Privacy Policy

1. Who we are and what this policy covers

Zevani ("Zevani," "we," "us," or "our") provides an automated phone receptionist service for local service businesses. Zevani is run by its founder, Zac. You can reach us at [email protected].

This Privacy Policy explains how we handle personal information in connection with:

• our website, zevani.ai, including the founding-customer application form;
• businesses that use Zevani ("customers") and the people we work with at those businesses;
• people who call a phone number that Zevani answers for one of our customers ("callers");
• owners and staff of local businesses we contact about Zevani; and
• anyone who emails or otherwise communicates with us.

When Zevani answers a call for a customer, we handle the caller's information on that customer's behalf in order to provide our service to them. The business you called decides how to follow up with you, and its own privacy practices apply to how it uses the information we send it.

Our Terms of Service explain the rules for using Zevani.

2. Information we collect

Website visitors

zevani.ai does not use analytics, advertising, or tracking scripts or cookies. Our website is hosted and protected by Cloudflare. As with any website, Cloudflare receives technical information when you visit, such as your IP address, browser and device information, the pages you request, and the time of each request. Cloudflare uses this information to deliver and secure the site, and it may use strictly necessary security measures described in its own documentation.

Founding-customer applications

If you apply through our website, we collect what you enter: your business name, your name, email address, phone number, website (optional), industry, city and state, the kind of help you want (for example, missed calls or after-hours calls), and any notes you add. The form sends your application to us as an email. The website does not store applications in a database. The email stays in our inbox until we delete it. Submissions caught by the form's automatic spam check are discarded and not sent.

Customers

When a business works with us, we collect:

• Contact and account information: the names, email addresses, and phone numbers of the people we work with, and the business's name, address, website, and phone numbers.
• Business information for the receptionist: hours and holiday hours, locations, services offered and not offered, service area, pricing statements, statements the receptionist may or must not make, how to handle appointment and callback requests, emergency and urgent-request guidance, other instructions, the receptionist's name and voice, the phone number Zevani answers, and the email address where call summaries should go.
• Agreement and billing records: your plan and agreement details, payment status, and invoices or payment confirmations. Payments go through our payment processor. We do not receive or store full payment card numbers.
• Usage records: call counts and dates, call lengths and billable minutes, service costs, and quality and performance measurements (for example, response times and how often the receptionist had trouble understanding a caller).
• Communications: emails and other messages you send us, including support requests.

Callers

When you call a number Zevani answers, we collect:

• Your phone number (caller ID), as provided by the phone network.
• What is said on the call. Our telephone provider converts speech into text during the call. We keep a written transcript of the conversation, including the receptionist's responses.
• Information you give, such as your name, phone number, email address, the service you need, appointment or callback requests, and anything else you choose to share.
• Call details, such as the date and time, the call's length, the business you called, our telephone provider's call identifier, whether you asked to speak with a person, whether the receptionist could hear you clearly, and whether you described a possible emergency.
• Technical quality information, such as response times and speech-recognition confidence.

We do not make audio recordings of calls.

Businesses we contact

We contact local service businesses that may benefit from Zevani. To do this, we collect business contact information from public sources: business listings from Google Maps Platform and the business's own website. This can include the business name, industry, address or area, public phone number, website, and a publicly listed email address. We keep records of the emails we send, the replies we receive, delivery failures, opt-out requests, and any calls we schedule with you.

Google account data

Zevani's internal software connects to Google accounts that Zevani owns so we can send and receive email and schedule calls. Section 6 describes exactly what we access and how we use it.

3. How we use information

We use the information described above to:

• answer calls for our customers, respond using the business information they approved, take down caller requests, and send call summaries;
• set up, test, maintain, and support each customer's receptionist;
• monitor quality, fix problems, and improve the service, including by reviewing transcripts of calls that did not go as intended;
• review applications and communicate with applicants, customers, and people who contact us;
• manage agreements, billing, and usage records;
• contact businesses about Zevani and honor opt-out requests;
• protect the security of our service, prevent misuse, and protect callers, customers, and Zevani; and
• comply with legal obligations and enforce our agreements.

We do not sell personal information, and we do not use it for targeted advertising.

4. AI and automated processing

Zevani uses artificial intelligence to run its receptionist and some internal tools.

• During calls. The text of what a caller says is sent to Anthropic's Claude AI model, along with the business information our customer approved. The model generates the receptionist's replies, which our telephone provider converts into speech. The model also writes the short call notes included in call summaries. The caller's phone number (caller ID) is not sent to the AI model.
• Built-in safeguards. Some behavior is enforced by fixed rules, not left to the AI model. The receptionist identifies itself as automated when it answers. If a caller describes a possible emergency, the receptionist tells them to call 911. The receptionist does not decide whether a business will serve a caller. It passes requests to the business to follow up.
• Internal tools. We use Anthropic's AI models to help us prepare for sales conversations. For example, they summarize a business's public website, draft preparation notes, and summarize replies to our emails. A person at Zevani reviews these outputs, and they do not send messages on their own. We sort email replies (for example, into interested, not interested, or opt-out) with fixed rules, not AI.
• No training on your data. We do not use caller, customer, or Google user data to train AI models. Anthropic's commercial terms, which govern our use of its models, do not permit Anthropic to train its models on the content we send.

AI output can be wrong or incomplete. Our Terms of Service explain these limits.

5. Phone calls answered by Zevani

• You are told it is automated. When it answers, the receptionist says it is the business's automated receptionist.
• No audio recordings. Our telephone provider, Twilio, converts speech into text during the call. We store the text transcript, not audio.
• What the business receives. After the call, we save a record of it and email a summary to the business's chosen address. The summary can include your name, phone number, and email address if you gave them, the service you asked about, any appointment or callback request, the number you called from, notes from the call, and whether you described a possible emergency. The summary does not include the full transcript.
• Appointments are requests. A time you ask for is sent to the business as a request. Nothing is booked on a calendar, and the business must confirm with you.
• Emergencies. If you describe a situation such as a gas leak, carbon monoxide alarm, fire, electrical danger, or medical emergency, the receptionist tells you to get to safety and call 911. Zevani does not contact emergency services. The summary tells the business about the possible emergency.
• Speaking with a person. The receptionist cannot transfer calls. If you ask for a person, it records your request so the business can call you back.
• Our telephone provider. Twilio handles call audio and call records (such as phone numbers and call times) to connect and process calls, and it keeps its own records under its own policies.

To access, correct, or delete information from a call, contact the business you called, or email us at [email protected]. We may need to work with that business to handle your request.

6. Google user data (Gmail and Google Calendar)

This section explains how Zevani accesses, uses, stores, and shares data obtained through Google APIs.

Whose Google accounts we connect

Zevani's internal software uses Google's OAuth authorization to connect only to Google accounts that Zevani owns and operates. We use these accounts to send our outreach emails and customer call summaries and to schedule sales calls. We do not ask customers, callers, or website visitors to connect their Google accounts. The receptionist never accesses a customer's or caller's Gmail or Google Calendar.

Because these accounts send and receive email, the Google user data we handle includes information about people and businesses who correspond with them. For example, it includes a business owner who replies to one of our emails.

Permissions we request and why

How we use Google user data

We use Google user data only to provide these features: sending our emails; finding replies, delivery failures, and opt-out requests (so we stop emailing anyone who asks); keeping records of what we sent; and scheduling calls. From Gmail, we retrieve only messages in threads that Zevani started and delivery-failure notices. We do not import or analyze the rest of the mailbox.

What we store

We store the following on computers operated by Zevani:

• Google authorization tokens, encrypted using the operating system's built-in encryption, and the list of permissions granted;
• the connected account's email address;
• for messages we send: the recipient's email address, Gmail message and thread identifiers, the time and delivery status, and a fingerprint (hash) of the subject and body;
• for replies and delivery-failure notices that match our emails: the message text, Gmail message and thread identifiers, the time received, and our classification of the message (for example, interested, opt-out, or bounce);
• identifiers of messages we have already processed, so we don't process them twice;
• the ID and name of the calendar we selected, and the time and Google Calendar event ID of calls we schedule; and
• notes and summaries produced by our internal tools from reply text (see Section 4).

Sharing and transfers

• We do not sell Google user data.
• We do not use or transfer Google user data for advertising, including retargeting or interest-based advertising. We do not transfer it to data brokers or information resellers, and we do not use it to determine creditworthiness or for lending.
• We do not use Google user data to develop, improve, or train generalized AI or machine-learning models.
• We transfer Google user data only as needed to provide the features described above:
  • Anthropic (AI processing). When a Zevani team member uses our internal AI tools, such as preparing follow-up notes, preparing a proposal, or generating a business briefing, the text of relevant email replies may be sent to Anthropic's Claude API to produce that output for us. Anthropic's commercial terms do not permit it to train models on this content.
  • Brevo (email delivery). We send outreach emails through Gmail, and they are delivered to recipients through Brevo's email relay. Brevo also tells us about opt-out requests.
• We may also disclose Google user data if required by law, to protect the security of our systems or investigate abuse, or as part of a merger, acquisition, or sale of assets, with any notice or consent that applicable law and Google's policies require.
• Only Zevani personnel who operate these accounts view this data, to run our outreach, support customers, and handle security or legal matters.

Revoking access and deleting data

A Google account holder can revoke an app's access at any time at myaccount.google.com/permissions. Zevani can remove access to its own accounts the same way. Our software's Gmail disconnect option also asks Google to revoke the authorization and deletes the stored token.

If you corresponded with one of our accounts and want us to delete Gmail-derived records about you, such as a stored reply, email [email protected]. We handle these requests manually. We will delete those records unless we need to keep them for a legal reason. If you asked us to stop emailing you, we will keep your email address on our do-not-contact list so we can keep honoring that request.

7. How we share information

We share personal information only as described in this policy:

• With the business you called. Call summaries and call records go to the customer whose number you called.
• With service providers who process information for us to run Zevani:

• For legal and safety reasons. We may disclose information if we believe it is required by law or legal process, or needed to protect the rights, property, or safety of Zevani, our customers, callers, or others.
• In a business transfer. If Zevani is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this policy.
• With your permission. We may share information in other ways if you ask us to or agree.

We do not sell personal information, and we do not share it for cross-context behavioral or targeted advertising.

8. Data retention

We keep personal information as long as we need it for the purposes in this policy. For example, we keep it while we provide service to a customer, to maintain business and billing records, to resolve disputes, and to meet legal obligations.

We do not currently delete call records, transcripts, outreach records, or application emails on an automatic schedule. They are kept until we delete them, which we do on request (see Section 10) or when we decide they are no longer needed. In particular:

• Call records and transcripts are kept with the customer's records until the customer asks us to delete them or we delete them.
• Application emails stay in our inbox until deleted.
• Our do-not-contact list is kept so we can keep honoring opt-out requests.
• Google authorization tokens are kept until the account is disconnected, or the authorization is revoked or expires.

Copies held by our service providers follow their own retention practices. Emails that have already been delivered, such as call summaries in a customer's inbox, are controlled by the recipient.

9. Data security

We use reasonable safeguards for a business of our size, including:

• HTTPS encryption for our website and for call events delivered to our systems;
• checking the signature on each incoming call request to confirm it came from our telephone provider before we process it;
• routing each call only to the business that owns the dialed number, and keeping each business's call records tied to that business;
• using Google's secure OAuth authorization process, and storing Google authorization tokens with the operating system's encryption; and
• limiting access to operational data to Zevani personnel who need it.

No method of transmitting or storing information is completely secure, and we cannot guarantee absolute security. If we learn of a security incident affecting your personal information, we will notify you as required by applicable law.

10. Your choices and requests

• Opting out of our emails. Each outreach email explains how to opt out, for example by replying "unsubscribe." When you opt out, we add your email address to our do-not-contact list.
• Access, correction, and deletion. You can ask to access, correct, or delete personal information we hold about you by emailing [email protected]. We handle requests manually. We may need to verify your identity. If your request is about a call, we may need to work with the business you called. We may keep some information when we have a legal or legitimate reason to, such as billing records or our do-not-contact list.
• Privacy rights where you live. Depending on where you live, you may have additional rights under applicable law, such as the right to know, access, correct, or delete personal information, or to appeal our decision on a request. We will honor these rights as required by the laws that apply to us, and we will not discriminate against you for using them.
• Customers. To update your business information or the address where call summaries are sent, contact us.
• Google access. See Section 6 for how to revoke Google access.

11. Cancellation and deletion

When a customer cancels, service ends at the end of the current paid period, and we stop answering calls for that business's number. Cancelling does not automatically delete the business's records.

An authorized contact can ask us to delete the business's profile, call records, and transcripts by emailing [email protected]. Zevani deletes records manually. We may keep agreement, billing, and payment records, and information we need for legal, security, or dispute purposes. Call summaries already emailed to the customer remain in the customer's own inbox.

12. Children's privacy

Zevani is a service for businesses and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us at [email protected] and we will delete it.

13. Where information is processed

Zevani is based in the United States, and our service is intended for businesses in the United States. We and our service providers process and store information in the United States, and some providers may also process information in other countries where they operate.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page with a new effective date. If we make material changes, we will also notify our customers by email.

15. Contact us

For privacy questions or requests, email [email protected]. You can also reach our founder directly at [email protected].

See also our Terms of Service.