Privacy Policy

Effective Date: December 15, 2025

Introduction

Z3 Systems LLC (doing business as "Z3 OS") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use and share it, and your rights with respect to that information. It applies to information we collect when you use our AI-powered phone receptionist and automation platform, related services, and website (collectively, the "Service"). By using the Service, you agree to the data practices described in this Policy. If you do not agree with our handling of your information, please do not use the Service.

U.S. Only Service: Our Service is intended for businesses and individuals in the United States. We do not specifically target or solicit users in other jurisdictions. In particular, we do not offer services to the European Union (EU) or European Economic Area (EEA) (see No GDPR Applicability below).

Contact Information: For purposes of U.S. state privacy laws, Z3 Systems LLC (9169 W State St Suite 470, Garden City, ID 83714) is the data controller of personal information we collect. If you have any questions or concerns about this Policy or our data practices, you can contact us at privacy@z3os.com.

Data We Collect

We collect various types of information from and about users of our Service, including information that may identify you or your end users ("personal information") and data that does not identify you personally. The categories of information we collect are:

Account and Contact Information

When you sign up for an account, we collect information such as your name, business name, email address, phone number, mailing address, and login credentials (username and password). If you are using the Service on behalf of a company, we may also collect details about the company (like industry or team size). We also collect any preferences or settings you configure for your account.

Billing Information

If you subscribe to a paid plan, our third-party payment processor (Stripe) will collect your payment card details or bank account information. We do not store your full credit card numbers on our systems, but we may store basic billing details (like the last four digits of your card, card type, expiration date, and billing address) as provided by Stripe, along with records of your transactions (payments, plan, and billing history).

Service Usage Data

This is information generated through your use of the Service's features:

Call Data: When calls are made to or from phone numbers connected to our Service, we collect call metadata (such as the caller/callee phone numbers, the time and duration of the call) and call content. Call content includes the audio recordings of calls (since our Service records calls for transcription and your later review) and the transcriptions of those calls produced by our AI. If callers provide information on the call (like their name, contact info, or the reason for calling), that information will be captured in the recording and transcript.
Voicemail & IVR Data: If the Service takes a voicemail or the caller interacts with an IVR (interactive voice response) menu, we collect those recordings and any keypad inputs from the caller (e.g., "Press 1 for Sales" selections).
SMS and Email Data: If you use our Service to send or receive SMS text messages or emails, we collect the content of those messages, as well as metadata like the sender and recipient identifiers (phone numbers or email addresses), the time the message was sent, delivered, or read (if available), and any attachments (for emails).
Automated Conversation Data: Our AI assistant may generate additional data during interactions, such as AI-generated summaries of calls, extracted appointment details, or action logs (e.g., "AI booked an appointment for March 5th at 2pm"). We treat these like part of your content.
User Actions & Configuration: We collect data about actions you take in the dashboard or settings, such as configuring call routing rules, updating schedules, adding team members, uploading contacts or lead information, or integrating other services. If you input data like a list of employees, a schedule of available appointment slots, or custom greetings, we collect that information to operate the Service for you.

Technical and Logging Information

When you interact with our Service (including our website and web app), we automatically collect certain technical data:

Device and Usage Information: This includes your IP address, browser type, device type, operating system, referring URLs, pages viewed, and the dates/times of access. For example, we may log that your account accessed the dashboard from a Chrome browser on a Windows PC at a particular time.
Cookies and Similar Technologies: We use cookies and similar tracking technologies to provide and improve our Service. Cookies are small data files stored on your device. They help with functions like keeping you logged in, storing preferences, and analyzing site usage.
Crash and Error Logs: If the Service or app encounters an error or crash, we may collect a report that includes technical details about the error, your device, and the operation that led to the error. This helps us diagnose and fix issues.

Communications with Us

If you contact us directly (for example, via a support email or chat, or by phone), we will receive the information you provide during the communication. This could include your name, contact info, and the contents of your inquiry or report. We may also keep records of our communications with you and any resolutions to support requests.

SMS Communications

When you opt in to receive SMS text messages from Z3 OS—whether by verbal consent during a call or by texting START to our number—we collect and store:

Your phone number and the date/time of your consent
The method of consent (verbal, keyword opt-in)
Your opt-out status and history
Message delivery logs

We do not sell, rent, or share your mobile phone number or any information collected in connection with our SMS program with third parties for their marketing or promotional purposes.

You can opt out of SMS messages at any time by replying STOP. For more details, see our SMS Terms & Conditions.

Third-Party Integrations Data

If you choose to integrate or connect other services with Z3 OS (such as linking a Google Calendar, CRM system, or other software via our supported integrations), we may receive data from those services as authorized by you. For example, if you connect a calendar integration, we might receive your calendar's busy/free times or event details to allow the AI to schedule appointments. If you integrate a CRM, we might receive customer information or send call outcome data to that CRM. We only access or store data from third-party integrations to the extent needed to provide the features you have enabled, and we will treat such data in line with this Policy.

We do not knowingly collect personal information from children under the age of 13, and the Service is not directed to individuals under 18. If we become aware that a child under 13 has provided us with personal information, we will delete it in accordance with applicable law.

How We Use Your Data

We use the information we collect for the following purposes, which are in our legitimate interests in operating our business and providing the Service (and, where required by law, we process personal data for these purposes on an appropriate legal basis such as contract performance or user consent):

To Provide and Operate the Service: We use your information to perform the core functionalities of the Service. This includes using call and message data to facilitate communications (connecting calls, delivering SMS/email messages), using call audio to generate AI responses and transcriptions, and storing call recordings so you can review them. It also includes routing calls according to your configurations (for example, forwarding certain calls to a live representative if needed) and generally fulfilling the reason you gave us the data (like using a phone number to place a call, or an email address to send a message).
To Transcribe and Automate Calls (AI Processing): We feed call audio into our speech recognition and AI systems (including Retell AI) to transcribe the call and generate an appropriate automated response or action. The content of the call is processed in real time to allow the AI to answer questions or book appointments. After the call, we may further process the transcript to derive summary information or to improve our AI models (see Service Improvement below).
Service Improvement and Development: We analyze usage data, call transcripts, error logs, and user feedback to improve the Service's performance and features.
Customer Support and Communication: We use contact information (like your email or phone number) to send service-related communications.
Billing and Account Management: We use billing information to process your subscription payments through Stripe.
Marketing and Promotional Communications: If you opt in or if it's otherwise permitted, we may use your email or contact info to send you newsletters, product updates, or special offers.
Compliance and Legal Obligations: We may process your data to comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
Anonymized Analytics: We may use aggregated, anonymized data about usage for business analytics, such as calculating the total number of calls handled on our platform, the average call duration, or which features are most popular.

Data Sharing and Disclosure

We understand that your data is important, and we are not in the business of selling your personal information to third parties. We share information in the following circumstances:

Sub-Processors (Service Providers)

We employ a number of trusted third-party companies to perform tasks on our behalf (referred to as "sub-processors" when they handle personal data on our instructions). These include cloud hosting providers, telecommunication networks, and other technology partners. We share your information with these service providers only to the extent necessary for them to provide their services to us. Key sub-processors:

Twilio: Provides telephony and SMS services. We share call and SMS details with Twilio so that calls can be connected and texts can be sent.
Retell AI: Provides the voice AI engine for call comprehension and response. We send live audio (and possibly transcripts) to Retell AI's platform to enable the AI to understand caller speech and generate spoken responses in real time.
Stripe: Processes payments and subscription billing. Your credit card and payment details are sent directly to Stripe when you enter them (through secure, PCI-compliant forms).
Google Cloud Platform: Hosts our primary databases, compute infrastructure, and backend services. User accounts, call logs, transcripts, configuration, and other Service data reside in databases and storage on Google Cloud.
QuickBooks/Intuit: Provides accounting integration. When you connect QuickBooks, we sync customer and invoice data between Z3 OS and your QuickBooks company. We may create or update customers and invoices in your QuickBooks account. We store OAuth tokens (encrypted), your company identifier (realmId), and minimal integration metadata (such as QuickBooks object IDs and sync timestamps) to maintain the integration. We do not share one customer's QuickBooks data with another customer. You can disconnect at any time from Settings or inside QuickBooks.
Resend: Sends transactional emails on our behalf. For example, when you invite a team member, reset your password, or receive an alert/notification from the system.
Vercel: Hosts our web application and website frontend. When you use the Z3 OS web dashboard or website, your browser is communicating with Vercel's content delivery network and servers.

Optional Third-Party Integrations

If you choose to connect any third-party integrations to Z3 OS (for example, linking your Google Calendar or a specific CRM software via our integration options), the Service will share data with those third parties only at your direction.

Business Transfers

If Z3 Systems LLC is involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be transferred as part of such a transaction.

Legal Compliance and Protection

We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, prevent or address wrongdoing, or protect users and the public.

With Your Consent

In cases where we want to share your information in ways not covered by this Privacy Policy, we will request your consent.

No Selling of Personal Data

We do not sell or rent your personal information to third-party data brokers or advertisers. We do not share personal information with third parties for their direct marketing purposes unless you have provided consent.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, as described in this Policy, or as required by law. Retention periods can vary depending on the type of data and the use case:

Account Information: We retain your account information (like name, email, business details) while your account is active.
Call Recordings & Transcripts: By default, Z3 OS will retain call recordings and their transcripts to provide you access for review and for our internal improvement uses. We may provide settings that allow you to control how long recordings are saved.
SMS and Email Logs: Similar to call data, we may retain logs of SMS messages and email communications for a certain period (e.g., 1 year) for your reference and for our internal analysis.
Usage Logs and Analytics: General usage logs (IP addresses, login history, activity logs) are usually kept for a shorter duration, often around 1-2 years.

Data Security

We take the security of your data seriously and implement a variety of measures to protect it:

Encryption: We use encryption to protect data in transit and at rest. The Z3 OS platform is accessible only over HTTPS.
Access Controls: We limit access to personal data to authorized employees, contractors, and service providers who need that data for their job responsibilities.
Authentication Security: We implement authentication protections such as hashed passwords and (where possible) offer two-factor authentication (2FA) for your account.
Network and System Security: Our platform is built on reputable cloud infrastructure that employs robust security practices and firewalls.
Testing and Audits: We conduct periodic security assessments and testing to evaluate the security of our systems.

Your Rights and Choices (United States)

While privacy regulations in the U.S. vary by state and sector, we want to ensure you have control over your personal information. Depending on your relationship with Z3 OS and where you reside, your rights may include:

Access and Portability: You have the right to request access to the personal information we hold about you.
Correction (Rectification): If you discover that the information we have about you is incorrect or outdated, you have the right to request that we correct it.
Deletion (Erasure): You can request that we delete personal information that we have collected from you.
Opt-Out of Marketing: If you previously consented to receive marketing emails or newsletters, you have the right to opt out at any time.

California Privacy Rights

If you are a resident of California, you may have additional rights under the California Consumer Privacy Act (CCPA) or the California Privacy Rights Act (CPRA):

Right to Know: California residents can request more details about the specific personal information a business has collected about them.
Right to Delete: Californians can request deletion of personal info, with similar exceptions.
Right to Opt-Out of Sale/Sharing: We do not sell personal information as defined by CCPA.
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

No GDPR Applicability (Service Not Offered in EU)

The General Data Protection Regulation (GDPR) is a comprehensive data protection law in the EU. We want to clarify that our Service is not intended for use in the EU/EEA and we do not target EU residents or process data for individuals in the EU in any systematic way. Therefore, in our good-faith understanding, GDPR does not apply to our operations in any significant manner at this time.

No Offering to EU: We do not market or advertise Z3 OS to EU audiences. Our website and marketing are focused on U.S. businesses.

If you are an EU resident (or from another region with comprehensive privacy laws) do not use Z3 OS. We reserve the right to delete any accounts or data believed to be from EU residents to avoid GDPR applicability.

Data Breach and Incident Handling

We have implemented protocols to deal with Data Breaches or Security Incidents swiftly and transparently:

Detection: We employ monitoring systems and conduct regular security audits to detect unusual activity, unauthorized access, or any indications of data breaches.
Response Plan: If a data breach is suspected or detected, our incident response plan involves immediate investigation, containment, assessment, notification to users, notification to authorities where required, remediation, ongoing communication, and documentation.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, and other factors. When we make changes, we will update the Effective Date at the top of this Policy and notify you if the changes are significant.

We encourage you to review this Privacy Policy periodically to stay informed about our data practices and the ways you can protect your privacy. Your continued use of the Service after any changes to this Policy signifies your acceptance of the updated terms (to the extent permitted by law).

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please do not hesitate to contact us:

Email: privacy@z3os.com
Mail: Z3 Systems LLC (Z3 OS) – Attn: Privacy Team, 9169 W State St Suite 470, Garden City, ID 83714, USA

We will respond to your inquiries as promptly as possible, typically within a few business days. If you are contacting us to exercise a specific privacy right (like an access or deletion request), please provide sufficient information for us to verify your identity and understand the scope of your request.

Thank you for entrusting Z3 OS with your communications and data. We value your privacy and work hard to protect it, and we appreciate any feedback you have on this Policy or our practices.