Privacy Policy

1. Information We Collect

The information we collect depends on how you interact with Zeptonic.

Information You Provide

You may provide information such as:

• First and last name
• Business name
• Job title
• Email address
• Telephone number
• Business address
• Website address
• Industry
• Number of employees or business locations
• Current software or CRM platform
• Project requirements
• Service interests
• Appointment preferences
• Messages and enquiry details
• Files, screenshots, images, or documents
• Support requests
• Communication preferences
• Information submitted through forms, surveys, chat, or booking tools

If you become a client, we may also collect:

• Billing and transaction information
• Project contacts
• Account and user information
• Service configuration details
• Website, domain, hosting, or software information
• Information needed to connect systems or complete integrations
• Records of meetings, approvals, requests, and project communication

Payment Information

Payments may be processed through third-party payment providers.

Zeptonic may receive limited transaction information, such as:

• Payment status
• Transaction reference
• Amount paid
• Billing name
• Billing address
• Last four digits of a payment method

We generally do not directly store complete debit or credit card numbers.

Information Collected Automatically

When you visit the website, certain information may be collected automatically, including:

• Internet Protocol address
• Browser type
• Device type
• Operating system
• Screen size
• General geographic location
• Referring website
• Pages viewed
• Links selected
• Date and time of visits
• Time spent on pages
• Website errors
• Cookie and device identifiers
• Interaction with forms, buttons, or website features

This information helps us understand how the website is used and identify technical or performance issues.

2. Website Score Information

When you use the Zeptonic Website Score, we may collect:

• The website address submitted
• Website-performance results
• Mobile and desktop results
• Technical test information
• Your contact information, when voluntarily provided
• The date and time of the test

The Website Score may use third-party website-performance services to analyse publicly accessible information about the submitted website.

Do not submit a website for testing unless you are authorised to evaluate it or the website is publicly available.

Website Score results may be saved so Zeptonic can:

• Display your results
• Prepare a report
• Explain potential website issues
• Recommend relevant services
• Compare performance after improvements
• Follow up when you request additional information

A Website Score is not a complete security, accessibility, legal, SEO, or technical audit.

3. How We Use Personal Information

Zeptonic may use personal information to:

• Respond to questions and enquiries
• Provide requested information
• Schedule consultations and demonstrations
• Prepare recommendations, estimates, or proposals
• Deliver Website Score results
• Evaluate potential projects
• Provide and manage services
• Create and maintain client accounts
• Configure websites, CRM systems, integrations, and automations
• Provide hosting, maintenance, and technical support
• Process payments and maintain billing records
• Send appointment and project reminders
• Communicate about accounts, projects, security, or service changes
• Personalise website and client experiences
• Improve our website, services, and internal processes
• Measure website performance
• Troubleshoot technical issues
• Prevent fraud, misuse, and security threats
• Maintain legal and business records
• Enforce agreements and protect legal rights
• Comply with applicable laws

We may also use information to send marketing communications when you have requested them, consented to them, or when otherwise permitted by law.

4. Email, Telephone and Text Communications

When you provide your contact information, Zeptonic may contact you regarding:

• A question or enquiry you submitted
• A requested Website Score
• A scheduled meeting
• A quote or project
• An active account or subscription
• A support issue
• A service update
• A billing or security matter

Transactional communications are sent because they relate to a request, account, appointment, purchase, or service.

Marketing communications may include information about Zeptonic services, resources, offers, or business updates.

Email Preferences

You can unsubscribe from marketing emails by using the unsubscribe link in the message or contacting Zeptonic.

You may continue receiving necessary transactional, account, project, billing, or security communications.

Text Message Preferences

When text-message consent is requested, the form should clearly explain:

• Who will send the messages
• The types of messages that may be sent
• That message and data rates may apply
• That message frequency may vary
• How to opt out
• How to request help

Consent to receive marketing text messages is not a condition of purchasing a Zeptonic service.

You may opt out of marketing text messages by replying STOP. You may reply HELP for assistance.

5. Cookies and Similar Technologies

The Zeptonic website may use cookies, pixels, local storage, tags, and similar technologies.

These technologies may help us:

• Keep the website functioning
• Remember theme or display preferences
• Protect forms and accounts
• Measure traffic and usage
• Understand how visitors navigate the website
• Improve website speed and performance
• Identify technical problems
• Support chat, booking, forms, and embedded content
• Measure marketing effectiveness

Types of Cookies

Essential Cookies

These are required for security, forms, account access, preferences, and basic website functionality.

Analytics Cookies

These help us understand website traffic and visitor behaviour.

Functional Cookies

These support features such as chat, booking, embedded content, and saved preferences.

Marketing Cookies

These may be used to measure campaigns or provide more relevant marketing when such tools are enabled.

Where required, non-essential cookies will be used only after you provide consent.

Additional details may be provided in the Zeptonic Cookie Policy and cookie-preference tool.

6. How We Share Information

Zeptonic does not rent personal information.

We may share information with companies that help us operate the website and provide services.

These may include providers of:

• Website hosting
• Cloud storage
• Email delivery
• Telephone and text messaging
• CRM and customer communication
• Website analytics
• Forms and surveys
• Appointment scheduling
• Payment processing
• Customer support and chat
• Cybersecurity
• Website-performance testing
• Accounting
• Document signing
• Data backup
• Software integrations
• Professional legal or financial services

These providers may process information only as needed to perform their services, comply with legal obligations, or protect their systems.

We may also disclose information:

• At your request
• With your consent
• To complete a requested integration
• To protect Zeptonic, our clients, users, or the public
• To investigate fraud, abuse, or security incidents
• To comply with a subpoena, court order, legal process, or government request
• During a merger, sale, restructuring, financing, or transfer of all or part of the business

7. Sale and Targeted Advertising

Zeptonic does not currently sell personal information for monetary consideration.

We do not currently use personal information for cross-context behavioural advertising in a manner that Zeptonic considers a sale or sharing under applicable state privacy laws.

Some analytics, advertising, or embedded website technologies may be treated as a sale, sharing, or targeted advertising under certain laws depending on how they are configured.

If Zeptonic begins using information in a way that legally requires an opt-out mechanism, we will update this policy and provide the required privacy controls.

8. Zeptonic as a Service Provider

Zeptonic may process personal information on behalf of its business clients when providing:

• CRM implementation
• Customer communication systems
• Website development
• Forms and lead capture
• Email and text automations
• Reporting and dashboards
• Hosting and maintenance
• Data integrations
• Custom digital systems

In these situations:

• The client generally determines why the information is collected and used
• Zeptonic processes the information to provide the contracted service
• The client’s privacy policy governs its relationship with its customers, leads, employees, or users
• Requests concerning client-controlled data may need to be directed to the applicable client

When appropriate, Zeptonic and the client may enter into a data-processing agreement, business associate agreement, or other privacy and security agreement.

9. CRM and Client Platforms

Zeptonic may use third-party platforms to provide CRM, communication, booking, automation, reporting, billing, and client-access services.

Information submitted through these platforms may include:

• Contact records
• Messages
• Call information
• Appointment records
• Form submissions
• Notes and tasks
• Opportunity or project information
• Review requests
• Payment or invoice records
• Account activity

Third-party providers may process this information according to their own privacy policies and their agreements with Zeptonic.

Clients are responsible for ensuring that their use of Zeptonic-provided systems complies with applicable privacy, marketing, communication, employment, healthcare, and industry-specific requirements.

10. Sensitive and Regulated Information

General Zeptonic website forms are not intended for:

• Social Security numbers
• Full payment-card details
• Banking passwords
• Medical records
• Protected health information
• Government identification documents
• Biometric information
• Information about children
• Other highly sensitive information

Please do not submit such information through a general contact, chat, Website Score, or consultation form.

When a service requires sensitive or regulated information, Zeptonic will provide an appropriate collection method and, when necessary, a separate agreement.

HIPAA-Enabled Services

Purchasing or enquiring about a HIPAA-enabled CRM does not make a business automatically compliant with HIPAA.

Where Zeptonic agrees to process protected health information, the applicable responsibilities will be governed by the service agreement, system configuration, security requirements, and any required Business Associate Agreement.

Do not submit protected health information through Zeptonic’s public website forms.

11. Data Retention

Zeptonic retains personal information only for as long as reasonably necessary to:

• Respond to an enquiry
• Provide requested services
• Maintain an account
• Complete a project
• Support a client
• Maintain business and financial records
• Resolve disputes
• Prevent fraud
• Enforce agreements
• Meet legal, tax, accounting, or regulatory obligations

Retention periods may vary depending on the type of information and the reason it was collected.

When information is no longer required, Zeptonic may delete, anonymise, or securely archive it.

Backup systems may retain information temporarily after deletion from active systems.

12. Data Security

Zeptonic uses reasonable administrative, technical, and organisational safeguards designed to protect personal information.

These may include:

• Access controls
• Password protections
• Multi-factor authentication
• Encryption where appropriate
• Secure hosting
• System updates
• Backups
• Security monitoring
• Restricted employee or contractor access
• Vendor management
• Incident-response procedures

No website, internet transmission, cloud platform, or storage system can be guaranteed to be completely secure.

You are responsible for maintaining the confidentiality of your passwords and promptly reporting suspected unauthorised access.

13. Data Breaches

If Zeptonic discovers a security incident involving personal information, we will investigate and take reasonable steps to contain and address it.

When legally required, Zeptonic will notify affected individuals, clients, service providers, regulators, or other appropriate parties.

When Zeptonic processes information for a client, we may notify the client so the client can meet its own legal and contractual responsibilities.

14. Your Privacy Rights

Depending on where you live and whether the applicable law covers Zeptonic’s processing, you may have the right to:

• Confirm whether we process your personal information
• Request access to personal information
• Request correction of inaccurate information
• Request deletion of information
• Obtain a portable copy of certain information
• Opt out of certain targeted advertising
• Opt out of certain sales or sharing
• Limit certain uses of sensitive information
• Withdraw consent
• Appeal a decision regarding a privacy request
• Receive equal service without unlawful discrimination for exercising a privacy right

These rights are not absolute. Certain information may be retained or exempt when necessary for legal, security, contractual, recordkeeping, or other permitted purposes.

15. Submitting a Privacy Request

To submit a privacy request, contact:

Email: hello@zeptonic.com
Subject: Privacy Request

Please include:

• Your name
• Your email address
• The nature of your request
• The state or country where you reside
• Any information that will help us identify the relevant records

Zeptonic may need to verify your identity before completing the request.

An authorised agent may submit a request when permitted by law. We may request proof that the agent is authorised to act on your behalf.

We will respond within the period required by applicable law.

If we deny a request, we will explain the reason when legally required and provide information about any available appeal process.

16. California Residents

If the California Consumer Privacy Act applies to Zeptonic’s processing, California residents may have rights to:

• Know the categories and specific pieces of personal information collected
• Know the purposes for which information is used
• Know the categories of recipients to whom information is disclosed
• Request correction
• Request deletion
• Opt out of the sale or sharing of personal information
• Limit certain uses of sensitive personal information
• Receive equal treatment for exercising privacy rights

Zeptonic does not currently sell personal information for monetary consideration.

The application of California privacy rights depends on whether Zeptonic meets the legal requirements and thresholds for the relevant activity.

17. Virginia Residents

When the Virginia Consumer Data Protection Act applies, Virginia residents may have rights to:

• Confirm whether Zeptonic processes their personal data
• Access personal data
• Correct inaccuracies
• Delete personal data
• Obtain a portable copy
• Opt out of targeted advertising, the sale of personal data, or certain profiling
• Appeal a denied privacy request

The Virginia law applies only when its statutory scope and thresholds are met.

18. Children’s Privacy

The Zeptonic website and services are intended for businesses and adults.

They are not directed to children under 13, and Zeptonic does not knowingly collect personal information directly from children under 13 through the public website.

If you believe a child has submitted personal information to Zeptonic, contact us so we can review and delete it when appropriate.

19. International Visitors

Zeptonic is based in the United States.

If you access the website from another country, your information may be transferred to, processed, and stored in the United States or other locations where our service providers operate.

Privacy and data-protection laws in those locations may differ from the laws where you live.

When required, Zeptonic will use appropriate safeguards for international data transfers.

20. Third-Party Websites and Embedded Content

The website may contain links to or content from third parties, including:

• Client-login platforms
• Social networks
• Video platforms
• Maps
• Scheduling tools
• Payment providers
• Analytics providers
• Website-performance services
• Partner or client websites

Zeptonic does not control the privacy practices of every third party.

Review the applicable third party’s privacy policy before providing information through its website or service.

21. Automated Tools and Artificial Intelligence

Zeptonic may use automation or artificial-intelligence-assisted tools to:

• Route enquiries
• Summarise information
• Draft responses
• Assist with customer support
• Analyse website or business information
• Recommend relevant services
• Improve internal efficiency

Zeptonic does not intend to use automated tools to make decisions that produce legal or similarly significant effects about public website visitors without appropriate notice and safeguards.

Do not submit confidential or sensitive information to an automated chat or public form unless the tool is clearly approved for that purpose.

22. Changes to This Privacy Policy

Zeptonic may update this Privacy Policy when:

• Our website changes
• We introduce new services or tools
• Our providers change
• Our information practices change
• Legal requirements change

The revised policy will be posted on this page with an updated “Last Updated” date.

Material changes may also be communicated through the website, email, account notices, or another appropriate method.

23. Contact Zeptonic

Questions, concerns, and privacy requests may be directed to:

Zeptonic Solutions LLC
Doing business as Zeptonic
Virginia Beach, Virginia
Email: hello@zeptonic.com
Phone: 1-866-520-ZEPT
Website: zeptonic.com