1. Scope of this policy

This policy applies to personal information processed through the Zentro AI product, including business workspaces, event workspaces, administrator and staff accounts, public landing pages, booking forms, RSVP forms, appointment records, registrations, and customer- or guest-submitted responses. It covers information collected directly from users of the software as well as information submitted through public interfaces.

2. Information we collect

Depending on how the product is configured and used, Zentro AI may collect the following categories of information:

• Workspace account details, such as business or event name, public slug, configured domains, and administrator contact information.
• User account details, such as name, email address, role, hashed password credentials, and authenticated session information.
• Booking, appointment, registration, and RSVP data, such as customer or guest name, email, phone number, selected slot, attendance status, notes, meal preferences, plus-one details, and custom responses submitted through forms.
• Website and branding content, such as landing page copy, colors, sections, and business, organizer, or event contact information entered into the site builder.
• Technical and operational data, such as server logs, request metadata, browser information, IP address, and activity timestamps used for security, reliability, and debugging.
• AI prompt content submitted by authorized users when AI-assisted landing page generation or refinement is used on eligible plans.

3. How we use information

We use collected information to operate, secure, and improve the product, including to:

• Create and administer workspaces and authenticated user access.
• Publish public landing pages and booking, registration, or RSVP interfaces for each workspace.
• Process appointment requests, registrations, RSVP submissions, capture responses, and update status in the dashboard.
• Send operational and product communications related to authentication, product use, support, and service reliability.
• Protect the platform against fraud, abuse, unauthorized access, and service misuse.
• Monitor performance, troubleshoot errors, and improve the product experience over time.
• Use platform activity, usage patterns, submissions, configuration data, and related metadata to develop new features, train or refine internal workflows, improve service quality, personalize product experiences, and guide future product decisions.
• Use contact information, usage information, and workspace profile details to send marketing communications, promote product updates, measure campaign effectiveness, build advertising audiences, run remarketing campaigns, and support other promotional or advertising activities, subject to applicable law.
• Process AI-assisted page generation requests submitted by authorized users and return structured page drafts.

4. Legal bases for processing

Where applicable law requires a legal basis for processing, Zentro AI generally relies on one or more of the following: performance of a contract, legitimate interests in running and securing the service, compliance with legal obligations, and consent where consent is specifically required.

5. How booking, RSVP, and event data is handled

Businesses, organizers, and hosts using Zentro AI may collect customer- or guest-submitted information through booking forms, RSVP forms, and event pages. In many cases, the workspace using the platform is the primary controller of the submitted data it collects, while Zentro AI acts as the software provider and processor or sub-processor for that information. Workspace owners are responsible for ensuring they have an appropriate legal basis for collecting information and for publishing accurate notices where required.

Users and businesses are responsible for the accuracy, legality, quality, and appropriateness of the data they upload, submit, publish, or otherwise process through the platform. To the fullest extent permitted by applicable law, Zentro AI is not responsible for losses, claims, or liabilities arising from user content, customer-submitted information, data entry errors, unauthorized disclosures caused by user actions, misconfigured settings, or a workspace owner's failure to obtain required consents or provide required notices.

6. Business responsibility, scams, refunds, and disputes

Zentro AI provides software infrastructure that businesses use to publish pages, accept booking requests, and manage appointment operations. The same platform may also be used by organizers and hosts to publish event pages, accept registrations or RSVPs, and manage attendance-related workflows. Zentro AI does not own, operate, supervise, or control the underlying services, events, or occasions offered through the platform, and Zentro AI is not a party to the direct relationship between a guest or customer and the workspace owner.

Each workspace owner is solely responsible for its own services, event details, pricing, scheduling terms, attendance policies, service delivery, representations, customer or guest communications, cancellation handling, refund decisions, and compliance with applicable law. If you have a complaint about a booked service, RSVP flow, event page, or related offer, you should contact that workspace owner directly.

Except where required by applicable law, Zentro AI is not responsible for disputes between customers and workspace owners, including service quality issues, missed appointments, event disruptions, RSVP disputes, non-performance, refund decisions, charge disputes, or alleged fraudulent conduct by a user of the platform. If you suspect fraud, unauthorized charges, or deceptive conduct, you should also contact your payment provider and the appropriate consumer protection or law enforcement authority.

7. Sharing and disclosure

We do not sell personal information. We may share information only in limited circumstances such as:

• With infrastructure, hosting, authentication, analytics, database, and AI service providers that support the operation of the product.
• With the relevant workspace users who are authorized to view booking, RSVP, event, and operational information.
• To comply with legal obligations, lawful requests, or to protect rights, security, and service integrity.
• As part of a merger, acquisition, financing, or asset transfer, subject to appropriate confidentiality and notice obligations.

8. Data retention

We retain information for as long as necessary to provide the service, maintain security, comply with contractual or legal obligations, resolve disputes, and enforce agreements. Retention periods may vary by data type, workspace configuration, and legal requirements. When data is no longer needed, we take steps to delete or anonymize it where reasonably practicable.

Backups, cached copies, audit logs, and derived records may remain in our systems for a period of time after deletion requests, account closure, or content changes. We may also retain and use aggregated, de-identified, or anonymized information for analytics, service improvement, research, marketing, and business purposes where permitted by law.

9. Security safeguards

Zentro AI uses reasonable technical and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No system is completely secure, and we cannot guarantee absolute security, but we work to maintain appropriate protections based on the nature of the data processed.

By using the product, you acknowledge that internet transmissions, cloud storage, third-party services, integrations, email delivery, and software systems are never completely secure or error-free. To the fullest extent permitted by law, Zentro AI disclaims responsibility for security incidents, data loss, data corruption, unauthorized access, delays, interception, system compromise, or other harm resulting from events outside our reasonable control, user negligence, credential sharing, insecure devices, third-party provider failures, or force majeure events.

10. International data transfers

Depending on the hosting and service providers used to operate the product, personal information may be processed in countries other than the country where the user or customer is located. Where required, we use appropriate safeguards for cross-border data transfers.

11. Your rights

Depending on applicable law, individuals may have rights to access, correct, update, delete, restrict, or object to certain processing of their personal information, and may also have rights relating to portability or withdrawal of consent. Requests may be submitted using the contact information below. Where submitted data is controlled by a workspace using Zentro AI, data subjects may also need to contact that workspace directly.

12. Children's privacy

Zentro AI is not intended for direct use by children as a consumer-facing service. Businesses using the platform are responsible for determining whether they collect information relating to minors and for ensuring they meet any applicable legal obligations.

13. Beta services and no warranty

Zentro AI may offer beta, preview, early access, experimental, or not-yet-generally-available features. These features may contain bugs, interruptions, security weaknesses, incomplete functionality, inaccurate outputs, or compatibility issues, and they may be modified, suspended, or discontinued at any time without notice.

Use of beta services is at your own risk. To the fullest extent permitted by law, Zentro AI is not responsible for inconvenience, downtime, scheduling errors, missed bookings, delayed notifications, lost business opportunities, corrupted records, configuration issues, or any other damage, loss, or disruption arising from the use of beta or pre-release functionality. Beta services are provided on an "as is" and "as available" basis without warranties of any kind.

14. Limitation of liability

To the fullest extent permitted by applicable law, Zentro AI, Kalyana Tech Works, and their owners, operators, employees, contractors, affiliates, and service providers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, goodwill, data, bookings, customers, business opportunity, or expected savings arising out of or related to the use of, inability to use, or reliance on the product.

This limitation applies whether a claim is based on contract, tort, negligence, strict liability, statute, or any other theory, and includes claims arising from downtime, bugs, outages, human error, third-party integrations, failed notifications, booking conflicts, data exposure, service interruptions, inaccurate outputs, or unauthorized platform use, even if we were advised that such damages were possible.

Users should maintain their own backups, exports, and operational checks. Zentro AI is not responsible for losses that could have been reduced or avoided through independent verification, duplicate recordkeeping, internal controls, or ordinary business continuity measures maintained by the user or business.

15. Updates to this policy

We may update this Privacy Policy from time to time to reflect legal, technical, or product changes. When we do, we will update the effective date shown on this page. Material changes may also be communicated by other appropriate means where required.

16. Contact us

If you have questions about this Privacy Policy or privacy-related requests, contact us at support@kalyanatechworks.com.