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Privacy Policy

Last Updated: August 30, 2026

ZEHEN AI (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data in connection with our website https://zehenai.com and our services, including HVAC AI Voice Agent and HVAC AI Operating System offerings.

By accessing our website or engaging with us as a visitor, lead, or client, you acknowledge the practices described in this policy.

1. Information We Collect

1.1 Website Visitors and Leads

When you visit https://zehenai.com, we may collect:

  • Technical and usage information automatically through our hosting and security infrastructure (e.g., IP address, browser type, device information, pages visited, date and time of access).

  • Information you voluntarily provide when you contact us via WhatsApp or email, such as:

    • Name

    • Email address

    • Phone number

    • Company or business details

    • Any other information you choose to share in your messages

At this time, our website does not use contact forms, newsletter sign-ups, or automated lead-capture widgets. Lead data is collected manually via WhatsApp and email communications.

1.2 Client and End-User Data (After Onboarding)

When you become a client and we provide HVAC AI Voice Agent or HVAC AI Operating System services, we may process additional categories of data on your behalf, including:

  • End-customer information provided by you for voice-agent interactions, such as:

    • Customer names

    • Customer phone numbers

    • Call-related details

  • Call recordings and transcripts generated by our AI voice systems.

  • Business operational data, such as:

    • HVAC job details

    • Schedules and appointment information

    • Service notes and related operational metadata

  • Billing and payment-related information as needed to process invoices and payments.

We process this data solely to deliver and improve our services, pursuant to our agreements with you, and in accordance with applicable data protection laws.

2. How We Use Your Information

We may use the information we collect for the following purposes:

  • To operate, maintain, and improve our website and services.

  • To respond to inquiries, provide support, and communicate with visitors and leads.

  • To onboard clients, configure AI voice agents, and deliver HVAC AI services.

  • To process transactions, send service-related communications, and manage billing.

  • To monitor security, prevent fraud, and comply with legal obligations.

  • To analyze aggregated usage data for internal business purposes.

We do not use personal data for unrelated purposes without a lawful basis and, where required, your consent.

3. Legal Basis for Processing (for EEA/UK Visitors)

If you are located in the European Economic Area (EEA) or the United Kingdom, we process your personal data under one or more of the following legal bases:

  • Your consent.

  • Performance of a contract with you.

  • Compliance with legal obligations.

  • Legitimate interests pursued by ZEHEN AI, provided they are not overridden by your rights.

Where consent is required, you may withdraw it at any time by contacting us at support@zehenai.com.

4. How We Share Your Information

We do not sell your personal data.

We may share personal data with the following categories of recipients:

  • Service providers and processors who assist us in operating our business, such as:

    • Hosting and infrastructure providers (e.g., Hostinger VPS)

    • AI and large language model providers used to power our voice and automation systems

    • CRM, automation, and productivity tools (e.g., HubSpot, Zoho, Airtable, n8n, or similar)

    • Payment processors, when engaged

  • Professional advisors, such as legal, accounting, or compliance consultants.

  • Regulatory authorities, where required by law or to protect our rights and safety.

All third parties are expected to maintain appropriate confidentiality and security measures. Where required by law, we enter into data processing agreements with our processors.

5. International Data Transfers

ZEHEN AI is based in India. Your personal data may be transferred to, and processed in, countries other than your own, including India and countries where our service providers operate.

We take appropriate measures to ensure that such transfers comply with applicable data protection laws and that your data is adequately protected, including through contractual safeguards and security controls.

6. Data Retention

We retain personal data only for as long as necessary to:

  • Provide our services and fulfill the purposes described in this policy.

  • Comply with legal, tax, and accounting obligations.

  • Resolve disputes and enforce our agreements.

Specific retention periods depend on the type of data and the purpose for which it was collected. For client data, retention is governed by our service agreements and legal requirements.

7. Your Rights and Choices

Depending on your location and applicable law, you may have certain rights regarding your personal data, such as:

  • The right to access your personal data.

  • The right to request correction of inaccurate or incomplete data.

  • The right to request deletion of your personal data, subject to legal exceptions.

  • The right to restrict or object to certain processing.

  • The right to data portability.

  • The right to withdraw consent where processing is based on consent.

To exercise these rights, please contact us at support@zehenai.com. We may request additional information to verify your identity before responding.

For routine access and correction requests, we aim to accommodate reasonable requests via email. In exceptional cases, we may limit the frequency of repetitive requests to ensure operational feasibility.

8. Cookies and Similar Technologies

Our website uses cookies and similar technologies for essential functions, such as remembering your cookie-consent choices and supporting site security.

We do not currently use third-party analytics or advertising cookies. If we introduce such technologies in the future, we will update this policy and, where required, seek your consent.

For more details, please see our Cookie Policy.

9. Security of Your Information

We implement reasonable technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These include:

  • Secure hosting environments and access controls.

  • Encryption in transit for website communications.

  • Internal policies restricting access to personal data.

While we strive to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

10. Children’s Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. We will post the updated version on this page with a revised “Last Updated” date.

We encourage you to review this policy periodically.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: Email: support@zehenai.com