We value your trust and strive to protect your information. This Privacy Policy describes how we collect, use, and protect data when you use our Chrome extension (“Extension”) and related services (“Services”), which may include a database and embeddings store (“Database”) and our data ingestion and backend (“API”).

1. Scope and Applicability

This policy applies to all data processed by ZTRON through the Alpha program. By using the Services, you agree to the collection and use of your data in accordance with this policy.

2. Data We Collect

1. User-Uploaded Content: We collect and process any data you or your organization upload through our ingestion system, including but not limited to web pages, documents, and any additional data from third-party integrations that you add.

   1. Required

      1. Google Auth: We do not store any credentials, this is managed purely by Google OAuth.

   2. Optional

      1. Google Email: We retrieve user emails on-demand to be used in AI responses and workflows triggered by the user. These emails are not ingested or stored by our system.

      2. Google Calendar: We use your calendar information to invite the ZTRON meeting assistant or listing your meetings for the day when requested by user. We do not store or train on this data, it’s on-demand.

2. Usage and Log Data: We may collect minimal technical information (e.g., service logs, usage metrics) to maintain system performance and troubleshoot issues. You can request that this data is deleted anytime by contacting team@ztron.ai.

3. No Additional Personal Data: We do not capture personal data beyond what you or members you invite explicitly provide. If personal information is uploaded, it is treated as part of user-uploaded content.

3. Data Ownership and Control

1. Ownership: All data you upload remains under your ownership.

2. Role-Based Access:

   • Admins, Owners and Editors can delete data.

   • Read-Only Users cannot delete data.

3. Data Deletion: You can delete data for your account or specific data entries, subject to your role-based permissions.

4. No Export Option: At this time, the Services do not provide automated data export functionality.

4. Data Retention

1. Retention Policies: User uploaded content remains on our system until you delete it. Data can be deleted by the user themselves in the application or by email request at team@ztron.ai.

2. Maintenance Deletion: We reserve the right to delete your data at anytime to perform changes to the database schema or maintenance.

3. Logs: We maintain only those logs necessary to ensure service functionality and support. These logs can also be tailored to your organization’s needs. Usage and log data will automatically delete after 30 days if there is no user activity.

5. Deployment Options

1. Our data is hosted on ZTRON’s shared and secured multi-tenant cloud infrastructure. We implement logical separation to safeguard your data from other customers.

6. Data Use

1. Service Provision: We use your data to deliver, maintain, and support the Services.

2. Customer Support: We may access your data (only with your permission) to diagnose and resolve technical issues.

3. No Sharing Data: We do not share your data with any third-parties. It is only visible to ZTRON employees.

4. No Sale of Data: We do not sell your data. We do not share your data with third parties for advertising or marketing purposes.

5. No Model Training: We do not use any of your data for our own proprietary AI model training.

7. Security Measures

1. Role-Based Access Controls: We employ user and role-based access permissions to help ensure that only authorized users can access specific data or take action on it.

2. Encryption: We use industry-standard encryption in transit (HTTPS/TLS). We also encrypt user name and avatar. We currently use only Google OAuth 2.0 for authentication.

3. Early-Stage Security: We currently do not hold any formal security certifications (e.g., SOC 2), but we strive to implement best practices for data handling and storage such as secure Postgres Databases on AWS EC2 instances and GCP Storage.

4. User Responsibility: Users are responsible for the content that they upload.

8. Third-Party Services and Integrations

Our Extension interacts only with the third-party services or integrations you choose to enable (e.g., other software tools). Data transferred to these services is governed by their respective privacy policies. We recommend reviewing these policies to understand how they handle your data.

9. Geographic Considerations

Our primary operations are in the United States. If you transfer data to other locations, we will comply with applicable local regulations to the best of our ability.

10. Children’s Privacy

Our Services are intended for use by organizations and businesses. We do not knowingly collect personal data from children. Our product is not intended for minors.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will post the updated policy with a new effective date and notify you, if required by law or if the changes are significant.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or need assistance with privacy-related matters, you can reach us at: team@ztron.ai