Privacy Policy

1. Overview

This Privacy Policy describes how ZBot ("we", "us") handles personal information in connection with our AI-guided outbound sales platform (the "Service").

We act in two capacities. For account, billing, and usage information about the people who use the Service, we are the data controller. For prospect and contact data that customers import into the Service or source through it, we act as a processor (or service provider) on the customer's behalf and under the customer's instructions.

2. Information We Collect

Account and profile information: name, work email address, authentication credentials, workspace membership and role, language preference, and similar details you provide when registering or being invited to a workspace.

Workspace content: campaign drafts and templates, knowledge entries, settings, notes, and the messages sent and received through accounts connected to a workspace.

Prospect and contact data: business contact information that customers import or source through the Service, such as names, job titles, employers, business email addresses, professional profile links, and company details drawn from public and licensed business sources.

Usage and device data: log records, IP address, browser and device type, pages viewed, and actions performed, collected for security, auditing, and product reliability.

Communications: messages you send to our support and onboarding teams.

3. How We Use Information

We use personal information to provide and operate the Service; to execute searches and outreach campaigns on our customers' instructions; to power AI guidance such as lead scoring, drafting suggestions, and reply assistance; to secure the Service and prevent abuse; to provide support; to improve the product; and to comply with legal obligations.

We do not use prospect data processed on a customer's behalf to build or sell marketing audiences of our own.

4. Prospect Data Processed for Customers

Prospect data inside a workspace is processed on the documented instructions of the customer that controls the workspace. That customer is responsible for ensuring it has a lawful basis to collect and use prospect data for outreach and for providing any required notices.

If you have received outreach sent through the Service and want your information corrected, suppressed, or deleted, you can use the opt-out mechanism in the message, reply to the sender directly, or contact us at customer@zbotglobal.com. We will forward your request to the relevant customer and assist them in honoring it, and we maintain suppression handling so that opt-outs are respected.

5. How We Share Information

Third-party outreach and enrichment providers: we share the data needed to execute campaigns (such as recipient contact details and message content) and to source business contact information, with providers acting under contract for these purposes.

Infrastructure providers: hosting, database, storage, and AI infrastructure providers process data on our behalf under contractual confidentiality and data protection commitments.

Other disclosures: professional advisors; competent authorities where required by law; and successors in the event of a merger, acquisition, or asset sale, subject to this policy.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

6. International Data Transfers

We and our providers may process information in countries other than where you live. Where required, we use appropriate safeguards for cross-border transfers, such as standard contractual clauses approved by the relevant authorities.

7. Data Retention

Account information is kept for as long as the account is active and for a limited period afterwards to handle residual obligations, resolve disputes, and meet legal requirements.

Prospect data and workspace content are retained while the workspace keeps them and are deleted when the customer deletes them or terminates the Service, after a short export window. Backup copies are purged on a rolling schedule.

Security and event logs are kept for a bounded period appropriate to their purpose and then deleted or anonymized.

8. Security

We protect personal information with measures including encryption in transit, storage of credentials and tokens in managed secret storage, workspace-level tenant isolation enforced at the database layer, role-based access controls, least-privilege internal access, and monitoring and audit logging.

No method of transmission or storage is completely secure. If we become aware of a personal data breach affecting you, we will notify you and the relevant authorities as required by law.

9. Your Rights (EEA, UK, and Similar Regions)

Depending on your location, you may have the right to access, correct, delete, or receive a copy of your personal information, to restrict or object to certain processing, and to withdraw consent where processing is based on consent.

You can exercise these rights by contacting us at customer@zbotglobal.com. Where we process your information as a processor for one of our customers, we will refer your request to that customer and support them in responding. You also have the right to lodge a complaint with your data protection supervisory authority.

10. California Privacy Rights

If you are a California resident, you have the right to know what personal information we collect, use, and disclose; to request deletion or correction; and to not be discriminated against for exercising your rights. We do not sell or share personal information as those terms are defined under the CCPA/CPRA.

You may submit requests at customer@zbotglobal.com, including through an authorized agent. We will verify requests before acting on them.

11. Cookies

The Service uses only essential cookies: authentication and session cookies that keep you signed in, and a preference cookie that remembers your language. We do not use third-party advertising or cross-site tracking cookies.

12. Children

The Service is a business product and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us personal information, contact us and we will delete it.

13. Changes to This Policy

We may update this policy from time to time. We will post the updated version with a new "last updated" date and, for material changes, give additional notice through the Service or by email.

14. Contact Us

For privacy questions or requests, contact us at customer@zbotglobal.com or through your account manager. If your organization has signed a separate data processing agreement with us, that agreement governs prospect data processing in case of conflict with this policy.