Privacy Policy for ZeonAI
Labs Pvt Ltd

At ZeonAI Labs Pvt Ltd, accessible from https://www.zeonai.com/, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that are collected and recorded by ZeonAI Labs Pvt Ltd and how we use it.

If you have additional questions or require more information about our Privacy Policy, please contact us.

This Privacy Policy applies only to our online activities. It is valid for visitors to our product, application & and website about the information that they share and/or collect in ZeonAI Labs Pvt Ltd. This policy does not apply to any information collected offline or via channels other than this product, application, or website.

Consent

By using our product, application, and website, you hereby consent to our Privacy Policy and agree to its terms.

Information we collect and update

We collect and process the following personal information provided by you or generated through your use of our services:

Identifiers: Name, mobile number, physical address, email address.
Technical Data: IP address, device information, cookies, and tracking technologies.
Business Data: Vendor/customer names, transaction details, and API keys (where applicable).
Location Data: Approximate or precise location (if enabled by you)

We use this information to:

Authenticate user accounts.
Deliver and improve our services.
Maintain system security.
Meet legal and contractual obligations.

This data is collected when you register for our services

Information from uploaded documents

If you upload documents (e.g., contracts, legal documents, IDs), these may contain personal information such as:

Government-issued ID numbers
Financial details
Names and contact details of individuals associated with your organization

We treat all uploaded documents with the highest level of confidentiality and only use such data for the intended service purpose (e.g., extraction, analysis, reconciliation). Access is restricted to authorized personnel only.

Information from uploaded Invoices

Uploaded invoices may contain the following types of personal data:

Names and contact details of customers or vendors
Transaction amounts
Payment references and tax identifiers

This data is processed solely to provide services such as invoice extraction, financial analysis, and reconciliation. We ensure compliance with applicable data protection laws for all financial documents received.

How to use your information

We use the information we collect in various ways, including:

Provide, operate, and maintain our product, application & website
Improve, personalize, and expand our product, application & website
Understand and analyze how you use our product, application & website
Develop new products, services, features, and functionality
Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the product, application, and website, and for marketing and promotional purposes
Send you emails
Find and prevent fraud

Log files

ZeonAI Labs Pvt Ltd follows a standard procedure of using log files. These files log visitors when they visit products, applications & and websites. All hosting companies do this and are a part of hosting services' analytics. The information collected by log files includes internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is to analyze trends, administer the site, track users' movement on the product, application & and website, and gather demographic information.

Advertising partners privacy policies

You may consult this list to find the Privacy Policy for each of the advertising partners of ZeonAI Labs Pvt. Ltd.

Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on ZeonAI Labs Pvt Ltd, which are sent directly to users' browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on products, applications, and websites that you visit.

Note that ZeonAI Labs Pvt Ltd has no access to or control over these cookies that are used by third-party advertisers.

Third party privacy policies

ZeonAI Labs Pvt. Ltd's Privacy Policy does not apply to other advertisers or products, applications, or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt out of certain options.

You can choose to disable cookies through your individual browser options. More detailed information about cookie management with specific web browsers can be found on the browsers' respective products, applications & and websites.

CCPA privacy rights (Do not sell my personal information)

Under the CCPA, among other rights, California consumers have the right to:

Request that a business that collects a consumer's personal data disclose the categories and specific pieces of personal data that a business has collected about consumers.
Request that a business delete any personal data about the consumer that a business has collected.
Request that a business that sells a consumer's personal data, not sell the consumer's personal data.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

How do we store your data

Our Company securely stores your data at a Secure storage location that is corresponding to your geographical location ( For customers in North America, data is stored in secure servers based out of North America region. Similarly for customers based in Oceania or India region, their data is stored in storage servers located in their respective regions). Our Company will keep your PII data for as long as our service is availed. Once this time period has expired, we will delete your data by scrubbing off all PII within a month of Service Termination.

Children's information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

ZeonAI Labs Pvt. Ltd does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our product, application & website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Data breach information

In the event of a data breach involving your personal information, we will:

Notify affected users and regulatory authorities (as required by law).
Take immediate steps to mitigate risks and prevent further exposure.
Provide guidance on protective measures you can take.

Breach notifications will be issued without undue delay, subject to forensic investigation.

Data subject rights

You have the right to:

Access, correct, or delete your personal data.
Restrict or object to processing (e.g., opt out of marketing).
Data portability (request a copy in a structured format).
Withdraw consent (where processing is consent-based).

To exercise these rights, contact us at contact@zeonai.com. We respond within 2 working days unless legal exemptions apply.

Content management process

We obtain your consent before:

Collecting personal data through optional forms
Using cookies for analytics and personalization
Sending marketing communications

Consent is collected via clear, affirmative action (e.g., checkboxes, toggles) during login. You can withdraw your consent at any time by:

Adjusting your account settings
Contacting us directly

We maintain records of consent to ensure compliance with applicable privacy laws.

Data Protection Officer(DPO) and their responsibilities

DPO Contact Info:

Email: biswa.singh@zeonai.com

Our Data Protection Officer (DPO) oversees compliance with data protection laws (e.g., CCPA, or applicable regulations) and ensures the secure handling of personal data. The DPO’s responsibilities include:

Policy Implementation & Compliance
- Develop, implement, and maintain data protection policies and procedures aligned with legal requirements.
- Monitor organizational compliance with privacy laws (e.g., GDPR, CCPA, PIPEDA) and internal policies.
Risk Management & Assessments
- Conduct Data Protection Impact Assessments (DPIAs) for high-risk processing activities.
- Advise on mitigating risks related to data collection, storage, and sharing.
Regulatory Liaison
- Act as the primary contact for data protection authorities (e.g., ICO, CNIL) and coordinate regulatory filings.
- Facilitate audits or investigations by supervisory bodies.
Data Subject Rights
- Manage requests from individuals (e.g., access, deletion, portability) and ensure timely responses.
- Resolve complaints or breaches related to data subject rights.
Data Security & Breach Response
- Oversee security measures (encryption, access controls) and ensure staff adherence.
- Lead data breach response (investigation, notification to authorities/users within 72 hours if required).
Training & Awareness
- Conduct staff training on data protection principles, secure handling of data, and breach reporting.
- Promote a culture of privacy awareness across the organization.
Record-Keeping & Accountability
- Maintain records of processing activities (ROPA) as mandated by law.
- Review third-party (vendor) agreements for CCPA compliance.

CERT-in Reporting

Any major incident which is impacting the business and integrity of the organisation will be reported to CERT-In within 6 hrs as per the CERT-in directions.

Incidents can be reported to CERT-in via email (incident@cert-in.org.in),

Phone (1800-11-4949) and Fax (1800-11-6969).

Change to this privacy policy

We may update our Privacy Policy from time to time. Thus, we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.

Our Privacy Policy was created with the help of the Privacy Policy Generator.