Policies

Information We Collect

We collect information you provide directly alongside data gathered automatically when you interact with our site or services, which may include the sprawling assortment of contact details (names, emails, phone numbers, company affiliations, titles), the full spectrum of communications you send us (emails, chats, form responses, call notes, follow-up threads), the technical and behavioral telemetry that accompanies each visit (IP addresses, browser types, page paths, timestamps, cookies, pixels, similar identifiers), and the operational service data you intentionally authorize us to process (CRM records, calendar access, messaging channel permissions, and other signals required to configure or deliver automations).

How We Use Information

We use personal information to deliver, maintain, and refine the services you ask for, which means operating our AI outreach, lead qualification, and appointment booking workflows; replying to questions, scheduling consultations, and providing support; training models and running analytics to tune performance; sending service updates, product announcements, promotional messages, and operational alerts (with opt-out options where required); and applying appropriate security, fraud prevention, compliance checks, and legal or contractual obligations that flow from these activities.

How We Share Information

We do not sell personal information, but we may disclose limited elements of it to service providers and vendors under confidentiality obligations (for hosting, analytics, communications, security, and related operations), to integration partners you explicitly authorize such as CRMs, calendars, and messaging platforms so the service can function within your workflow, and in connection with business transfers, legal compliance, or protecting the rights, safety, and security of users, customers, and the company.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, and we intentionally segregate it from any sharing activities described elsewhere in this document so that it remains confined to the singular purpose for which it was collected.

SMS and Communications

If you opt in to receive SMS or phone communications, we use the related numbers and contact details exclusively to transmit those messages, recognizing that message frequency will be a function of your engagement level and service activity; standard carrier message and data rates may apply; and you may opt out at any time by replying STOP or following any other mechanism provided, after which we will apply suppression promptly to comply with carrier rules, applicable law, and reasonable industry practice.

Data Retention and Security

We retain personal information for as long as necessary to deliver our services, meet legal obligations, resolve disputes, and enforce agreements. We use administrative, technical, and physical safeguards to protect data, but no system is perfectly secure.

Terms of Service

These Terms govern your use of ZENVIX services, spanning AI caller, AI chat, lead generation, qualification, appointment setting, and any related integration work, and they clarify that we provide AI-driven outreach and booking but do not perform in-person sales or negotiations; that we are not responsible for your sales performance, conversion rates, lead quality fluctuations, advertising platform volatility, or outcomes shaped by your internal processes; that you may cancel with written notice with effect at the end of the current billing cycle unless otherwise agreed; that fees are due in advance per invoice or subscription and late or failed payments may pause services; that fees are non-refundable once services begin or licenses or seats are provisioned unless otherwise stated in writing; that you must furnish accurate business details, access to CRM, calendars, ad accounts, and timely onboarding responses; that ZENVIX owns all platform IP, models, and content we create while you retain ownership of your own data and brand assets; and that, to the fullest extent permitted by law, our liability is capped at the fees paid to ZENVIX for the service period at issue.

Refund Policy

Refunds are generally not provided once service delivery for the applicable billing period has commenced because resources, allocations, and third-party commitments are already in motion; AI seat or license fees are non-refundable after activation given the immediate provisioning and allocation of capacity; and advertising spend is categorically non-refundable because it is remitted directly to advertising platforms such as Meta or Google and is consumed on delivery.

Service Level Agreement (SLA)

Our target availability for AI caller and chat capabilities is 99% uptime measured monthly, excluding scheduled maintenance windows and outages traceable to third-party platforms; support requests are acknowledged within one business day with production-impacting issues triaged as priority; an outage is defined as the service being unavailable or materially degraded due to ZENVIX-controlled systems (excluding client-owned systems, CRMs, calendars, ad platforms, or other dependencies outside our span of control); remediation focuses on prompt restoration, and any credits or compensation, if offered, are determined at ZENVIX’s discretion; and uptime or responsiveness is contingent on you providing and maintaining uninterrupted access to your CRM, calendars, advertising accounts, and messaging providers.

Data Processing Agreement (DPA)

ZENVIX acts as a data processor handling the information you control (including leads, contacts, CRM records, advertising data, AI transcripts, scheduling details) solely to deliver the outreach, qualification, scheduling, analytics, and reporting services you request; we retain such data only as long as necessary for service delivery, legal obligations, or as otherwise agreed; we apply reasonable administrative, technical, and physical safeguards to protect it; you remain the data controller responsible for lawful collection and consent while ZENVIX follows your instructions as processor; and we may use vetted subprocessors for hosting, analytics, messaging, and similar needs under confidentiality and security commitments.

Cookie Policy

We use cookies and similar technologies such as Meta Pixel, Google Analytics, session identifiers, and lead form trackers to keep the site operating, remember preferences, measure performance, prevent fraud or abuse, and improve marketing effectiveness; these tools may capture page views, device or browser details, referral sources, conversion events, form submissions, and interaction patterns; you can refuse or manage cookies through browser settings, industry opt-out mechanisms, or by discontinuing site use, understanding that certain features may be limited if cookies are disabled.

Acceptable Use Policy

The services may not be used for illegal, deceptive, harmful, or abusive campaigns, including harassment, threats, or misuse of AI caller/chat or messaging; political or otherwise regulated campaigns require advance written approval; spam marketing and any activity that violates carrier rules, Meta/Google policies, or messaging platform terms is prohibited; and you must not interfere with or degrade ZENVIX systems or other customers through excessive load, misuse, or circumvention attempts.

Anti-Spam Policy

We comply with CAN-SPAM, TCPA, carrier requirements, and analogous rules, and you must do the same by securing and maintaining valid consent for SMS, voice, and email outreach, honoring local time-of-day or quiet-hour restrictions where applicable, avoiding deceptive headers, spoofing, or misleading content while including required disclosures, and promptly processing opt-out requests such as STOP or UNSUBSCRIBE while maintaining accurate suppression lists so subsequent messaging respects user choices.

Payment & Billing Policy

Invoices are issued on the agreed billing cadence (for example, monthly) and are due upon receipt unless a different timeline is specified; recurring subscriptions auto-renew unless cancelled before the renewal date; card failures may trigger automated retries, late fees where legally permissible, and can result in suspension of services until resolved; and requests to pause service do not automatically pause billing unless an express written agreement says otherwise.

Disclaimers

ZENVIX does not guarantee specific sales outcomes, revenue levels, or closing volume because lead quantity and quality, appointment flow, and conversion rates are influenced by market dynamics, ad spend, seasonality, targeting decisions, and the timeliness and rigor of your follow-up; AI qualification accuracy also depends on data quality, integrations, and scripts; and overall performance is tied to your staffing, responsiveness, and adherence to best practices.

Your Choices

You may opt out of marketing emails using the unsubscribe link within each message, manage or disable cookies in your browser with the understanding some functionality may be limited, and request access to, updates of, or deletion of your personal information by contacting us using the details below.

Contact Us

If you have questions about these policies or our data practices, contact us at contact@zenvixagents.com.