Privacy Policy

Zero Technologies Oy ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and disclose information about you when you:

• Visit our website, zero.inc ("Site")
• Use our customer relationship management platform, app.zero.inc ("Zero" or "Service")
• Interact with us through other channels

By accessing or using our Site or Service, you agree to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree with our policies and practices, your choice is not to use our Site or Service.

Through our website: personal information

We may collect and process the following personal information about you:

• Contact details: name and email address
• Professional information: job title, company name

Through our website: non-personal information

We may also collect non-personal information, which does not directly identify you:

• Technical information: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform
• Usage information: information about how you use our Site, including the pages you visit, the links you click, and other actions you take on the Site

Through the Service: customer account data

When you register for and use our Service, we collect:

• Account credentials: email address and password
• Profile information: name, job title, profile picture
• Billing information: company details, billing address
• Usage preferences and settings

Through the Service: customer content

We process data you input or import into the Service:

• Contact and lead information
• Communication records
• Documents and files
• Custom fields and tags
• Integration data from connected services

This data is processed according to our Data Processing Agreement (DPA), where you act as the data controller and we act as the data processor.

Data enrichment

To better understand our potential users, we may enhance the information you provide through automated data enrichment processes using publicly available professional information and business databases. This additional data may include:

• Full name
• Current position
• Employer

Nothing optional is stored in your browser until you allow it. Until you answer, and if you decline, the only thing kept is the answer itself, so that we stop asking on every page.

These are every category we would ever ask about. Each one can be switched on or off on its own, and a category being listed does not mean anything is currently running behind it.

Accepting analytics starts PostHog, which is where we count page views, clicks on the buttons that lead into the app, and errors the site throws. It runs from the first paint, so a page that breaks can still say so, but until you answer it writes no cookie and no local storage and sends nothing at all: what it noticed is held in this tab's memory, sent only if you accept, and dropped the moment you decline or close the tab. Its requests go to zero.inc rather than to posthog.com, so your address is never handed to them. The Zero app reads the same cookie this site does, so accepting here means a visit and the signup it leads to are counted as one person rather than two.

Turning a category back off is as complete as never having accepted it. Everything any of them stored in this browser is removed on the spot, across the site and the app alike.

Your answer is kept in a single cookie for a year, after which we ask again. That cookie is set on zero.inc rather than on this site alone, so answering here also answers for the Zero app and we do not ask you the same question twice. If your browser sends a Global Privacy Control signal, we take that as a decline and do not ask at all.

Google Workspace data processing for AI features

When you choose to use our AI features with your Google Workspace data:

1. No Generalized AI/ML Training: Zero Technologies does NOT use Google Workspace API data (including Gmail, Google Calendar, or other Google Workspace application data) to develop, improve, or train generalized/non-personalized AI and/or ML models. Your data is never aggregated with other users' data to train or improve AI systems that benefit other customers.
2. Organization-Specific Processing Only: When you use our AI features, your Google Workspace data is processed solely to provide your organization with insights, analysis, and automation. The outputs and benefits of this processing are available only within your organization's Zero workspace and are not shared with other Zero customers. This organization-level sharing is essential for CRM functionality, allowing team members to collaborate with access to relevant customer communications and insights.
3. Privacy-Preserving AI Processing: Our system is designed to enhance privacy when processing data with AI:
   • Requests to AI models are made by Zero's system on behalf of your organization, not directly by individual users
   • Individual user identity information is not sent to third-party AI services
   • Only the content that needs analysis (such as email text or calendar event details) is sent to AI services
   • This architectural approach minimizes personal data exposure during AI processing
4. Third-Party AI Services: To provide AI features, we may transfer your data to third-party AI services (such as OpenAI and Claude) acting as data processors. When we do this:
   • These transfers occur only when you explicitly enable AI features for specific purposes
   • The data is transferred solely for organization-specific processing, not for generalized AI/ML model training
   • These third-party services are contractually prohibited from using your data to train or improve their general AI models
   • We maintain appropriate data processing agreements with these providers
5. User Control: You have full control over whether and how your Google Workspace data is processed by AI features within Zero. You can disable AI processing of specific data sources at any time through your account settings.
6. Data Retention: When your Google Workspace data is processed by our AI features, we retain the processed insights only as necessary to provide you with the requested functionality and in accordance with our standard data retention practices outlined in this Privacy Policy.

Security of AI processing

We implement appropriate technical and organizational measures to protect your Google Workspace data during AI processing, including encryption during transfer and secure API communication with third-party AI providers.

Website visitors

• To provide and maintain our Site
• To notify you about changes to our Site or Service
• To allow you to participate in interactive features
• To provide customer support
• To gather analysis or valuable information to improve our Site
• To monitor the usage of our Site
• To detect, prevent and address technical issues
• To provide you with news, special offers and general information about our products and services

Service users

• To provide and maintain our Service
• To process and complete transactions
• To provide customer support and respond to inquiries
• To send administrative information, such as updates, security alerts, and support messages
• To personalize user experience and improve our Service
• To manage user accounts and provide account-related services
• To detect, prevent, and address fraud or security issues
• To comply with legal obligations
• To enforce our Terms of Service

We process personal data under the following legal bases:

• Performance of contract: Processing necessary for the performance of our agreement with you
• Legitimate interests: Processing necessary for our legitimate interests, provided these interests don't override your fundamental rights
• Legal compliance: Processing necessary to comply with our legal obligations
• Consent: Processing based on your specific consent

Service providers

We share information with trusted third-party service providers as outlined in our DPA's sub-processors list. These providers are bound by data processing agreements and are only authorized to use your information as necessary to provide services to us.

Business transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.

Legal requirements

We may disclose your information if required by law or if we believe disclosure is necessary to protect our rights or comply with a legal process.

We will not transfer your personal data to recipients outside EU or EEA unless we have ensured compliance with GDPR Chapter V.

Some of our third-party service providers are established outside the EEA, including in the US, so their processing of your personal data will involve a transfer of data outside the EEA. However, to ensure that your personal information receives an adequate level of protection we have ascertained that sufficient safety measures have been implemented to allow for the transfer, including:

• Where the European Commission have deemed the country to provide an adequate level of protection for personal data
• By use of specific contracts approved by the European Commission (Standard Contractual Clauses) which give personal data essentially equivalent protection as it has in Europe

We retain different types of data for different periods.

Website data

We retain website analytics data for 12 months from its collection date.

Service data

• Account data: Retained for the duration of your use of the Service plus 30 days after account closure
• Customer Content: Retained according to your instructions and our Data Processing Agreement
• Backups: Retained for 14 days

If the purposes specified in the "How We Use Your Information" section no longer exist, your data will be deleted or anonymized without delay.

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures are detailed on our Data Security page.

However, no internet transmission is ever completely secure or error-free. While we strive to protect your personal information, we cannot guarantee its absolute security.

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information, subject to legal requirements
• Objection: Object to processing of your personal information
• Restriction: Request restriction of processing under certain circumstances
• Data portability: Request transfer of your information in a structured, commonly used format

To exercise any of these rights, please contact us at privacy@zero.inc.

Data isolation

Each customer's data within Service is logically separated and accessible only to authorized users within your organization.

Data export

You can export your data from Service at any time in standard formats.

Third-party integrations

When you connect third-party services to Service, we only access and store information necessary for the integration's functionality.

You have the right to complain to your local data protection authority if you are unhappy with our data protection practices. In Finland, you can lodge a complaint with the Office of the Data Protection Ombudsman.

We may update this Privacy Policy from time to time. Any material changes will be notified to you via email or through a notice on our Site at least 30 days before the change becomes effective.

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Zero Technologies Oy, PL 1188, 00101 Helsinki, Finland

privacy@zero.inc