Data Privacy Policy for Zentiorium

Introduction

Zentiorium (“we,” “our,” “us”) is committed to protecting your privacy. This policy explains how we collect, use and safeguard your personal information in line with applicable data protection laws and regulations.

Scope of Policy

This policy applies to all personal data collected and processed by Zentiorium through our website, communications and the services we provide, including AI agents, chatbots, automation and custom software development.

1. Information We Collect

We collect several types of personal data, including:

• Contact information: Your name, email address, phone number and the message you send us through our contact form, email or WhatsApp.
• Business and project information: Details about your company, workflows, systems and requirements that you share while we scope or deliver a project.
• Billing information: Company name, billing address and invoice history when you engage us for paid work. Payments are handled through our payment or banking providers.
• Usage data: Information about how you interact with our website, such as pages visited, browser and device type, approximate location, IP address and log data.

2. How We Use Your Information

We use your personal data to:

• Respond to enquiries and provide, deliver and improve our services.
• Scope, build, deploy and support the AI agents, chatbots and software we create for you.
• Process invoices and payments.
• Communicate with you about our services, including newsletters or updates where you have consented.
• Comply with legal obligations and enforce our terms.
• Protect our systems, including monitoring for unauthorised access and misuse.

3. Client Data and AI Systems

When we build or operate AI systems for you, we may process data you provide, such as documents, tickets, customer conversations and database records. We handle this data to deliver the agreed work:

• We access only the systems and data needed for the project.
• We do not use your data to train models for other clients.
• Where we use third-party AI model providers, data is sent to them only as needed to run your solution and under their applicable data-protection terms.
• At the end of the engagement we delete or return your data in line with our agreement with you.

4. Credentials and Access Security

If you give us access credentials, API keys or tokens so we can integrate with your systems, we protect them as follows:

• Secure storage: Secrets are kept in encrypted, access-controlled storage and never in source code.
• Restricted access: Only authorised team members working on your project can use them.
• Least privilege: We ask for the minimum permissions needed and recommend you rotate or revoke keys when the work ends.
• Your responsibility: You are responsible for keeping your own account credentials confidential.

5. Data Sharing and Disclosure

We do not sell, lease or rent your personal data. We may share it in these situations:

• Service providers: Trusted providers who help us operate, such as cloud hosting, email delivery, communication tools and payment processors.
• Legal compliance: Law enforcement or regulators, where required by law or to respond to a valid legal request.
• Business transfers: In a merger, acquisition or sale of assets, your information may be transferred. We will notify you of any such change.

6. Data Retention

We keep personal data only as long as necessary for the purposes it was collected for, including legal, accounting and reporting requirements. When we no longer need it, we securely delete or anonymise it.

7. Your Rights

Under applicable data protection laws, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate data.
• Deletion: Ask us to delete your data, subject to legal restrictions.
• Objection: Object to certain processing of your data.
• Withdrawal of consent: Withdraw consent at any time where we rely on it.

To exercise these rights, contact us at info@zentiorium.com.

8. Data Security

We use technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration and destruction, including:

• Encryption of sensitive data in transit and, where appropriate, at rest.
• Access controls and network protections on our systems.
• Regular reviews to identify and address potential vulnerabilities.

While we take reasonable steps to protect your data, no system is completely secure and we cannot guarantee absolute protection from breaches.

9. International Data Transfers

Zentiorium is based in Pakistan and works with clients worldwide. Your data may be transferred to, stored and processed in countries other than your own, including by our service providers, which may have different data protection laws. By using our services, you consent to such transfers as described in this policy.

10. Cookies and Tracking Technologies

We may use cookies and similar technologies to keep the site working, understand how it is used and improve your experience. You can control cookies through your browser settings, although disabling them may affect how parts of the site work.

11. Changes to This Privacy Policy

We may update this policy from time to time. Changes will be posted on this page with an updated effective date. We encourage you to review it periodically.