How we collect, use and protect personal information when you visit our website or work with us on AI agents, bots, voice agents, automation and tracking.
This Privacy Policy explains how Zentronix collects, uses, shares and protects personal information when you visit our website, book a free automation audit, contact us, or buy our services. It should be read alongside our Terms and Conditions.
Where words like “Client Data”, “Services” and “Third-Party Platforms” start with a capital letter, they mean the same as in our Terms.
Zentronix is a trading name of [Company legal name], a company registered in [Country/State] under company number [Company number], with its registered office at [Registered address] (“Zentronix”, “we”, “us”, “our”).
For information about visitors, prospects and our own clients, we are the data controller. For Client Data we handle while delivering the Services, we act as your processor (see section 06).
You can contact us about privacy at [privacy@yourdomain.com].
Contact details
Your name, email address, phone number, job title and company name.
Audit answers
What you tell us about your business, tools, processes and goals when you book or take part in a free automation audit.
Account and billing
Billing contacts, invoices, payment records and the details in your Proposal. Card payments are handled by our payment provider; we don’t store full card numbers.
Access credentials
Logins, API keys or permissions you give us so we can connect your CRM and other Third-Party Platforms.
Client Data
Information about your customers and leads that passes through the systems we build, such as CRM records, call recordings, transcripts and messages.
Communications
Emails, chat messages, meeting notes and call recordings between you and our team.
Website usage
IP address, browser and device type, pages visited, referring site and similar information collected through cookies and analytics.
We use personal information to:
Where data protection law requires a legal basis, we rely on the following.
Contract
To prepare a Proposal at your request and deliver the Services we’ve agreed.
Legitimate interests
To run and improve our business, keep systems secure and reply to business enquiries, where those interests aren’t outweighed by your rights.
Consent
For non-essential cookies and certain marketing. You can withdraw consent at any time.
Legal obligation
To keep tax and accounting records and respond to lawful requests.
When we build and run systems that handle your customers’ information, you decide why and how that information is used. You are the controller and we are your processor. This means we:
If you need a data processing agreement, ask us and we’ll sign one before we start.
Our AI agents send text, audio or other inputs to AI model providers so they can generate a response. To keep that data protected:
We don’t train models on your data
Your business information and Client Data are never used to train our own or anyone else’s AI models.
Voice agents, SMS, WhatsApp, email and other outbound tools we set up for you may record, transcribe and store conversations with your customers.
Our website uses cookies and similar technologies. Some are strictly necessary for the site to work. Others help us understand how the site is used or measure our advertising, and we only set those with your consent where the law requires it.
You can change your choice at any time through cookie settings or your browser. Blocking some cookies may affect how the site works.
Many of the platforms we use store data outside [Country/Region]. When we transfer personal information abroad, we use safeguards recognised by law, such as standard contractual clauses or adequacy decisions.
We keep personal information only as long as we need it.
Enquiries and audits
[24 months] after our last contact, unless you become a client.
Client records
For the length of our relationship plus [6 years] for tax, accounting and legal purposes.
Client Data
Deleted or returned within [30 days] after the Services end, unless you ask otherwise.
Website analytics
Up to [14 months], depending on the cookie.
We use reasonable technical and organisational measures, including encrypted connections, access controls, two-factor authentication on our accounts, least-privilege access to client systems and secure storage of credentials.
No system is completely secure. If we become aware of a breach affecting your information, we’ll tell you without undue delay and as the law requires.
Depending on where you live, you may have the right to:
Email [privacy@yourdomain.com] to make a request. We’ll reply within [30] days. If your request is about a business that uses our systems, we’ll pass it to them, as they control that data.
We don’t ask for sensitive personal information through our website. Please don’t share health, financial or other sensitive details during a free audit.
Healthcare clients
Before any system handles patient health information, we’ll agree in writing how it’s protected, including any business associate or data processing agreement your law requires.
Our website and Services are for businesses and aren’t aimed at children under 16. We don’t knowingly collect their personal information. If you think we have, contact us and we’ll delete it.
We may send you updates, case studies and offers about our Services. Every marketing email has an unsubscribe link, and you can also reply “STOP” to texts or email us to opt out. We’ll still send messages you need about an active project or invoice.
We may update this policy from time to time. The “Last updated” date at the top shows when it last changed. If we make a significant change, we’ll tell clients by email before it takes effect.
