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Privacy Policy

Last Updated: September 9, 2026

ZEHEN AI (“ZEHEN AI,” “we,” “us,” or “our”) is operated by Aman Hussain, a sole proprietor based in India. We provide AI voice-agent, front-office, workflow automation, booking, scheduling and related software-enabled services for business customers, including heating, ventilation, air-conditioning, plumbing and related service businesses.

This Privacy Policy explains how we collect, use, disclose, retain and protect personal data in connection with:

  • our website, https://www.zehenai.com;

  • our communications with website visitors, prospective customers and clients;

  • our AI voice-agent, call-handling, automation, booking, scheduling and related services (collectively, the “Services”); and

  • our business administration, billing, support and security activities.

This Policy is designed for business visitors and clients, including those in India, the United States and the United Kingdom. It does not replace any written Data Processing Addendum (“DPA”), service agreement or other agreement between ZEHEN AI and a client. If a signed DPA or service agreement conflicts with this Policy concerning Client Data, the signed agreement will control to the extent of that conflict.

1. Who We Are and Our Roles

For personal data collected through our website, direct enquiries, sales communications, account administration, billing, support and our own business operations, ZEHEN AI generally acts as the controller or equivalent business responsible for deciding how and why that data is processed.

When we provide Services to a business client and process personal data about that client’s customers, callers, prospects, employees or other contacts solely on the client’s documented instructions (“Client Data”), the client generally acts as the controller and ZEHEN AI acts as a processor or service provider.

For example, if a heating or HVAC business uses ZEHEN AI to answer calls, collect caller details, schedule appointments or route urgent service requests, that business normally controls the caller/customer data. ZEHEN AI processes it to provide the contracted Services.

Clients are responsible for ensuring they have a lawful basis for supplying Client Data to us, giving appropriate privacy and call-recording notices, obtaining consent where required, responding to applicable data-subject requests, and using the Services lawfully.

2. Personal Data We Collect

2.1 Website Visitors and Prospective Clients

When you visit our website or contact us, we may collect:

  • Technical and usage information, including IP address, browser type, device and operating-system information, pages viewed, referring URLs, approximate location derived from IP address, access dates and times, and security/log information.

  • Information you provide directly, including your name, business name, work email address, telephone number, WhatsApp details, role, enquiry details, messages and any information you choose to send us.

  • Communications records, including emails, WhatsApp messages, support requests and meeting or demo communications.

  • Business and professional information, such as your company name, service area, business website, operational requirements and information relevant to a potential client relationship.

At present, our website does not use website contact forms, newsletter sign-up forms or automated lead-capture widgets. We may receive lead information through email, WhatsApp, telephone conversations, referrals, publicly available business information or direct communications.

2.2 Client Account, Billing and Service Data

If you become a client, we may collect or process:

  • Client contact details, authorised-user details and account credentials or access information where necessary;

  • contract, subscription, invoice, payment-status and transaction information;

  • service configuration details, workflow requirements, integration settings and support records;

  • usage, performance, diagnostics and security information relating to the Services; and

  • information required to deliver, manage, troubleshoot, secure, improve or invoice for the Services.

Payment-card information is generally handled by the applicable payment processor and is not intentionally stored by ZEHEN AI unless specifically necessary and permitted by law.

2.3 Client Data Processed Through the Services

At a client’s direction, our Services may process information relating to the client’s customers, callers, prospects, employees, contractors or other contacts, including:

  • names, telephone numbers, email addresses, postcode/address details and preferred contact details;

  • call information, including caller number, call time, duration, call outcome, recordings where enabled, transcripts, summaries and notes;

  • service and appointment information, such as service request type, job details, urgency, availability, booking/scheduling information and related communications;

  • operational data, such as job status, customer-service notes, routing information and relevant workflow metadata; and

  • other data a client submits to or authorises for use in the Services.

The types of data processed depend on the client’s configuration and instructions. Clients must not provide special-category/sensitive personal data, financial-account credentials, government identification numbers, health information, children’s data or other highly sensitive information unless we have expressly agreed in writing that the Services are appropriate for that processing and the client has established a lawful basis and required safeguards.

2.4 Sources of Personal Data

We may receive personal data directly from you, from our clients, from authorised users, through your use of the Services, from service providers acting on our behalf, from referrals, and from publicly available professional/business sources.

Where we receive Client Data from a client, that client is normally responsible for informing the individuals concerned about its collection and use of their personal data.

3. How We Use Personal Data

We use personal data, as applicable, to:

  • operate, maintain, protect and improve our website and Services;

  • respond to enquiries, arrange demos, communicate with prospective clients and provide support;

  • evaluate prospective business relationships and onboard clients;

  • configure, deliver and support AI voice-agent, call-handling, automation, booking, scheduling and operational workflows;

  • process and route calls, create transcripts/summaries where enabled, manage bookings and provide client-authorised service functionality;

  • administer contracts, subscriptions, invoices, payments and account relationships;

  • monitor performance, diagnose faults, prevent misuse, secure systems and investigate suspected fraud, abuse or violations of our agreements;

  • comply with applicable legal obligations and enforce our legal rights; and

  • create aggregated or de-identified insights for service operations, security, analytics and improvement, provided that such information does not reasonably identify an individual.

We do not sell personal data. We do not use identifiable Client Data or call content to train general-purpose/public AI models unless we have clearly disclosed that use and obtained the client’s documented agreement where required.

4. Lawful Bases for UK and EEA Personal Data

If UK GDPR, EU GDPR or similar data-protection law applies, we rely on one or more of the following legal bases:

  • Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you or your organisation.

  • Legitimate interests: where processing is necessary for our legitimate interests or those of a client, such as operating and securing the Services, responding to business enquiries, preventing fraud, improving service reliability and managing business relationships, provided those interests are not overridden by your rights and freedoms.

  • Legal obligation: where processing is necessary to comply with a legal obligation.

  • Consent: where we are required to obtain your consent, including for certain non-essential cookies or other processing where consent is the appropriate legal basis.

Where we act as a processor for Client Data, the relevant client is responsible for determining and documenting the lawful basis for its processing and for giving us lawful documented instructions.

You may withdraw consent at any time where we rely on consent. Withdrawal will not affect processing that occurred before withdrawal or processing based on another lawful basis.

5. AI Voice, Recordings and Automated Processing

Our Services may use AI-assisted technologies to receive, analyse, transcribe, summarise, classify, route and respond to voice or text communications according to a client’s configured workflow and instructions.

Depending on a client’s configuration, a call may be recorded and/or transcribed. The client is responsible for ensuring that appropriate notices, permissions and consents are provided to callers where required by applicable law. ZEHEN AI may assist with configuration, but the client remains responsible for its legal notices, call scripts, operational policies and use of the outputs.

Our Services may make automated operational recommendations or take configured actions, such as routing a call, capturing a booking request, categorising urgency, sending a client-authorised notification or adding a scheduling request. ZEHEN AI does not intentionally use the Services to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.

AI-generated outputs can be inaccurate, incomplete or unsuitable for a particular situation. Clients remain responsible for reviewing the Services, configuring appropriate escalation paths and making human operational decisions, particularly for emergencies, safety-sensitive situations, pricing, employment, credit, insurance, healthcare or legal matters.

6. How We Share Personal Data

We may share personal data with:

  • the relevant client and its authorised users, where we process Client Data on the client’s behalf;

  • service providers and sub-processors that help us deliver the website and Services, including hosting/infrastructure providers, telephony and communications providers, AI/voice technology providers, workflow/automation providers, calendar and productivity providers, database/CRM providers, payment processors, customer-support providers and security providers;

  • professional advisers, such as accountants, lawyers, auditors, insurers and compliance advisers;

  • authorities, regulators, law enforcement or other parties where we believe disclosure is required by law, legal process, regulation or to protect rights, safety, security or property;

  • a buyer, investor, successor or adviser in connection with a merger, financing, sale, restructuring, acquisition or transfer of all or part of our business, subject to appropriate safeguards; and

  • other parties with your consent or at your direction.

Depending on the client configuration, our service providers may include Hostinger, Twilio, Retell, n8n, Google, Airtable and Slack, or equivalent providers. This list may change as we update our infrastructure. We require service providers to handle personal data subject to appropriate contractual, confidentiality and security obligations where required.

7. International Data Transfers

ZEHEN AI operates from India. Personal data may be processed in India, the United States, the United Kingdom, the European Economic Area and other countries where we, our clients or authorised service providers operate.

Where applicable law restricts international transfers, we will take steps intended to ensure that transfers are made lawfully and that personal data receives an appropriate level of protection. Depending on the circumstances, these safeguards may include adequacy regulations/decisions, contractual safeguards, data-transfer agreements, standard contractual clauses, the UK International Data Transfer Agreement or Addendum, transfer risk assessments, encryption, access controls and other technical and organisational measures.

Where we act as a processor for Client Data, the applicable DPA or service agreement will address relevant international-transfer responsibilities between ZEHEN AI and the client.

8. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, including to provide the Services, maintain records, resolve disputes, enforce agreements, meet legal/accounting obligations, maintain security and respond to legal claims.

Retention periods depend on the nature of the data, the client configuration, contractual terms, legal requirements and operational necessity. As a general approach:

  • Enquiry and prospective-client communications are retained for as long as needed to respond, manage the relationship and maintain reasonable business records.

  • Client account, contract, billing and payment records are retained for the duration of the client relationship and afterward as required for tax, accounting, legal and dispute-resolution purposes.

  • Client Data is retained in accordance with the client’s documented instructions, the relevant contract/DPA, configured retention settings and applicable law.

  • Call recordings, transcripts and voice-related data may be retained only for the period configured by the client or required to provide the Services, unless longer retention is necessary for security, legal obligations or dispute resolution.

  • Security logs and backups are retained for limited periods based on operational and security needs; deleted data may remain in backups until those backups are overwritten in the ordinary course.

9. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

  • request access to personal data we hold about you;

  • request correction of inaccurate or incomplete personal data;

  • request deletion of personal data, subject to applicable exceptions;

  • request restriction of processing;

  • object to processing based on legitimate interests or to direct marketing;

  • request data portability where applicable;

  • withdraw consent where processing is based on consent; and

  • lodge a complaint with a relevant data-protection authority.

To make a request, contact us at support@zehenai.com with the subject line “Privacy Request.” We may request information necessary to verify your identity and authority before responding.

If your request relates to Client Data processed on behalf of one of our business clients, you should first contact that client directly. We will assist the client with a valid request where required by law and our contractual obligations.

UK and EEA Residents

If you are in the United Kingdom, you may have the right to complain to the UK Information Commissioner’s Office (“ICO”). If you are in the EEA, you may have the right to complain to your local supervisory authority.

ZEHEN AI is established in India. If a UK or EEA representative is legally required for our processing activities, we will appoint one and update this Policy with its contact details. Until then, privacy requests can be sent to support@zehenai.com.

United States Residents

US residents may have privacy rights under applicable state laws, depending on their state of residence and the applicability of those laws to ZEHEN AI. These rights may include rights to know/access, correct, delete and appeal certain decisions relating to privacy requests.

ZEHEN AI does not sell personal information and does not share personal information for cross-context behavioural advertising as those terms may be defined by applicable US state privacy laws. To submit a request, email support@zehenai.com with the subject line “US Privacy Request.”

10. Cookies and Similar Technologies

We use strictly necessary cookies and similar technologies to operate, secure and remember essential website functions, including your cookie-preference choices.

We do not currently use non-essential analytics, advertising or behavioural-tracking cookies. If we introduce non-essential cookies or similar technologies in the future, we will update this Policy and provide appropriate notice and consent controls where required by applicable law.

Where required by law, you can accept, reject or manage non-essential cookies using our cookie banner or relevant browser/device settings. Rejecting non-essential cookies will not prevent access to the core website.

For more information, please review our Cookie Policy at:

11. Security

We use reasonable and appropriate technical and organisational measures designed to protect personal data from unauthorised access, disclosure, alteration, loss, misuse or destruction. These measures may include encryption in transit, access controls, authentication measures, limited access based on role/need, service-provider review, monitoring and backup/security processes.

No internet transmission, storage system or security control can be guaranteed to be completely secure. You should take reasonable steps to protect your own accounts, devices and communications.

If we become aware of a personal-data breach involving Client Data, we will address it in accordance with our obligations to the relevant client and applicable law. Clients remain responsible for assessing and making notifications to individuals or authorities where they are the controller, unless otherwise agreed in writing.

12. Children’s Privacy

The website and Services are intended for business and professional use and are not directed to children. We do not knowingly collect personal data from individuals under 18. If you believe that a child has provided personal data to us, contact support@zehenai.com and we will take appropriate steps to review and delete the information where required.

13. Third-Party Websites and Services

Our website or Services may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices, security or content of those third parties. You should review their privacy policies before providing them with personal data.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our Services, data practices, technology, legal obligations or business operations. We will post the updated Policy on this page and revise the “Last Updated” date. Where required by law, we will provide additional notice or obtain consent.

15. Contact Us

For questions, concerns or requests concerning this Privacy Policy or our personal-data practices, contact:

ZEHEN AI
Operated by Aman Hussain, Sole Proprietor
India
Email: support@zehenai.com