This Privacy Policy explains how ZentraDesk AI ("ZentraDesk," "we," "us," or "our") collects, uses, shares, and protects information in connection with our AI front desk and customer-communication services (the "Services"), our demo line, and this website.
Calls are recorded and processed by AI. When you call our demo line or interact with an AI receptionist powered by ZentraDesk, your call may be recorded, transcribed, and analyzed by automated systems to handle your request. If you do not want to be recorded, please do not continue the call.
On this page
1. Information we collect
Information you provide
When you contact us, request a fit call, book an appointment, or otherwise interact with a business that uses ZentraDesk, we may collect information you provide, such as your name, business name, phone number, email address, and any details you share about your inquiry.
Call information
When you place or receive a call handled by ZentraDesk, we may collect:
- Audio recordings of the call;
- Written transcripts and AI-generated summaries of the conversation;
- Your phone number (caller ID) and call metadata such as date, time, and duration; and
- The reason for your call and any details you provide to schedule, qualify, or follow up.
Information collected automatically
When you visit this website, standard technical information such as your browser type, device, and general usage may be collected by our hosting and analytics providers. This is a static informational website and does not require you to create an account.
2. Call recording & AI processing
ZentraDesk operates an AI receptionist ("Zenny") that answers, places, records, and transcribes calls on behalf of the businesses we serve. These recordings and transcripts are used to handle your request, book appointments, create records for the business, and improve the quality and accuracy of the Services. Call recording laws vary by location; the business using ZentraDesk is responsible for any consent or notice required in its jurisdiction, and we provide notice on our demo line.
3. How we use information
We use the information we collect to:
- Answer calls, respond to inquiries, and follow up with leads;
- Schedule and manage appointments and fit calls;
- Create and update records in the business's customer relationship management (CRM) system;
- Send internal notifications and summaries to the business's team;
- Operate, maintain, secure, and improve the Services and our AI models' accuracy; and
- Comply with legal obligations and enforce our terms.
We do not sell your personal information.
4. How we share information
We share information only as needed to provide the Services:
- With the business you contacted. If you call or submit a form to a business that uses ZentraDesk, your information is shared with that business so it can serve you.
- With service providers (subprocessors). We use trusted third parties to deliver the Services, including voice-AI and telephony providers, CRM and scheduling platforms, team-messaging tools, and cloud hosting. These providers may process information only on our behalf and under appropriate confidentiality and security obligations.
- For legal reasons. We may disclose information if required by law, regulation, legal process, or to protect the rights, safety, and property of ZentraDesk, our customers, or others.
- In a business transfer. Information may be transferred as part of a merger, acquisition, financing, or sale of assets.
5. Data retention
We retain call recordings, transcripts, and related records for as long as needed to provide the Services to the business, to comply with our legal obligations, resolve disputes, and enforce our agreements. Retention periods may be set by the business using ZentraDesk. When information is no longer needed, we take reasonable steps to delete or de-identify it.
6. Security
We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
7. Your choices & rights
Depending on your location, you may have rights to access, correct, delete, or restrict the use of your personal information, or to object to certain processing. Because much of the information we handle belongs to the business you contacted, we may direct your request to that business or work with them to fulfill it. To make a request, contact us using the details below.
8. Third-party services
Our website and Services may link to or rely on third-party services (for example, our scheduling/booking provider). Those third parties operate under their own privacy policies, and we encourage you to review them. We are not responsible for the practices of third parties.
9. Children's privacy
The Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or the age defined by applicable law). If you believe a child has provided us information, please contact us so we can delete it.
10. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes will be reflected on this page, and your continued use of the Services after changes take effect constitutes acceptance of the updated policy.
11. Contact us
If you have questions about this Privacy Policy or how your information is handled, contact us at:
- Email: hello@zentradeskai.com
- Demo line: (207) 630-1115