCLUDING ORDINARY NEGLIGENCE), STRICT LIABILITY, OR OTHER LEGAL THEORIES, WHETHER OR NOT A REMEDY FAILS OF ITS ESSENTIAL PURPOSE, BUT ONLY TO THE EXTENT PERMITTED BY APPLICABLE LAW. NOTHING IN THESE TERMS LIMITS LIABILITY THAT CANNOT LAWFULLY BE LIMITED, INCLUDING LIABILITY FOR FRAUD, GROSS NEGLIGENCE, OR WILLFUL MISCONDUCT TO THE EXTENT SUCH LIMITATIONS ARE PROHIBITED BY LAW.

15. Indemnification

To the maximum extent permitted by applicable law, you agree to defend, indemnify, and hold harmless CloseTraq LLC and its members, managers, officers, employees, contractors, and agents from and against third-party claims, demands, proceedings, damages, liabilities, judgments, settlements, and reasonable attorneys' fees arising out of or relating to:

(a) Your violation of these Terms or applicable law;

(b) Your breach of your professional, contractual, or fiduciary duties;

(c) Your failure to independently verify contractual information, deadlines, or AI-generated outputs before relying upon or communicating them;

(d) Your provision of inaccurate information or instructions to transaction participants;

(e) Your unauthorized upload, disclosure, or distribution of documents or personal information; or

(f) Your use of the Service in connection with a real estate transaction, to the extent the claim results from your acts, omissions, or breach of these Terms.

This indemnification obligation does not apply to the extent a claim results from CloseTraq LLC's own negligence, breach of contract, willful misconduct, or other conduct for which indemnification is prohibited by applicable law.

CloseTraq LLC shall provide reasonably prompt notice of any claim for which indemnification is sought and shall reasonably cooperate in its defense. The indemnifying user shall not enter into a settlement that imposes nonmonetary obligations or an admission of liability on CloseTraq LLC without its prior written consent.

16. Termination

We may suspend or terminate your account at any time for violation of these Terms or for any other reason at our sole discretion, with or without notice. Upon termination, your right to use the Service ceases immediately. You may close your account at any time by contacting us at support@closetraq.com.

17. Governing Law

These Terms shall be governed by the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes shall be resolved exclusively in the state or federal courts located in Bexar County, Texas.

18. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by updating the effective date and, where appropriate, by email. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

19. Contact

For questions about these Terms, contact us at: support@closetraq.com