Privacy Policy

Zentric AI, LLC ("Zentric AI", "we", "us", or "our") is committed to protecting your privacy and the security of your data. This Privacy Policy describes how we collect, use, store, and protect your information when you interact with our products and services.

Who We Are

Zentric AI is a U.S.-based technology company providing AI Voice Agents, business process automation, and system integration services to clients in property management, home services, healthcare, and other industries. Our platform is designed with privacy and security at its core and is built to support compliance with HIPAA and SOC 2 standards.

What Information We Collect

• Contact Information (name, email address, phone number)
• Business Information (company name, role/title, CRM or EHR integrations)
• Usage Data (workflow interactions, dashboard activity)
• Voice & Call Data
  • Inbound and outbound call recordings
  • AI-generated voice transcriptions
  • Appointment & Scheduling Data
• PHI (Protected Health Information) for clients subject to HIPAA regulations

We do not knowingly collect data from children under the age of 13 and our services are not directed toward individuals under 18.

How We Use Your Information

We use the data we collect to:

• Deliver, manage, and improve our services
• Automate business workflows and appointment handling
• Train and fine-tune our AI systems (de-identified only)
• Respond to support requests and service inquiries
• Maintain security, system performance, and compliance
• Contact you with service-related communications or updates

CAN-SPAM Compliance

Zentric AI sends commercial email communications in full compliance with the CAN-SPAM Act of 2003. In all commercial email we send, we will:

• Clearly identify the message as a commercial communication
• Not use false or misleading header information
• Not use deceptive subject lines
• Include our valid physical mailing address in every message
• Provide a clear and conspicuous mechanism to opt out of future emails
• Honor all opt-out requests within 10 business days
• Not send email to any address that has previously opted out

If you no longer wish to receive commercial emails from Zentric AI, you may opt out at any time by clicking the unsubscribe link included in any commercial email we send, or by emailing us directly at Hello@ZentricAI.com with "Unsubscribe" in the subject line. We do not charge a fee, require you to provide information beyond your email address, or make you take more than one step to opt out.

Transactional or relationship emails (such as service updates, billing notices, or support responses) are not subject to opt-out under CAN-SPAM as they are not commercial in nature.

Public Testimonials and Reviews

We welcome client feedback. Nothing in this Privacy Policy prevents you from sharing public testimonials, submitting reviews on platforms like TrustPilot or G2, or providing general feedback about your experience. We simply ask that such statements do not disclose proprietary or sensitive information protected under your agreement with us.

HIPAA Compliance & PHI Handling

Zentric AI operates on HIPAA-compliant infrastructure. We maintain policies, safeguards, and audit trails to protect PHI disclosed to us by clients.

Key practices include:

• End-to-end encryption for stored and transmitted PHI
• Role-based access control and MFA
• Automated deletion of all call recordings within 90 days of receipt
• Signed Business Associate Agreements (BAAs) with covered clients and relevant vendors

If your business is not subject to HIPAA but requires similar data protection, we may extend HIPAA-aligned safeguards upon request.

Third-Party Vendors

We partner with third-party platforms and service providers to support our infrastructure and deliver our services. These vendors are required to meet strict security standards and, where applicable, sign Business Associate Agreements with us.

We do not sell your personal data or PHI to third parties under any circumstances.

Data Retention & Deletion

• Call recordings are automatically deleted within 90 days
• PHI is destroyed upon service termination unless otherwise required for legal or operational compliance
• You may request deletion of data at any time (unless restricted by law or contractual agreement)

Your Rights

Depending on your relationship with us and the type of data we collect, you may have the right to:

• Access the personal information we hold about you
• Request corrections or updates to your data
• Request deletion of your data
• Inquire about our data handling practices
• Revoke consent (where applicable)

To submit a request, email us at Hello@ZentricAI.com.

Client Responsibility for Compliance

While Zentric AI maintains HIPAA-compliant infrastructure and safeguards, clients are responsible for ensuring their own regulatory compliance, data governance policies, and authorized use of our platform.

If needed, Zentric AI can refer clients to trusted providers, including Cyber Safe Experts, a cybersecurity services provider affiliated with The Ricard Group, for compliance audits and HIPAA risk assessments.

Security Measures

We take the following steps to safeguard your data:

• Encrypted data storage and transmission
• Regular vulnerability scanning and penetration testing
• Security policies aligned with SOC 2 and HIPAA standards
• Ongoing monitoring by our cybersecurity partner
• Access limitations based on job role and service scope

Policy Updates

This Privacy Policy may be updated occasionally to reflect changes in legal requirements or our service offerings. When we do, we will post the updated version on our website with a revised "Effective Date." We recommend reviewing this page periodically.