Privacy Policy

1. Who this policy covers

ZepnixSales is a sales operations platform used by sales agencies to manage their calling teams. This policy explains what information we collect, why we collect it, and what we do with it.

Two groups of people are described here. Users are the agency staff who sign in to ZepnixSales — owners, managers and sales representatives. Contacts are the people an agency calls or emails using the platform. Contacts do not have accounts and do not sign in.

2. Information we collect

Account information. When a user is invited or signs up, we store their name, email address, role and the agency workspace they belong to.

Contact records. Agencies upload or enter details about the people they intend to contact, which typically includes name, company, phone number and email address. This information is supplied by the agency, not collected by us directly.

Call activity. When calls are placed through the platform, we record the time, duration, participants and outcome of each call. Where an agency has enabled recording and transcription, we also store the call recording and its transcript.

Calendar information. If a user connects a calendar account, we access it only to create, read and update the meeting events that ZepnixSales itself books. We do not read unrelated personal events.

Technical information. We store standard server and security logs, including IP address and browser type, to keep the service running and to investigate problems.

3. How we use information

We use the information above to:

• Provide the platform and keep each agency's data separate.
• Place calls, send messages and book meetings on behalf of an agency.
• Produce summaries, notes and reports from call activity, including automated summaries generated from call transcripts.
• Secure the service, prevent abuse and diagnose faults.
• Respond to support requests.

We do not sell personal information. We do not use agency data or call content to train artificial intelligence models.

4. Service providers

ZepnixSales relies on a small number of third-party providers to operate. Each one receives only the information needed for its role: hosting and application infrastructure, database storage and authentication, telephony and messaging, speech-to-text transcription, automated summarisation of call transcripts, transactional email delivery, and calendar scheduling.

These providers process information on our instructions and are not permitted to use it for their own purposes.

5. Data separation

Every agency operates in its own isolated workspace. Access controls are enforced at the database level, so users of one agency cannot read or modify another agency's records.

6. Calendar access

Where a user connects a Google account, ZepnixSales requests calendar access solely to create and manage the meetings it books. Access can be revoked at any time from within the application or from the user's Google Account settings. Revoking access stops all future calendar activity immediately.

Information received from Google APIs is used only to provide the scheduling features described in this policy, and is not shared, sold, or used for advertising.

7. Call recording and transcription

Recording and transcription are used to produce call notes and summaries. Laws on recording conversations differ by jurisdiction, and in many places every participant must be informed. The agency using ZepnixSales is responsible for obtaining any consent required where it operates and where the people it contacts are located.

8. Retention

We keep information for as long as an agency maintains an active account. When an account is closed, its data is deleted within a reasonable period, except where we are required to keep records for legal or accounting reasons.

9. Your choices

Users can request access to, correction of, or deletion of their personal information by contacting us. Contacts who wish to know what a particular agency holds about them, or to be removed from its records, should contact that agency directly — the agency controls those records, and we act on its instructions.

If you contact us and we cannot identify which agency holds your information, we will do our best to point you in the right direction.

10. Security

Data is encrypted in transit and at rest. Access to production systems is limited to the people who need it. No system is perfectly secure, but we take reasonable measures to protect the information entrusted to us.

11. Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it last changed.

12. Contact

Questions about this policy can be sent to contact@zepnix.app.