Privacy Policy

Effective Date: April 13, 2026

This Privacy Policy explains how Zapex360 ("Zapex360," "we," "our," or "us") collects, uses, stores, shares, and protects personal information when you use our website, products, and services, including our AI Receptionist, web design, and social media marketing services.

By accessing or using our website or services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following categories of information:

A. Information You Provide Directly

When you contact us, request services, complete forms, or use our services, we may collect:

  • Name
  • Business name
  • Email address
  • Phone number
  • Billing information
  • Appointment or scheduling details
  • Business operating information
  • FAQ and configuration content
  • Calendar integrations
  • Customer service communications
  • Any other information you voluntarily provide

B. AI Receptionist and Communication Data

When using our AI Receptionist services, we may process:

  • Call recordings
  • Call metadata
  • Transcripts
  • SMS or communication logs
  • Appointment booking information
  • Lead qualification details
  • Customer interaction history

C. Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address
  • Browser type
  • Device information
  • Operating system
  • Pages visited
  • Referring URLs
  • Usage analytics
  • Cookies and tracking technologies

D. Third-Party Integrations

If you connect third-party platforms or tools, we may receive data from:

  • CRM systems
  • Scheduling platforms
  • Call carriers
  • Marketing tools
  • Hosting providers
  • Analytics providers

2. How We Use Information

We use collected information to:

  • Provide and operate our services
  • Configure and improve AI Receptionist functionality
  • Process transactions and billing
  • Schedule appointments and customer communications
  • Deliver customer support
  • Improve website functionality and user experience
  • Monitor system performance and security
  • Analyze usage trends and service effectiveness
  • Prevent fraud, abuse, or unlawful activity
  • Comply with legal obligations
  • Communicate service updates, notices, or administrative information

We may also use aggregated or anonymized data for analytics, training, service improvement, and internal business purposes.

3. AI and Automated Processing

Our AI Receptionist uses artificial intelligence and automated systems to generate responses and assist with customer communications.

You acknowledge that:

  • AI-generated responses may occasionally contain inaccuracies or unexpected outputs.
  • Conversations may be processed by third-party AI providers and subprocessors necessary to deliver the service.
  • Call recordings and transcripts may be reviewed for quality assurance, troubleshooting, training, compliance, and service improvement purposes.
  • We do not use AI systems to intentionally make legally binding decisions about individuals without human oversight.

4. Cookies and Tracking Technologies

We may use cookies, analytics tools, pixels, and similar technologies to:

  • Remember user preferences
  • Analyze website traffic
  • Improve functionality
  • Measure marketing performance
  • Enhance user experience

You may control cookies through your browser settings. Disabling cookies may affect website functionality.

5. How We Share Information

We may share information with:

A. Service Providers and Subprocessors

Third-party vendors that help us operate our services, including:

  • Cloud hosting providers
  • AI processing providers
  • Telecommunications providers
  • Payment processors
  • CRM and scheduling platforms
  • Analytics and monitoring providers

B. Legal Compliance

We may disclose information if required to:

  • Comply with applicable laws or regulations
  • Respond to lawful requests
  • Enforce our agreements
  • Protect rights, safety, or property
  • Investigate fraud or security issues

C. Business Transfers

If Zapex360 undergoes a merger, acquisition, financing, or asset sale, information may be transferred as part of that transaction.

We do not sell personal information to third parties.

6. Data Retention

We retain information only as long as reasonably necessary to:

  • Provide services
  • Fulfill contractual obligations
  • Maintain operational records
  • Resolve disputes
  • Enforce agreements
  • Comply with legal requirements

Retention periods may vary depending on the type of data and applicable legal obligations.

7. Data Security

We implement commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or disclosure.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. HIPAA and Healthcare Information

Standard Zapex360 services are not intended for the transmission or storage of Protected Health Information ("PHI") under HIPAA unless specifically agreed in writing.

A Business Associate Agreement ("BAA") is not included with standard services.

If your use case requires HIPAA-compliant handling of PHI, you must contact us before transmitting such information. Additional terms, fees, and technical configurations may apply.

9. Your Rights and Choices

Depending on your jurisdiction, you may have rights to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion of your information
  • Object to certain processing
  • Withdraw consent where applicable
  • Request data portability

To exercise these rights, contact us using the information below.

We may need to verify your identity before processing requests.

10. Third-Party Services and Links

Our website and services may integrate with or link to third-party platforms and services. Their privacy practices are governed by their own policies, not this Privacy Policy.

We are not responsible for third-party privacy or security practices.

11. International Data Transfers

Your information may be processed or stored in jurisdictions outside your state or country, including the United States, where privacy laws may differ from those in your jurisdiction.

By using our services, you consent to such transfers where legally permitted.

12. Children's Privacy

Our services are not directed to children under the age of 13, and we do not knowingly collect personal information from children.

If we learn that we have collected information from a child without appropriate consent, we will take reasonable steps to delete it.

13. SMS and Communication Consent

By submitting your contact information through our website or forms, you consent to receive communications related to our services, including calls, emails, and SMS messages where permitted by law.

Message frequency may vary. Standard carrier rates may apply.

You may opt out of marketing communications at any time by following unsubscribe instructions or contacting us directly.

Consent to receive SMS messages is not a condition of purchase.

Mobile opt-in information and SMS consent data will not be shared with, sold, or rented to third parties or affiliates for marketing or promotional purposes. All other data sharing categories exclude text messaging originator opt-in data and consent.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Material changes will be posted on this page with an updated effective date. Continued use of the services after updates constitutes acceptance of the revised Privacy Policy.

15. Contact Information

Zapex360
Bloomfield, NJ 07003
Email: info@zapex360.com
Phone: +1 973 771 6132
Website: https://zapex360.com

Last modified: May 8, 2026

Privacy Policy | Zapex360