1.Who we are
ZaitMate ("ZaitMate", "we", "us") is an AI automation business based in Florida, USA. We design, build and run custom automation systems for small and local businesses, such as contractors, trades and service companies. This Privacy Policy explains what information we collect through our website at zaitmate.com, our apps and automations (including our Discovery Call Recorder and other tools that connect to Google accounts), and our text messaging programs, and how we use and protect it.
The short version: we collect only what we need to provide our services. We do not sell your personal information. We do not share mobile phone numbers or text messaging opt-in data with anyone for their marketing. Google account data is used only to create and edit your own Docs, Sheets and Drive files, for the features you asked for.
2.Information we collect
Information you give us
- Contact details such as your name, business name, email address and phone number when you email us, book a call, or become a client.
- Business information you share with us during discovery calls and projects, such as how your business operates, your workflows, and the tools you use.
- Call recordings, transcripts and notes from discovery and project calls, when you agree to the call being recorded. Florida law requires the consent of all parties to record a call; we only record when everyone on the call has been told and agrees.
- Billing information needed to invoice you. We do not store full payment card numbers on our systems.
Information from connected accounts
- Google account data, only if you choose to connect a Google account to one of our apps. See Section 4 for exactly what we access and why.
Information processed for our clients' customers
- When we run an automation for a client business (for example, replying to that business's leads or sending appointment reminders), we process the contact details and messages of that business's customers on the business's behalf and under its instructions. That business decides why the information is collected; we act as its service provider.
Information collected automatically
- Basic website logs kept by our hosting provider, such as IP address, browser type, pages requested and the time of the request, used to keep the site running and secure. Our website does not use advertising cookies or cross-site tracking.
3.How we use information
- To respond to you, schedule calls, and provide the services you ask for.
- To design, build, run, support and improve the automation systems we build for our clients.
- To send text messages and emails that people have agreed to receive (see Section 5).
- To invoice clients and keep business records.
- To keep our website and systems secure and to comply with the law.
We do not sell personal information, and we do not use it for third-party advertising.
4.Google user data
Some ZaitMate apps let a business owner sign in with their Google account so the app can save work directly into that owner's own Google Drive. When you connect a Google account, we request only the permissions the feature needs.
What we access
- Basic profile information (your name and email address) to identify the connected account.
- Google Drive, Google Docs and Google Sheets access, used to create files and folders, and to read and edit the specific files and folders the app works with, in your own account.
How we use it
- Google user data is used only to create and edit your own Docs, Sheets and Drive files, for example saving a call transcript or summary to a Google Doc, organizing it in a Drive folder, or adding a row to your own tracking spreadsheet.
- We do not use Google user data for advertising, we do not sell it, and we do not use it to build user profiles.
- We do not use Google user data to develop, improve or train generalized artificial intelligence or machine learning models.
- Humans at ZaitMate do not read your Google user data unless you ask us to (for example, for support), it is needed for security or to investigate abuse, or the law requires it.
Sharing, storage and deletion
- We do not transfer Google user data to anyone except as needed to provide the feature you are using, as required by law, or as part of a merger or acquisition with notice to you.
- The sign-in token that lets the app access your account is stored securely and is never published or shared.
- You can disconnect at any time at myaccount.google.com/permissions. Files the app created stay in your Drive and remain yours. To ask us to delete any Google user data or tokens we hold, email hello@zaitmate.com.
ZaitMate's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
5.SMS / text messaging
ZaitMate sends text messages in two ways: (1) to our own leads and clients who have agreed to receive texts from ZaitMate, and (2) on behalf of client businesses, to those businesses' customers who have agreed to receive texts from that business (for example, lead replies, quotes, appointment reminders and review requests).
- What we collect: mobile phone number, the consent record (when, where and how consent was given), message content and delivery status, and opt-out requests.
- How we use it: only to send the messages the person agreed to receive, to honor opt-out and help requests, and to keep the records the law and the mobile carriers require.
- Opting out: reply STOP to any message to stop receiving texts. Reply HELP for help. Message frequency varies. Message and data rates may apply. See our SMS Terms.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except the messaging providers and mobile carriers that deliver the messages.
6.How we share information
We do not sell or rent personal information. We share it only:
- With service providers that help us run our services, such as website hosting, email, cloud storage, text message delivery (for example, Twilio), and AI processing (see Section 7). They may use the information only to provide their service to us. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
- With the client business on whose behalf we processed the information.
- For legal reasons, if required by law, subpoena or court order, or to protect the rights, property or safety of ZaitMate, our clients or others.
- In a business transfer, such as a merger or sale of the business, in which case this policy will continue to apply to the information transferred.
7.AI processing
Our systems use AI models (for example, Anthropic's Claude) to do the work you ask for, such as summarizing a call, drafting a quote, or writing a reply. When that happens, the relevant content is sent to the AI provider only to produce that result. We do not use your data, or Google user data, to train AI models, and we set up the AI services we use so that the data we send is not used to train their models.
8.Retention & deletion
We keep personal information only as long as we need it for the purposes in this policy: for the length of a client relationship, and afterward as long as needed for legal, tax and record-keeping obligations. SMS consent and opt-out records are kept as long as the law and carrier rules require. You can ask us to delete your information at any time by emailing hello@zaitmate.com; we will delete it unless we are legally required to keep it.
9.Security
We use reasonable safeguards to protect information, including encrypted connections (HTTPS), access limited to the people who need it, secure storage of passwords and access tokens, and two-factor authentication on our accounts where available. No system is perfectly secure, but we work to protect your information and will notify affected people of a data breach as required by Florida law.
10.Your choices & rights
- Access, correction and deletion: email us to see, correct or delete the personal information we hold about you.
- Text messages: reply STOP to opt out at any time.
- Email: tell us you no longer want to hear from us and we will stop.
- Google: remove our access at any time from your Google Account permissions page.
If you are a customer of one of our client businesses, you can also contact that business directly. We will help them respond to your request.
11.Children
Our services are for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.
12.Changes to this policy
We may update this policy from time to time. We will post the new version on this page with a new "Last updated" date, and if the changes are significant we will let clients know directly.
13.Contact us
Questions or requests about privacy:
ZaitMate
Florida, USA
Email: hello@zaitmate.com