1. Purpose and Scope
1.1At Z360, we respect your privacy and recognize the importance of protecting the personal data we collect and process. This Privacy Policy explains what personal data we collect, how we use and share it, and the choices available to you.
1.2When we refer to Z360, we mean Z360BIZ LLC ("Z360," "we," "us," or "our").
1.3This Privacy Policy applies to you if you visit www.z360.biz (the "Site"), request a demo or contact us, use the Z360 web application, mobile applications, or related services (the "Services"), or receive marketing communications from us.
1.4The Site and Services are intended for businesses and individuals acting in a commercial or professional capacity. Z360 is based in the United States, primarily serves U.S. businesses, and this Privacy Policy is aligned with U.S. privacy laws. We do not specifically target individuals outside the United States.
1.5By using the Site or Services, you agree to this Privacy Policy.
2. Our Role With Your Personal Data
2.1Controller. We are responsible for the personal data we collect about website visitors, prospects, and account users, such as account, billing, analytics, support, and marketing data.
2.2Processor. Our customers use the Services to manage their own records, such as contacts, messages, call recordings, and transcripts ("Customer Data"). We process Customer Data on our customers' behalf, in accordance with their instructions, and only to provide the Services they request. A Data Processing Addendum is available on request.
2.3End users of our customers. If you are a customer or patient of a business that uses Z360, that business is responsible for your data. Please direct any privacy request to that business. If we receive such a request, we will refer it to them.
3. Healthcare Customers and Protected Health Information
Our standard Services are not designed for protected health information ("PHI"). Healthcare organizations that need to use patient information sign a Business Associate Agreement ("BAA") with us, and we enable HIPAA mode for their organization. For PHI in a HIPAA organization:
(a)We use PHI only to provide the services you use, as the BAA allows. We do not de-identify PHI or use it to train or improve any model or service unless you ask in writing.
(b)Only the service providers listed in your BAA's Covered Services Schedule process PHI. The general list in Section 6 (Sharing Your Personal Data) does not apply to PHI.
(c)Retention, deletion, and incident notice for PHI follow the BAA.
(d)Features outside the BAA's covered services, such as web research and external apps, are not approved for PHI.
HIPAA compliance is a shared responsibility between Z360 and the customer. Where this Privacy Policy and a signed BAA differ on PHI, the BAA controls.
4. Personal Data We Collect
4.1The personal data we collect broadly falls into the following categories. Some of it you provide to us directly, some is collected automatically when you use the Site or Services, and some is received from services you choose to connect.
- Registration, contact, and company information: such as your name, email address, phone number, company name, industry, and the content of any inquiry or demo request you send us.
- Account and login information: such as your credentials, profile settings, security preferences, and any third-party sign-in you choose to use.
- Configuration information: such as the tasks you enable, operating hours, routing rules, knowledge articles, and workflows.
- Payment and subscription information: such as your billing contact details, plan, balance, and usage. Full payment card details are handled by our payment processor.
- Device and service data: such as your IP address, approximate location, browser and device type, pages viewed, features used, and errors encountered. We apply controls designed to mask on-screen content in our product analytics, and these tools are not used with PHI.
- Customer Data: the contacts, conversations, messages, emails, faxes, voicemails, call recordings, transcripts, leads, forms, knowledge base content, files, and voice samples (provided with consent) that our customers store in or connect to the Services.
- Web chat data: the information visitors provide when they use a Z360 chat widget on a customer's website, along with basic technical information needed to keep the conversation going.
- Data from connected services: limited data from email accounts and other third-party services you choose to connect, used only to deliver the features you enable.
4.2Calls and recordings. Calls made or received through Z360 phone numbers are recorded and transcribed so that our customers can review them. For HIPAA organizations, a recording notice plays before recording starts. Our customers are responsible for any notice and consent the law requires.
4.3SMS communications. By providing your phone number, you consent to receive SMS messages and calls from Z360. Message frequency may vary, and message and data rates may apply. Reply STOP to opt out or HELP for help. We do not sell or share your mobile information with third parties for their marketing purposes.
4.4Cookies. Some information is collected automatically using cookies and similar technologies, as described in our Cookie Policy. We currently do not respond to "Do Not Track" signals.
5. How and Why We Use Your Personal Data
5.1We use personal data for the following purposes:
- Providing the Services: to create and manage accounts, deliver conversations and calls, and carry out the tasks you enable.
- Communicating with you: to send service messages, respond to questions, and provide support and onboarding.
- Processing payments: to manage subscriptions, invoices, and receipts.
- Improving the Services: to troubleshoot, analyze usage, and develop new features.
- Marketing: to share information about our products and services, unless you opt out.
- Maintaining security: to detect and prevent fraud, abuse, and policy violations.
- Complying with legal obligations: to meet our legal requirements and enforce our terms.
5.2Artificial intelligence. Our AI features, such as the AI agent, AI-assisted messaging, call summaries, translation, knowledge base search, and the AI voice agent that can answer and place calls, use third-party AI service providers to generate responses. We send only the content needed for the feature, and we do not send account credentials or payment details to AI providers. For HIPAA organizations, only the AI providers listed in the BAA are used with PHI.
5.3Model training. We do not use Customer Data to train third-party foundation models. We may use aggregated and de-identified data to improve the Services, except PHI.
5.4Data from third-party APIs. When you connect a third-party account, such as an email account, we use the data received only to provide the features you enable, in accordance with that provider's user data policies, including any limited use requirements. We do not sell this data or use it for advertising, and our personnel review it only with your consent, for security purposes, or to comply with law.
7. Retention of Your Personal Data
7.1We retain personal data for as long as your account is active and as needed to provide the Services, comply with legal obligations, resolve disputes, and maintain security records. Certain records, such as invoices and security logs, may be kept longer as permitted by law.
7.2When an account owner deletes an organization, its data is permanently deleted after 30 days, unless a legal hold applies. Cancelling a subscription pauses the organization and does not delete its data. Data in backups is deleted in the ordinary course of backup rotation.
7.3For Customer Data, we follow our customers' instructions and our Data Processing Addendum. PHI is retained and deleted as set out in the BAA. You may request deletion by contacting help@z360.biz.
8. Transfers of Your Personal Data
The Services, including backups, are hosted in the United States. If you access them from another country, your personal data will be transferred to and processed in the United States, where laws may differ from those in your country.
9. How We Store and Safeguard Personal Data
9.1We use administrative, technical, and physical safeguards designed to protect personal data, including encryption, login protections, role-based access controls, audit logging, and regular backups. No system is completely secure, so please use strong passwords and protect your devices.
9.2If we learn of a security incident affecting your personal data, we will notify you without undue delay as required by law. For PHI, incident notice follows the BAA.
10. Customer Responsibilities
Customers who use the Services are responsible for obtaining any consents required for messaging, calls, and recordings, complying with applicable laws such as the TCPA, CAN-SPAM, and carrier rules, and supervising the tasks they enable.
11. Your Privacy Rights and Choices
11.1Depending on where you live, including in California, you may have the right to access, correct, delete, or port your personal data, to limit the use of sensitive information, and to opt out of certain processing. We do not sell or share personal data for cross-context behavioral advertising. We will not discriminate against you for exercising your rights, and we will verify requests before acting on them.
11.2You can exercise these rights through your account settings or by contacting help@z360.biz.
11.3You may opt out of marketing communications at any time by using the unsubscribe link in our emails or by replying STOP to our text messages. You may still receive service-related communications.
12. Children's Privacy
The Site and Services are not intended for anyone under the age of 18. If we learn that we have collected personal data from a minor, we will delete it. This does not apply to Customer Data, such as patient or contact records, that our customers process through the Services.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will update the effective date above and may notify you of material changes in the app or by email. No change will reduce a customer's rights under a signed BAA.
14. Contact Us
If you have any questions about this Privacy Policy, please contact us:
Z360BIZ LLC
1302 E Collins Blvd, Richardson, TX 75081
help@z360.biz
(469) 200-1097