Privacy Policy

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 [email protected]; 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.

Mobile app - voice calls, messaging, and notifications

The Zavis mobile app for Android and iOS is the agent-side companion to the Zavis CRM. This section describes what the mobile app collects in addition to anything our website or web dashboard collects.

Account information

When you sign in, the app stores your email address, name, profile photo, and a session token for your Zavis CRM account. This information identifies you to your organization's CRM instance and is required for the app to function. We do not sell or share it with third parties.

Microphone and voice/SIP calls

With your permission, the app captures audio from your device microphone during a voice call you have started or accepted. This audio is transmitted in real time to your organization's SIP/VoIP gateway over an encrypted connection. The audio is not stored on your device, and the app itself does not retain a copy of the call audio.

Call analysis on the Zavis platform

Calls handled through the Zavis CRM may be transcribed, summarised, and analysed, for example sentiment analysis and call-quality summaries, on the Zavis server side. These analyses are produced from the audio your organization receives through its SIP gateway and are surfaced back into the agent app's call-detail screen. Whether your organization retains call recordings, transcripts, or analysis output, and for how long, is governed by your organization's policies and the Zavis CRM platform's main privacy terms; please consult your administrator.

Messaging across third-party platforms

Through your organization's CRM configuration, the app may let you send and receive messages on third-party platforms including WhatsApp, Telegram, Facebook Messenger, Instagram, TikTok, SMS, and email. Message content typed in the app is sent to your organization's CRM, which relays it to the relevant platform's API. Inbound messages from those platforms are surfaced in the app for you to read and reply to. The app is not affiliated with, endorsed by, or operated by Meta, Telegram, ByteDance, or any other platform owner. These are integrations provided by the Zavis CRM platform.

Camera and photo library

With your permission, the app uses the camera and photo library to attach images and files to a conversation. Attachments you send are uploaded to your organization's CRM and delivered to the customer through the corresponding channel. We do not access photos other than the ones you explicitly choose to attach.

Push notifications

With your permission, the app registers a device push token, Apple Push Notification service or Firebase Cloud Messaging, so we can deliver new-message and incoming-call notifications. The push token, your device platform, and an installation identifier are stored on the Zavis CRM server. When you sign out of the app, the device record is removed.

Phone state on Android

On Android, the app reads the device's call state to pause VoIP audio when a regular phone call interrupts the session, and to match the active SIM to your provisioned outbound calling line on multi-SIM devices. The app does not access your call log, contacts, location, or any other phone-state information.

Data we do not collect

The app does not collect your device location, your contacts, your calendar, your call log, your media library beyond items you explicitly choose to attach, or any data from third-party apps installed on your device. The app does not contain a third-party crash-reporting or analytics SDK; diagnostics stay on your device.

Third parties we share data with

• Apple Push Notification service and Google Firebase Cloud Messaging receive the push payload required to deliver a notification.
• Your organization's chosen messaging-platform integrations, such as WhatsApp Business, Telegram, Meta, TikTok, and Twilio, receive message content you send through those channels, in line with each platform's developer terms.

Encryption and your rights

All app-to-server traffic uses TLS, including HTTPS for API calls and WSS for SIP signaling. Audio carried over the SIP gateway is encrypted in transit between the app and your organization's gateway. You can sign out of the app at any time, which removes the device record and stops further notifications to that device. To request deletion of your account or stored data, contact your organization's Zavis administrator, or write to [email protected].

When we add features that change what the mobile app collects, we will update this section before the new version of the app is published.

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 [email protected] 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.