Privacy Policy

1. Our roles

Zube Tech, Inc. determines the purposes and means of processing for this website and its own business contacts and acts as a controller or equivalent business for that information. For personal information a customer supplies or generates through contracted AI services, the customer generally decides why it is processed and the relevant Zube company processes it as a processor or service provider on that customer's documented instructions.

The applicable signed customer agreement and data protection terms govern customer service data. Customer-specific documented arrangements and instructions accepted through the process permitted by that agreement may set different practices, subject to applicable law. This policy does not change a signed agreement or remove anyone's statutory privacy rights.

2. Information we handle

Website, business contacts, and applicants

We receive information you provide in an inquiry, email, meeting request, or job application, such as your name, work contact details, organization, message, meeting details, application materials, and related correspondence. Our website and service providers may also receive IP address, browser and device details, pages viewed, referring page, and timestamps.

Booking links open Google Calendar, and careers links open Google Forms; those services may collect information under their own privacy notices. We receive information you submit to us or make available to us through those tools.

Customer-directed AI services

Depending on the customer's deployment, we may process contact and lead details, CRM records, messages and emails, interaction records, transcripts, summaries, generated insights, and call recordings where calls are recorded. The customer determines the channels used and is responsible for its own notices and lawful basis for contacting people. Recording and notice practices depend on the deployment and applicable law.

3. Why we use information

For our own activities, we use information to operate and secure the website, identify and respond to business interest, arrange and follow up on meetings, manage business relationships, consider applications, communicate with candidates, and comply with legal duties. Where UK or EEA law applies, the basis depends on the purpose: our legitimate interests in these business and security activities where your interests do not override them; steps toward or performance of a contract where you personally are a party; compliance with a legal obligation; or consent where required. You may withdraw consent for consent-based processing without affecting earlier lawful processing.

We process customer service data to provide the services described in the applicable agreement and on the customer's documented instructions. We do not use customer data to train AI models. Within a customer's contracted service and instructions, we may qualitatively review that customer's transcripts and other interactions, advise that customer on improvements, and fill gaps in its knowledge base. This does not grant general use of customer data for our unrelated purposes or across customers.

4. Sharing and international processing

Authorized personnel and providers supporting hosting, security, communications, booking, recruitment, and customer services may access information as needed for those activities. We may disclose information where law requires it. Our customer service providers are described on our sub-processors page; a customer's enabled integrations can add recipients selected by that customer.

Information may be processed outside your country. Hosting in London does not mean all processing stays in the UK: AI inference can be UK-only or global depending on the provider, configuration, and customer arrangement. Where international transfers are restricted, we address them under applicable law and the relevant customer data protection terms, including any required transfer safeguards.

5. Retention and security

We keep our own website, inquiry, business contact, technical, and recruitment records for as long as needed for the purpose collected, taking account of our relationship with you, security, legal obligations, and potential disputes. We then delete or anonymize them when no longer needed, unless law requires further retention. We use technical and organizational measures appropriate to the information and risks involved.

Customer service data follows the applicable contract, documented customer-specific instructions or arrangements accepted under it, and law. Under our standard arrangements:

• Service ends without renewal: We delete the customer's service data when the contract ends without renewal, subject to applicable law and the customer's agreement.
• Ongoing contract of at least six months without a connected CRM: We retain service data while the service continues, with no routine rolling deletion. End-of-service deletion, rights requests, law, and applicable customer instructions still apply.
• Contract of at least six months with a connected CRM: We delete Zube's copy of an end customer's conversation data and generated insights 60 days after the last contact from that end customer, only after all of that person's conversation data and generated insights have been successfully written to the customer's CRM. A new contact from that person resets the 60-day period. If the CRM write is incomplete or unsuccessful, that deletion condition has not been met.

The customer's CRM copy remains after deletion of Zube's copy; Zube may later retrieve it to provide the contracted service on the customer's instructions. We do not use the CRM write date or a Zube outbound message to start the 60-day clock. Customer-specific terms may differ as described above.

6. Cookies and similar technologies

This website does not currently use optional analytics, advertising, or visitor-identification tracking. It uses technologies needed for its operation. Third-party booking and application pages may use their own technologies under their notices. You can use browser settings to block or delete cookies and similar storage, though some features may be affected. Where applicable law requires a choice or consent for a technology, your rights under that law apply.

7. Your rights

Depending on the law that applies, you may request access, correction, deletion, restriction, objection, or portability of your information, withdraw consent, or exercise other applicable privacy choices. These rights may have legal conditions and exceptions. Contact info@getzube.com for information we control. We will verify and handle requests as required by applicable law. You may also complain to a relevant privacy regulator, including the UK Information Commissioner's Office if UK law applies.

For information we process on a customer's behalf, that customer generally handles rights requests and we assist as required by its agreement and law. Contact the business that contacted you where possible. If you do not know who it is, email us with enough context to help identify and route your request, without sending unnecessary sensitive information. Customer contracts or communications cannot waive statutory privacy rights.

8. Changes to this policy

We may update this policy as our practices change and will post the revised version and date here.