ZaderFlo ("ZaderFlo," "we," "us," or "our") provides connected business systems for service businesses, including Visibility Systems, Conversion Systems, Workflow Systems, custom websites, and the Bibiana™ ecosystem.
This Privacy Policy explains how we collect, use, process, store, and share information through our website and Services, including currently available Bibiana services such as BibianaBooking™ and BibianaBilling™, related calls and texts, automated workflows, invoice-drafting workflows, website interactions, and system integrations.
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, billing, communication, and workflow information processed on behalf of our business clients. 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, service menu, workflow, website, visibility, and system configuration preferences.
We use this information to communicate with the business, provide Services, process ZaderFlo billing, configure systems, and provide customer support.
1.2 Customer, Booking, Billing, and Workflow Information
When BibianaBooking™, BibianaBilling™, or our workflow systems help a business handle calls, bookings, invoice workflows, or customer communication, we process customer and operational information on behalf of that business, including:
Customer name, phone number, and email address.
Requested service, job or service details, appointment date, time, and appointment notes, where applicable.
Pricing, discounts, invoice and due-date information, approval status, and related invoice-draft details when BibianaBilling™ is used.
Text message interactions, communication preferences, call or message details, workflow status, document-generation information, and delivery details needed to complete the configured Service.
This information is processed on behalf of the business using our Services. ZaderFlo processes it primarily to provide booking, scheduling, communication, invoice drafting, owner review and approval workflows, document generation and delivery after approval, and related workflow support as necessary to deliver Services to our clients.
1.3 Call Information and Transcriptions
When BibianaBooking™, BibianaBilling™, or other configured ZaderFlo systems handle or assist with calls, we may process:
Caller phone number, date, time, duration, and call routing information.
Text transcription of the conversation and appointment-, job-, billing-, or workflow-related information collected during the call.
Persistent voice-audio retention is not part of ZaderFlo's standard service configuration unless expressly enabled for a particular service. Depending on the approved configuration, live audio may be monitored, processed, recorded, or transcribed by telephony, conversational-AI, and speech-to-text providers for call routing, transcription, security, troubleshooting, and service delivery. ZaderFlo may retain text transcriptions and structured call data as described below. If persistent audio recording is enabled for a service, the applicable business and disclosure configuration must accurately state that practice.
1.3.1 Calls to ZaderFlo Demonstration and Business Lines
When you call a telephone number operated directly by ZaderFlo, including a Bibiana demonstration or test line, ZaderFlo may act as the business receiving the call rather than solely as a processor for a client. Before an automated assistant is connected, the call flow is designed to play a disclosure regarding monitoring, processing, recording, or transcription applicable to the configuration. Where the configured disclosure states that continued participation signifies consent, continuing after the disclosure may be treated as your agreement, subject to applicable law. Your call information, text transcription, and information you provide may be processed to demonstrate the service, respond to your inquiry, troubleshoot, maintain security, and evaluate service quality. If you do not consent, end the call and contact hello@zaderflo.com instead.
The business identity may be announced when the automated assistant answers. Demonstration calls are not intended for emergencies or for submitting medical, financial-account, government-identification, or other highly sensitive information.
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, including name, business name, email address, telephone number, selected interests, and free-text content. Do not submit medical information, financial-account credentials, government-identification numbers, or other highly sensitive information through the contact form.
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 information, customer records, service or job details, and billing or invoice 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 Bibiana™ services and related workflow systems, and, where persistent audio recording is expressly enabled for a particular service, the associated call audio.
Category I – Professional or Employment-Related Information: Business role, service preferences, and account configuration details provided by business clients.
Category K – Inferences: Service, scheduling, billing, and workflow preferences derived from interaction history to support system configuration.
We do not use voiceprints, speaker-recognition templates, facial geometry, or other biometric identifiers to identify individuals. We also do not collect Social Security numbers, financial account credentials, precise geolocation, racial or ethnic origin, or religious beliefs as part of our standard service operations.
2. HOW WE USE INFORMATION
We use collected information as necessary to:
Provide, configure, and operate ZaderFlo business systems, including websites, Visibility Systems, Conversion Systems, Workflow Systems, and Bibiana services.
Provide automated booking, scheduling, and call-handling functionality and process customer communications.
Capture appointment details and sync bookings with calendars or workflow tools.
Prepare and structure invoice drafts, track owner review and approval status, and support document generation and customer delivery after approval when BibianaBilling™ is configured.
Organize customer, booking, billing, and workflow information for client access and send service-related communications, updates, and customer support.
Troubleshoot technical issues, maintain platform security, improve service performance, and prevent fraud, spam, or misuse.
Manage ZaderFlo billing and accounts and 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, invoice drafting, document workflows, visibility and website workflows, and related operations. These systems are designed for routine business administration, communication, booking, billing support, and operational workflows.
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 Bibiana™ or ZaderFlo's automated systems for urgent health issues, 911 emergencies, legal deadlines, financial, accounting, tax, or investment advice, or any safety-critical situation.
Business clients remain responsible for reviewing their own calendars, invoice drafts, pricing, 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.
Providing notice and obtaining consent where required for monitoring, recording, transcription, or other processing of communications, including under California Penal Code sections 632 and 632.7.
Maintaining their own privacy policies, terms of use, notices, disclosures, and consent mechanisms for their websites and customers as appropriate for their business and as required by applicable law, including when ZaderFlo prepares or technically implements standard policy templates or consent mechanisms on the client's behalf.
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, digital messaging, document generation and delivery, and related system integrations. 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)
- Contact-form processing services (examples include: Formspree)
- Website analytics and performance services (examples include: Lovable platform analytics, when enabled)
- Speech-to-text and voice synthesis services (examples include: Deepgram, Vapi, Amazon Web Services)
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:
Customer, booking, billing, and workflow data: Maintained for the active service period, plus up to 90 days after cancellation for reconciliation purposes.
- Website contact-form submissions: generally retained for up to 24 months after the inquiry or last substantive interaction, unless a shorter period is requested or a longer period is reasonably required for an active business relationship, legal obligation, security, or dispute.
- Website analytics and performance records: generally retained for up to 12 months when analytics is enabled, subject to shorter platform settings and deletion or aggregation where reasonably practicable.
Call and text transcriptions: Maintained for up to 12 months for quality review, troubleshooting, service or workflow verification, and dispute resolution.
Call audio, where persistent audio recording is expressly enabled for a particular service: retained no longer than the associated transcription retention period, and deleted or aggregated sooner where the configuration or platform settings so provide.
ZaderFlo business 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. For Client Personal Information processed on behalf of a business client, the retention and deletion terms of the applicable Data Processing Addendum control over this section.
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 or workflow content that incidentally contains information qualifying as sensitive personal information), 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.
9.1 Browser Privacy Signals and Third-Party Collection
Do Not Track. Some browsers transmit a Do Not Track signal. Because there is no uniform industry standard governing these signals, our website does not currently alter all processing solely in response to a Do Not Track signal. You may use the website cookie controls and browser settings described in this Policy.
Global Privacy Control. ZaderFlo does not sell personal information or share it for cross-context behavioral advertising. Where legally applicable and technically detectable, we treat a recognized Global Privacy Control signal as a request to opt out of sale or sharing for the browser or device sending the signal.
Third-Party Collection. Service providers described in Section 5 may collect technical information through our website to provide hosting, security, contact-form processing, and analytics functions on our behalf. We do not authorize unrelated third parties to collect personal information across different websites over time for their own cross-context behavioral advertising through the ZaderFlo website.
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. To the extent a privacy dispute arises from or relates to ZaderFlo Services or a business-client relationship governed by ZaderFlo's Terms of Service or a separately executed written agreement, the applicable dispute-resolution provisions of those Terms or agreement will govern, including any valid arbitration provision. Nothing in this Privacy Policy limits any privacy right or remedy that cannot lawfully be waived. For matters not subject to an applicable dispute-resolution agreement and requiring court proceedings, the parties consent to the jurisdiction of the state and federal courts located in Los Angeles County, California.
15. CONTACT US
For privacy questions, legal notices, or direct corporate requests, contact:
ZaderFlo
Location: Los Angeles, California
Compliance Email Office: privacy@zaderflo.com
Phone: (818) 618-0902