Privacy Policy

1. Information we collect

Information you give us

• Account details: your name, email address, password (stored only as a secure hash), profile photo and settings.
• Workspace details: workspace names, business profile details, members and their roles.
• Your content: everything you put into ZIAKEY, such as contacts, databases, documents, notes, files, messages, calendar entries, invitations and web clips.
• Information about other people that you add, such as the names, email addresses and birthdays of your contacts or invitation guests. You are responsible for having the right to share it with us.
• Billing details: when you buy a paid plan, Stripe collects your card details. We receive only the billing email, plan, payment status and the last details Stripe shares with us, never your full card number.
• Messages you send us, such as support requests and messages sent through the contact form on www.ziakey.com.

Information collected automatically

• Sign-in and security records: IP address, browser and device type, and when you sign in, so we can protect your account and let you manage your signed-in devices.
• Usage needed to run your plan: counts such as how many documents you have, storage used, emails sent this month and AI asks today.
• Technical logs our servers keep to run and secure the service.

Information from connected services

• If you connect Google Calendar, we receive the calendar data needed to sync the calendars you choose.
• If you forward email into ZIAKEY, we receive those messages and their attachments.
• If you use the Web Clipper browser extension, see the Web Clipper Privacy Policy.

2. How we use information

• To provide ZIAKEY: store and show your content, sync it across devices, send the emails you schedule (greetings, invitations, reminders), run calls and deliver notifications.
• To run your plan and billing: apply plan limits, measure usage, and process payments through Stripe.
• To keep ZIAKEY secure: detect abuse, prevent fraud and protect accounts.
• To support you: answer requests and, when you ask, look into a problem in your workspace.
• To tell you about your account: service, security and billing messages. We may also email you news about ZIAKEY, such as new features and offers. Every marketing email has an unsubscribe link, and you can opt out at any time without affecting account emails.
• To improve ZIAKEY, using aggregated information that does not identify you.

3. How we share information

• With people you choose: members of your workspaces, and people you share items with, can see that content.
• With service providers that help us run ZIAKEY, listed under Service providers. They may use your information only to provide their service to us.
• With AI features you use: when you ask AI Quick Create to draft something, the text you entered is sent to our AI provider to produce the result.
• When the law requires it, or to protect the rights, safety and security of our users and ZIAKEY.
• If ZIAKEY is sold or merged, your information may transfer to the new owner under this policy.

4. Service providers

These are the outside services ZIAKEY sends information to. Each one receives only what its job needs.

When you paste a link, ZIAKEY’s own servers fetch that web page to show a preview; the page’s site sees a request from ZIAKEY, not from you.

5. Cookies and browser storage

ZIAKEY uses its own cookies to keep you signed in and to protect against misuse. The app also stores settings in your browser, such as your theme and current workspace. The app does not use third-party analytics or advertising cookies.

Our public website, www.ziakey.com, uses Fathom Analytics to count visits and see which pages are read and which buttons are used. Fathom does not use cookies and does not collect personal information. We do not use advertising cookies on the website.

6. How long we keep information

• Your content stays until you or your workspace owner delete it. Deleting a workspace removes its content immediately and permanently; copies in backups are overwritten on the schedule below.
• Sign-in and security records are kept for 12 months.
• Billing records are kept as long as tax and accounting law requires, even after a workspace is deleted.
• Backups are overwritten on a rolling schedule of 60 days.

7. Your choices and rights

• You can view, edit, export and delete your content in ZIAKEY at any time.
• You can update your account details in Settings, and delete your account there. Deleting your account removes your login, your private email inbox and your personal settings, along with any workspaces only you use. If you own a workspace that other people use, delete it first or contact us to move it to another owner.
• Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to some uses. Email info@ziakey.com to make a request; we will respond within 30 days.
• If someone added your information to their ZIAKEY workspace, contact them first; you can also contact us.

8. Security

We use encryption in transit, hashed passwords, private file storage, access controls and audit logs for administrator access, including time-limited support access. No system is perfectly secure, so please use a strong password and keep it private.

9. Where information is processed

ZIAKEY and its service providers process information in the United States and other countries where those providers operate.

10. Children

ZIAKEY is not for children under 13, or under 16 where local law requires it, and we do not knowingly collect their information.

11. Changes to this policy

We will post any update here with a new date and, for important changes, notify account holders by email or in the app before they take effect.

12. Contact

Privacy questions or requests: info@ziakey.com, 14636 Reese Blvd, Suite B, Huntersville, NC 28078.

13. Google user data

Connecting Google Calendar is optional. ZIAKEY accesses Google data only after you connect a Google account from Settings and grant the permissions Google shows you.

• What we access: your Google account’s email address and account identifier; the list of your calendars (read-only), so you can choose where entries go; and events on the calendars you choose, so ZIAKEY can create, update and remove the events it syncs.
• How we use it: sync is one way, from ZIAKEY to Google Calendar. ZIAKEY sends your calendar entries, accepted invitations, to-dos and, if you choose, a database’s dated items to the Google calendars you pick. ZIAKEY does not import events or changes from Google Calendar.
• What we store: your Google account email and identifier, the access and refresh tokens Google issues (encrypted), the permissions granted, the calendars you chose, and the identifiers of events ZIAKEY created so it can keep them up to date.
• Sharing: we do not sell Google user data, use it for advertising, or transfer it for unrelated purposes. Our hosting provider stores it as part of running ZIAKEY. People at ZIAKEY access it only with your permission, to investigate security issues, or to meet legal obligations.
• Disconnecting and deleting: disconnecting Google Calendar in ZIAKEY revokes ZIAKEY’s access at Google, deletes the stored tokens and stops syncing. Events ZIAKEY already created stay in your Google calendar until you delete them there. You can also remove ZIAKEY from your Google account’s third-party access settings.

Google user data is used only to provide the calendar features you request. We do not use it to develop, improve or train generalized artificial intelligence or machine-learning models.

ZIAKEY’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.