Privacy Policy

Effective Date: May 1, 2025

Last Updated: July 26, 2025

1. Introduction

Welcome to ZAVIS, a product of HASH INFORMATION TECHNOLOGY CO. L.L.C., Dubai, UAE ("ZAVIS", "we", "us", or "our"). We provide two primary services:

• AI Voice Agent platform
• WhatsApp Business Automation platform for customer messaging

This Privacy Policy outlines how we collect, use, disclose, and secure your information when you use our services via ZAVIS.ai, our APIs, integrations, mobile or web apps, and support channels (together, "Services"). By using our Services, you accept the terms described in this policy.

2. Information We Collect

2.1 What You Provide

Information you voluntarily supply when:

• Requesting demos, support, or sales outreach (name, email, phone, company)
• Sharing customer or end-user contact data for onboarding
• Using WhatsApp or Voice Agents to interact with your own contacts
• Submitting feedback, surveys, or forms

This may include: full name, email address, company, job role, phone number, contacts data you upload (consented recipients), conversational transcripts, voice recordings, and feedback messages.

2.2 Automatically Collected Data

When you or your end-users use our Services, we may automatically collect:

• Usage logs: timestamps, pages/screens visited, clicks, feature interactions
• Device & connection data: IP address, browser type, OS, device IDs
• Platform activity: chat or call metadata (not message content when encrypted)

2.3 Cookies & Similar Technologies

We use cookies, pixels, and similar tracking tools to:

• Enable essential platform functionality
• Track usage and performance
• Personalize your experience

You can manage or disable cookies through your browser settings.

3. How We Use Your Information

• Provide, maintain, secure, and improve Service functionality
• Authenticate and manage your account access
• Enable integrations with payment, analytics, or messaging systems
• Respond to support inquiries and schedule demos
• Personalize notifications or marketing messages (with opt-out options)
• Detect and prevent misuse and unauthorized access
• Fulfill legal and compliance obligations

4. Sharing of Your Information

4.1 Service Providers

Third-party vendors (e.g., Stripe, cloud hosting, analytics) enabling platform functionality. All partners are bound to confidentiality and GDPR-equivalent safeguards.

4.2 Platform Integrations

With your consent, we may transfer data to integrated systems (CRM, GitHub, chat platforms, etc.).

4.3 Legal & Compliance

When required by law or policy, or to enforce terms and protect our rights.

4.4 Business Transfers

If ZAVIS undergoes a sale, merger, or restructuring, relevant data may be transferred to the successor entity.

4.5 Your Consent

Other uses will only occur with explicit permission.

5. Data Storage, Retention & Security

5.1 Retention

We retain your data only as long as needed to support your use of the Services or to comply with legal obligations. Usage logs and customer interactions may be retained for up to 12 months after account inactivity.

5.2 Security Measures

We implement industry-standard technical and organizational safeguards:

• Secure storage with encryption in transit and at rest
• Access restricted to authorized personnel
• Monitored environments and regular audits to prevent breaches

6. Your Rights & Choices

Depending on applicable laws, you may have rights to:

• Access or review your stored personal information
• Rectify inaccuracies in the data held
• Request deletion ("right to be forgotten")
• Restrict or object to certain processing
• Port your data in structured formats
• Withdraw consent to non-essential processing
• Opt out of marketing messages

Submit requests via support@zavis.ai; we'll respond within applicable legal timeframes.

7. Use of AI & Bot Platforms

7.1 AI Voice Agents

Voice interactions and transcripts may be processed to improve agent performance, subject to user consent. Audio is encrypted and stored securely.

7.2 WhatsApp Business Automation

Customer messages and responses are processed in adherence with WhatsApp Business policies. Content is not accessed by humans unless required for support.

8. International Transfers

Your data may be stored or processed in the UAE or other jurisdictions. When transferred outside the UAE or treated as international data, we adopt standard contractual clauses and equivalent safeguards for regulatory compliance.

9. Children & Special Categories

Our Services are intended for professional use by adults. We do not knowingly collect personal data from minors or sensitive data such as race, religion, health, or biometric identifiers.

10. Changes to This Policy

We may update this Privacy Policy periodically. We notify users via email or notice on our website and update the "Last Updated" date accordingly. Continued use after changes implies acceptance.

11. Contact & Data Protection Officer

If you have questions or concerns, email support@zavis.ai or write to HASH INFORMATION TECHNOLOGY CO. L.L.C., Dubai, UAE.

Thank you for trusting ZAVIS with your data. We take your privacy seriously.