ZTECHAI - Privacy Policy

Last Updated: January 2026

Introduction

This Privacy Policy explains how ZTECHAI LLC (“ZTECHAI,” “we,” “our,” or “us”) collects, processes, stores, and protects personal and business information when Clients use our AI voice agents, automation services, dashboards, or related capabilities. This Policy applies to all data processed through ZTECHAI systems, including telephony, integrations, transcripts, analytics, and CRM routing.

Who We Are

ZTECHAI LLC is a Montana, USA registered company that provides AI voice agents and automation solutions to business Clients. Our services operate B2B and are not intended for individual consumer use or minors.

Scope of This Policy

This Policy applies to data processed through:

  • AI voice agents

  • Telephony and call handling

  • Customer interaction workflows

  • Dashboards, analytics, and reporting

  • Integrations and APIs

  • CRM routing and ERP connections

  • Website forms and operational communications

A separate Terms & Conditions agreement governs service use. For healthcare Clients or sensitive industries, additional rules may apply.

Who We Serve

ZTECHAI operates strictly B2B and supports industries including healthcare, real estate, investment, e-commerce, logistics, and other professional sectors. Clients are responsible for lawful deployment within their sector.

Data We Collect

Website and Contact Data

We may collect:

  • Name

  • Email address

  • Phone number

  • Company name

  • Form submissions

  • Business inquiries

  • IP address and cookies (for operational and security purposes)

AI Agent and Telephony Data

Our AI agents may collect and process:

  • Names and identifiers provided during calls

  • Telephone numbers and caller ID

  • Call duration

  • Call metadata

  • Call recordings

  • Transcripts and summaries

  • Task outcomes (appointments, routing, CRM entries)

Analytics and Operational Data

We may collect:

  • Agent performance metrics

  • Dashboard analytics

  • Workflow outcomes

  • Usage statistics

  • Integration success/failure logs

CRM and Third-Party System Data

Depending on configuration, ZTECHAI may process data through Client CRMs, ERPs, calendars, messaging platforms, and scheduling systems.

Sensitive Data

ZTECHAI does not directly request or store sensitive personal data. If Clients operate in regulated sectors (e.g., healthcare), such data may be processed solely to perform workflow tasks and routed directly into Client systems. HIPAA-compliant handling may apply when required.

Data Sources

Data may originate from:

  • Calls handled by AI agents

  • Website forms

  • Client-provided datasets

  • CRM/ERP connections

  • Scheduling systems

  • Third-party APIs

  • Telephony providers

  • Operational logs

Legal Basis for Processing (GDPR)

For GDPR-regulated Clients, ZTECHAI processes data under the following bases:

  • Contract performance (service delivery)

  • Legitimate interest (operational analytics, improvement, security)

  • Consent (telephony privacy, cookies, and certain marketing communications)

How We Use Data

ZTECHAI uses data for:

  • Operating AI voice agents

  • Handling telephony interactions

  • Routing records to CRMs or ERPs

  • Executing automation workflows

  • Providing analytics and insights

  • Improving system accuracy and performance

  • Billing and usage reporting

  • Providing Client support

  • Security, auditing, and fraud prevention

HIPAA and Healthcare Data

For healthcare Clients, AI agents may collect patient data for operational workflows such as appointment scheduling or routing. In such cases:

  • The Client is the Covered Entity or Controller

  • ZTECHAI acts as a Business Associate or Processor

  • HIPAA rules apply only when a Business Associate Agreement (BAA) is executed

Children’s Data

ZTECHAI does not target or serve minors. Our services are not intended for individuals under 18. We do not knowingly collect personal data from minors.

International Data Transfers

ZTECHAI may transfer data internationally as required for processing, including between the US and EU. Clients using international deployments must ensure lawful usage in their region.

Retention Policy

ZTECHAI retains different data categories for different durations:

  • Call recordings: 14 days

  • Transcripts: 14 days

  • Operational logs: up to 90 days unless otherwise agreed

  • CRM/ERP data: controlled by the Client

  • Billing records: retained for accounting compliance

  • Extended retention: available by request for additional cost

Data required for legal compliance may be retained longer when necessary.

Client Ownership and Data Control

Clients retain ownership of:

  • CRM data

  • Call logs

  • Customer info

  • Records routed through their systems

ZTECHAI retains ownership of:

  • Workflows and automations

  • AI agent logic

  • Training configurations

  • Scripts and system behavior

Data Sharing and Third-Party Processors

To deliver services, ZTECHAI may utilize third-party processors including but not limited to:

  • Telephony platforms

  • LLM providers

  • Storage and cloud infrastructure

  • Analytics tools

  • Scheduling and CRM integrations

Third-party providers are contractually required to protect data as applicable.

Cookies and Tracking

ZTECHAI may use cookies or analytics tools for operational website functionality. Clients are responsible for cookie compliance on their own websites when embedding agents or widgets.

Marketing and Communications

ZTECHAI primarily conducts operational communications. Marketing communications may occur only when requested by the Client or with consent. Clients may opt-out at any time.

Data Rights (GDPR and International Standards)

Clients and data subjects may request:

  • Access

  • Correction

  • Deletion

  • Restriction

  • Portability (when applicable)

Requests can be submitted via privacy@ztechai.us.

Client Responsibilities

Clients must ensure:

  • Lawful deployment of agents

  • Proper telephony and consent compliance

  • Compliance with healthcare, finance, or other sector regulations

  • Appropriate notices to end-users

  • Valid lawful basis for customer data processing

ZTECHAI is not responsible for violations arising from Client misuse.

Security Measures

ZTECHAI implements technical and organizational safeguards including:

  • Secure storage

  • Encrypted transmissions

  • Access controls

  • Operational monitoring

  • Audit and compliance checks

  • Processor due diligence

No system can guarantee 100% security, and Clients acknowledge inherent risk.

Data Breach Notifications

Regulated breach notifications will be issued in accordance with applicable laws and contractual requirements.

Changes to this Policy

ZTECHAI may amend this Privacy Policy periodically. Continued use of services constitutes acceptance of changes.

Contact Information

For privacy or data inquiries:
privacy@ztechai.us