Where your data lives

Updated August 14, 2026

ProClose does not have one big, one-size-fits-all rule for where everything sits. Here is exactly where each kind of data lives.

#Your Vault, proposals, and brand live on your workspace's own server

Your Vault (the appetite guide, fee schedule, coverage standards, preferred vendors, and ingested documents), your saved proposals, and your Brand settings (logo, colors, template, fonts) are all stored server-side, in your own workspace's database. This is real, durable storage. It survives a reload, a closed tab, a sign-out, and signing back in on a different device.

It is also scoped strictly to your workspace. Nothing from another agency's workspace on the same server is ever visible to yours, and nothing of yours is visible to theirs.

Editing the Vault or the Brand page is owner-only, the same rule enforced everywhere else in the app. See Signing in and user roles. A proposal is visible to its owner and, if you are the agency owner, to everyone in the workspace. See The Proposals page.

Every save to the Vault also keeps the version it replaced, so an accidental delete or a bad paste is never permanent. See Edit the Vault for how editing and version history work.

#Call analyses are cached on your own server, once

When you pull and analyze a recorded call, the transcript and the structured insights that come back are written to disk on your own server, keyed to that specific recording. The next time anyone picks that same call, whether that is you re-checking it or a teammate opening the same recording, the analysis is read back from that cache instantly. The recording is never re-transcribed and never re-billed. Where a key is configured for it, that cached copy is also encrypted at rest. See Call analysis: caching, limits, and privacy for the full detail on how caching works, and The Security page for what is actually encrypted today.

#What stays in your browser only

Two things never reach any server at all:

Carrier quote and current-policy PDFs. Dropping a PDF on the New proposal page or the Vault page parses it entirely in your browser. The file itself is never uploaded, to your server or anywhere else.
In-progress canvas edits. A text edit, a resize, or a recolor you make directly on a slide in the canvas editor lives in that open browser tab until you save the proposal. The one exception is a premium or fee line, which writes straight into the proposal's underlying data as soon as you edit it. See Edit slides on the canvas.

#Recordings and credentials are refused by the server, not just hidden

Your server explicitly refuses to serve certain things over the network, regardless of who asks:

Anything stored under the recordings path, meaning real call audio and cached transcripts, is blocked outright.
Dotfiles, including the environment file holding server-wide credentials, are blocked outright.
The local database file itself is blocked outright.
The server's own source files are blocked outright, even though they sit in the same folder as everything else it serves.

A blocked request comes back as a plain not-found response, the same as a file that simply does not exist. There is no way to tell from the outside whether something is missing or deliberately withheld.

RingCentral credentials and transcription service credentials are configured server-side, never through a form field in the app that could echo them back, and never sent to a browser. A workspace that connects its own RingCentral app has that client secret and JWT stored encrypted at rest. See The Security page for the full encryption picture.

#The short version