ZaderFlo ("ZaderFlo," "we," "us," or "our") provides workflow automation, booking concierge, scheduling, communication, and related digital services for service businesses.
This Privacy Policy explains how we collect, use, process, store, and share information through our website, services, and Bella, our booking concierge system, including calls, texts, and automated workflows handled through Bella.
By using our website or services, you acknowledge that you have read and understood this Privacy Policy.
1. INFORMATION WE COLLECT AND DATA ROLES
Under applicable data privacy frameworks, ZaderFlo generally acts as a Service Provider or Contractor regarding customer booking information. Our business clients maintain primary legal status as the business or controller for those customer relationships.
We collect and process information in several ways depending on how you interact with us:
1.1 Business Client Information
When a business contacts us, books a demo, subscribes to our services, or uses our systems, we may collect:
- Business name, owner or staff contact names, and business addresses.
- Email addresses, phone numbers, and communication preferences.
- Billing information, transaction history, and account setup configurations.
- Scheduling, calendar, and service menu preferences.
We use this information to communicate with the business, provide services, process billing, configure systems, and provide customer support.
1.2 Customer and Appointment Information
When Bella or our workflow systems help a business handle calls, bookings, or customer communication, we process customer information on behalf of that business, including:
- Customer name, phone number, and email address.
- Requested service, appointment date, time, and appointment notes.
- Text message interactions and communication preferences, if applicable.
- Call, message, or workflow details needed to complete and sync a booking.
This information is processed on behalf of the business using our services. ZaderFlo processes it primarily to provide booking, scheduling, communication, and workflow support as necessary to deliver services to our clients.
1.3 Call Information and Transcriptions
When Bella handles or assists with calls, we may process:
- Caller phone number, date, time, duration, and call routing information.
- Text transcription of the conversation and appointment-related information collected during the call.
ZaderFlo does not intentionally retain persistent voice audio recordings as part of its standard service setup. Live telephone audio is generally processed dynamically to generate text. Calls may be temporarily processed by third-party service providers as needed for call handling, speech-to-text transcription, troubleshooting, security, and service delivery. We may retain text transcriptions as necessary for service quality, troubleshooting, appointment verification, and workflow improvement.
1.4 Website Information
When you visit our website, we may collect information you choose to provide, along with basic technical information, including:
- Information submitted through contact forms, demo requests, or website inquiries.
- IP addresses, browser types, device types, pages visited, time spent on the site, referring websites, and general usage metrics.
We may use cookies, analytics tools, and similar technologies to understand website performance, improve the site, and maintain security. Where required by law, we provide visitors with choices regarding cookie deployment via a website consent mechanism, and users may also control cookies through their browser settings.
1.5 Categories of Personal Information Collected (Cal. Civ. Code § 1798.140)
In accordance with the California Consumer Privacy Act (CCPA) as amended by the CPRA, ZaderFlo collects the following statutory categories of personal information:
- Category A – Identifiers: Name, email address, phone number, IP address, and similar identifiers.
- Category B – Customer Records: Business contact and billing information provided by or on behalf of clients.
- Category F – Internet or Other Electronic Network Activity: IP addresses, browser type, device type, pages visited, and website usage metrics.
- Category G – Geolocation Data: General location inferred from IP address for website analytics purposes only.
- Category H – Audio, Electronic, Visual, or Similar Information: Text transcriptions of calls processed through Bella and related workflow systems.
- Category I – Professional or Employment-Related Information: Business role, service preferences, and account configuration details provided by business clients.
- Category K – Inferences: Service and scheduling preferences derived from appointment and interaction history to support workflow configuration.
We do not collect Social Security numbers, financial account credentials, precise geolocation, racial or ethnic origin, religious beliefs, or biometric data as part of our standard service operations.
2. HOW WE USE INFORMATION
We use collected information as necessary to:
- Provide booking concierge services and answer or process customer communications.
- Capture appointment details and sync bookings with calendars or workflow tools.
- Organize customer and appointment information for client access.
- Send service-related communications, updates, and customer support.
- Troubleshoot technical issues, maintain platform security, and improve service performance.
- Manage billing, accounts, and prevent fraud, spam, or misuse.
- Comply with applicable legal obligations.
We do not sell personal information, and we do not share personal information for cross-context behavioral advertising, as those terms are defined under Cal. Civ. Code § 1798.120. ZaderFlo has not sold or shared personal information for cross-context behavioral advertising in the preceding 12 months, and does not have actual knowledge of selling or sharing personal information of consumers under 16 years of age. California residents have the right to opt out of any future sale or sharing of their personal information at any time by contacting privacy@zaderflo.com. If we ever materially change our practices regarding sale or sharing of personal information, we will update this policy and provide notice as required by applicable law.
3. AUTOMATED PROCESSING AND DISCLAIMERS
ZaderFlo uses automated systems to help businesses manage calls, bookings, scheduling, reminders, follow-ups, and related workflows. These systems are designed for routine business administration and appointment support.
They are not intended for, nor monitored for:
- Emergency services or urgent crisis response
- Medical, legal, or financial advice
- Safety-critical decisions or law enforcement dispatch
Users should not rely on Bella or ZaderFlo's automated systems for urgent health issues, 911 emergencies, legal deadlines, or any safety-critical situation.
Business clients remain responsible for reviewing their own calendars, customer communications, business operations, and compliance needs.
4. CLIENT RESPONSIBILITIES
Because ZaderFlo acts as a service provider or processor for its business clients, the business using ZaderFlo remains responsible for:
- Its direct relationship with its own customers and the personal information it collects.
- Providing any legally required notices and obtaining any legally required consents related to customer privacy, communications, and consumer protection laws, including consent for calls and text messages where required by applicable law.
- Responding directly to customer privacy and data deletion requests when required.
- Obtaining call recording consent where required by applicable law, including under California's two-party consent requirements for confidential communications.
- Maintaining their own privacy policy notices for their customers as required by applicable law.
ZaderFlo will provide reasonable assistance to business clients handling privacy-related requests involving information processed through our systems.
5. THIRD-PARTY SERVICE PROVIDERS
To operate our services, we use third-party providers to assist with functions such as telephony routing, speech-to-text transcription, conversational processing, workflow automation, calendar integration, cloud hosting, data storage, analytics, payment processing, and digital messaging. Current providers include, but are not limited to, the following categories and examples:
- Telephony and communication services (examples include: SignalWire)
- Voice AI and conversational processing services (examples include: Vapi, OpenAI)
- Workflow automation and integration services (examples include: Make)
- Calendar and scheduling services (examples include: Google Calendar)
- Business productivity and email services (examples include: Google Workspace)
- Website hosting and network services (examples include: Cloudflare)
- Website development and hosting platforms (examples include: Lovable)
This list reflects providers currently in use and may change as our technology stack evolves. We will update this section as material changes occur. Each provider processes only the information necessary to perform their specific function on our behalf. To request information about specific providers, the data they access, and how to opt out of processing where applicable, contact privacy@zaderflo.com.
These providers may process information as necessary to perform services for us or on behalf of our clients. We use providers whose services are intended to limit processing to the functions necessary to provide services on our behalf, and we utilize providers we believe maintain commercially reasonable security safeguards.
6. DATA SECURITY
We use commercially reasonable safeguards designed to help protect information, including encrypted data transmission across system connections, secure API links, password-protected accounts, and limited internal access to customer and client data streams. No online system, cloud service, or method of electronic storage can be guaranteed as completely secure; we cannot guarantee absolute security.
7. DATA RETENTION
We keep information only as long as reasonably needed for business, legal, operational, or support purposes. Typical retention parameters include:
- Appointment and customer workflow data: Maintained for the active service period, plus up to 90 days after cancellation for reconciliation purposes.
- Call and text transcriptions: Maintained for up to 12 months for quality review, troubleshooting, appointment verification, and dispute resolution.
- Billing and financial logs: Maintained for up to 7 years to satisfy tax, accounting, and corporate legal obligations.
We may retain information longer if required by law, necessary to resolve disputes, prevent fraud, or enforce our commercial agreements. Where a business client provides specific documented instructions regarding retention of their customers' data processed through our systems, we will follow those instructions to the extent permitted by law and our operational requirements.
8. PRIVACY RIGHTS AND REQUEST ROUTING
Depending on where you live, individuals may have the right to request access to, correction of, or deletion of their personal information.
Because ZaderFlo processes customer information on behalf of our business clients, any customer seeking to exercise privacy rights must submit their request directly to that underlying business client. ZaderFlo will reasonably assist business clients with these privacy requests upon direct administrative instructions from the business.
If you are a ZaderFlo business client or website visitor with direct account inquiries, you may contact our privacy desk at: privacy@zaderflo.com. If we receive a request that relates to a business client's customer data, we may forward the request to the relevant client and provide reasonable assistance consistent with our contractual obligations. You may also use an authorized agent where allowed by law to submit a privacy request on your behalf.
9. CALIFORNIA PRIVACY RIGHTS
California residents have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including the right to: know what personal information we collect and how it is used; access a copy of their personal information; correct inaccurate personal information; delete personal information (subject to certain exceptions); opt out of the sale or sharing of personal information for cross-context behavioral advertising; limit the use of sensitive personal information, where applicable; and non-discrimination for exercising these rights.
Response Timeline. ZaderFlo will respond to verifiable California privacy requests within 45 days of receipt. Where reasonably necessary, we may extend this period by an additional 45 days (90 days total) and will notify you of the extension within the initial 45-day period. Responses will be delivered free of charge, up to twice per 12-month period. We may need to verify your identity before responding to certain requests, and we reserve the right to deny requests we cannot verify. Please note that certain exceptions under applicable law may apply to deletion and correction rights.
Sensitive Personal Information. To the extent ZaderFlo processes sensitive personal information as defined under Cal. Civ. Code § 1798.121 (which may include call transcription content that incidentally references health conditions, finances, or similar matters), we use such information only to the extent necessary to provide the services requested by our business clients and for no secondary purpose. We do not use or disclose sensitive personal information for the purpose of inferring characteristics about consumers.
Shine the Light (Cal. Civ. Code § 1798.83). California residents may request information about whether we disclose personal information to third parties for their direct marketing purposes. ZaderFlo does not disclose personal information to third parties for direct marketing purposes.
As noted, ZaderFlo does not sell personal information, nor do we share personal information for cross-context behavioral advertising. To submit a California privacy request, contact privacy@zaderflo.com. If the request relates to a customer of one of our business clients, we will direct the request to the appropriate business client.
10. CALIFORNIA PRIVACY RIGHTS NOTICE FOR WEBSITE VISITORS
If you are a California resident and you want to make a privacy request regarding your personal information collected through our website or direct business relationship with ZaderFlo, you may contact:
Privacy Email: privacy@zaderflo.com
Phone: (818) 618-0902
Location: Los Angeles, California
11. DATA SECURITY INCIDENTS
If we confirm a security incident or unauthorized acquisition involving personal information processed by our systems, we will take reasonable steps to investigate, contain the issue, and provide notifications to affected business clients, individuals, or regulatory bodies in accordance with applicable legal timelines.
12. CHILDREN'S PRIVACY
Our website and services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will take reasonable steps to delete such information from our operational files.
13. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect operational or regulatory changes. When we update it, we will adjust the "Last Updated" date at the top of this document. For material changes, we will provide additional notice as required by applicable law, which may include posting a notice on our website. Continued use of our website or services after an update confirms your acknowledgment of the updated policy.
14. GOVERNING LAW AND JURISDICTION
This Privacy Policy is governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any disputes arising from or relating to this Privacy Policy or ZaderFlo's privacy practices shall be subject to the exclusive jurisdiction of the state and federal courts located in Los Angeles County, California. By using our services, you consent to the personal jurisdiction of such courts.
15. CONTACT US
For privacy questions, legal notices, or direct corporate requests, contact:
ZaderFlo Systems LLC
Location: Los Angeles, California
Compliance Email Office: privacy@zaderflo.com
Phone: (818) 618-0902