Privacy Policy

1. Overview

This Privacy Policy explains how NetZen AI, Inc. collects, uses, shares, and protects information in connection with NetZen AI, including our websites, hosted software, endpoint agent, integrations, support channels, documentation, and related services.

NetZen AI is a business-to-business platform for managed service providers and internal IT teams. Many organizations use NetZen AI to manage IT support, ticketing, endpoint diagnostics, automation, and support interactions for their personnel, customers, clients, or end users. When a customer uses NetZen AI, the customer controls the information it submits to the service and is responsible for providing any notices or permissions required for its users and managed environments.

2. Information we collect

The information we collect depends on how NetZen AI is used and configured. Google user data is limited to the Workspace and Calendar fields named in this section.

Google Workspace directory access is read-only. A Workspace super admin grants access to users and groups. NetZen AI reads the connecting admin's Workspace customer ID from that admin's user record. For each user, NetZen AI reads the name, email address, profile photo, and whether the account is suspended or archived. It reads groups and each user's group memberships to map people to sites and roles. An account lookup returns that person's name, email address, and whether the account is suspended or archived. NetZen AI does not create, edit, or delete Google users, groups, or group memberships.

A support agent may separately grant read-only access to events on calendars that agent owns. NetZen AI reads only out-of-office events on that agent's primary calendar and keeps only the start and end of each event. It does not read event titles or calendars the agent does not own, and it does not create, edit, or delete events.

NetZen AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. NetZen AI does not transfer Google Workspace or Calendar data to any AI or machine-learning service. The only Google-sourced fields an AI app connected by a customer can retrieve are described in section 4.

Microsoft 365 directory access reads users, groups, and group membership for the connected tenant so NetZen AI can keep the service-desk directory current. NetZen AI does not create, edit, or delete those Microsoft users, groups, or memberships. When the customer enables diagnostics, NetZen AI can also read service health, a user's assigned licenses, basic properties of messages in the ticket requester's mailbox (such as subject, sender, recipients, and time), and message trace results. Those diagnostic reads do not include the message body and are not used to send mail.

A connected Microsoft 365 support mailbox is a separate sign-in for that mailbox. NetZen AI reads new messages in that mailbox and sends replies from it so email can open and update tickets. NetZen AI stores the message content needed to create and thread those tickets. That mailbox connection does not open other mailboxes.

When the customer enables chat, NetZen AI receives and sends the support messages for the channels the customer connects, such as Microsoft Teams, Slack, or Pumble. When Microsoft Teams is enabled, NetZen AI can add and update the NetZen app in that customer's Teams catalog.

NetZen AI does not sell Google or Microsoft user data or use it for advertising, and does not use it to train general AI models. Google Workspace APIs are not used to develop, improve, or train non-personalized AI or machine-learning models. Google Workspace and Calendar data is kept in NetZen for the features described in this policy. Service providers that host and operate NetZen store it only for those features, and the customer's administrators and authorized users can see it inside NetZen.

The categories below are other customer, account, and website information. They are not additional Google user data.

• Account and contact information, such as names, business email addresses, phone numbers, company names, job titles, account credentials, and administrator details.
• Organization and user information, such as customer, client, site, team, agent, end user, role, and permission information.
• Support and ticketing information, such as tickets, ticket metadata, requester details, messages, notes, attachments, categories, priorities, statuses, time entries, service-level information, and conversation history.
• Endpoint and diagnostic information, such as device identifiers, operating system details, application inventory, device health, network status, configuration details, diagnostic results, security signals, logs, and agent activity needed to provide monitoring, troubleshooting, automation, and support features.
• Knowledge and workflow information, such as articles, documents, runbooks, knowledge-base content, workflow configuration, automation settings, and approval settings.
• Integration information, such as connected ticketing systems, communication tools, identity providers, knowledge-base systems, cloud services, API tokens, OAuth grants, webhook events, and configuration metadata.
• Billing and commercial information, such as plan, subscription, trial, invoice, payment status, and transaction metadata. Payment card or bank details may be processed by payment providers and are not intended to be stored directly by NetZen AI.
• Website and usage information, such as pages visited, forms submitted, device and browser information, IP address, approximate location, analytics events, referral information, cookies, local storage identifiers, and similar technical data.
• Communications with us, such as contact forms, support requests, emails, demos, calls, feedback, and other messages sent to NetZen AI.
• Partner program information, such as the name, email, firm, website, LinkedIn profile, location, services, regions and listing page a partner gives in their partner profile, and the version of the partner terms they accepted. We use it to run the partner program; an active partner’s profile is shown on netzenai.com, on their own profile page and in our partner directory, unless they choose not to be shown.
• Requests to work with a partner: when you ask to hire a partner through their profile, we share your name, email, company, company size, what you need and your message with that partner so they can contact you, and keep a copy to run the partner program.

3. How we use information

NetZen AI uses information to provide, secure, operate, support, and improve the service and to communicate with customers and users.

Google Workspace and Calendar data is used only to provide the directory, site and role mapping, account lookup, and out-of-office features described in this policy. It is not used to analyze feature usage, measure product quality, or improve NetZen AI generally.

• Provide the service, including account access, ticketing, endpoint monitoring, diagnostics, knowledge retrieval, automation, reporting, integrations, and support-channel workflows.
• Process requests and support conversations, including routing, classifying, summarizing, searching, drafting responses, and helping support teams resolve issues.
• Run endpoint diagnostics, health checks, application workflows, and authorized automation requested or configured by customers.
• Maintain security, prevent abuse, troubleshoot issues, investigate errors, enforce terms, and protect customers, users, NetZen AI, and the service.
• Administer subscriptions, trials, billing, customer support, onboarding, notices, product updates, and business communications.
• Analyze service performance, reliability, feature usage, and product quality so we can maintain and improve NetZen AI.
• Comply with law, legal process, contractual obligations, and requests from customers acting as controllers or administrators of their own data.

4. AI and customer data

NetZen AI does not use private information, customer data, support tickets, endpoint data, knowledge-base content, support conversations, or similar customer-provided content to train general AI models or for unrelated purposes. Google Workspace APIs are not used to develop, improve, or train non-personalized AI or machine-learning models. NetZen AI does not transfer Google Workspace or Calendar data to any AI or machine-learning service.

NetZen AI may process other customer data through AI-assisted features to provide the service to that customer. For example, the service may use information from tickets, endpoints, conversations, or knowledge bases to generate summaries, suggest responses, retrieve relevant articles, identify diagnostics, recommend next steps, automate routine tasks, and support service reliability and safety.

Customers remain responsible for deciding what information they submit to the service, how they configure AI-assisted workflows, and whether human review is required for particular outputs or actions.

AI apps you connect. NetZen AI does not share customer data with any outside AI app, assistant or model provider on its own. A customer may choose to connect an AI app, such as Claude or ChatGPT, to NetZen AI through our Model Context Protocol (MCP) connector. Each person connects an AI app with their own NetZen sign-in and consents on a NetZen screen that names the app receiving access. Every request from a connected AI app runs as that person, with the same role, client and site permissions and audit trail as the NetZen app, and the AI app receives only the records the person asks it to retrieve, such as the tickets, devices, automation results or billing records they could already open in NetZen. Information an AI app receives is then handled under that provider's own terms and privacy policy, not ours. Administrators can see every active connection in NetZen and revoke it at any time.

Google Workspace and Calendar data and connected AI apps. A connected AI app cannot read Google group memberships, profile photos or out-of-office events. When the signed-in person asks a connected AI app to find a colleague or an end user to assign or route support work, the app receives that person's name, work email address, NetZen role and whether their NetZen account is active, as they appear in NetZen, which may have been added through a connected Google Workspace directory. This happens only at the request of the signed-in person, with their consent, to provide that support feature.

5. How we share information

NetZen AI does not sell customer data. We share information only as needed to provide and protect the service, operate our business, comply with legal obligations, or follow customer instructions.

Google Workspace and Calendar data is not shared with analytics providers, advertising services or the customer's other integrations, and NetZen AI does not send it to AI services. The only Google-sourced fields a connected AI app can retrieve, at the signed-in person's request, are described in section 4. Service providers that host and operate NetZen store that data only to provide the features described in this policy. The customer's administrators and authorized users can see it inside NetZen.

• With service providers that help us host, secure, monitor, support, communicate, bill, or operate NetZen AI.
• With third-party integrations authorized by the customer, such as communication platforms, identity providers, security and backup tools, accounting systems, and other connected services.
• With AI apps that a customer's user connects to NetZen AI, limited to the records that user asks the app to retrieve, as described in section 4.
• With customer administrators and authorized users according to the customer's configuration, roles, permissions, and workflows.
• With professional advisors, auditors, insurers, or legal representatives where reasonably necessary for business, compliance, security, or legal purposes.
• In connection with a business transaction such as a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality protections.
• When required by law, legal process, or government request, or when we believe disclosure is necessary to protect rights, safety, security, or the integrity of the service.

6. Cookies and analytics

Our websites and applications may use cookies, local storage, pixels, analytics tools, and similar technologies to remember preferences, measure usage, improve performance, understand marketing effectiveness, and protect the service.

On netzenai.com we use Google Analytics, Google Ads, the LinkedIn Insight Tag and Apollo to see which pages, ads and companies bring visitors and partner applications. They use cookies and similar identifiers, and LinkedIn and Google may use them to show you ads. For visitors in the European Economic Area, the United Kingdom and Switzerland, Google Analytics runs without cookies and the LinkedIn Insight Tag is not loaded. You can opt out of LinkedIn ads based on website visits in your LinkedIn ad settings (linkedin.com/psettings/advertising), and of Google ad personalization at myadcenter.google.com.

You may be able to control cookies through your browser settings. If you disable certain technologies, some website or service features may not work as intended.

7. Security

NetZen AI uses administrative, technical, and organizational safeguards designed to protect information. These safeguards may include access controls, encryption, authentication, monitoring, logging, secure development practices, and operational controls.

No system can be guaranteed to be completely secure. Customers are responsible for their own accounts, devices, networks, users, endpoint environments, third-party integrations, permissions, and security configurations.

8. Retention

NetZen AI retains information for as long as reasonably necessary to provide the service, maintain business records, support customers, meet legal and contractual obligations, resolve disputes, prevent abuse, and protect the service.

Retention periods may vary depending on the type of information, customer configuration, service settings, legal requirements, backup schedules, security needs, and whether the information is controlled by a customer. Customers may request deletion or export of customer-controlled data as supported by the service or applicable agreement.

Connected AI apps hold short-lived credentials: an access token expires after one hour and a refresh token after 30 days, and both stop working as soon as the connection is revoked or the person's account is disabled. Each connection, each tool call made through it and each revocation is recorded in the customer's audit log, which is kept with the customer's other account records.

9. Customer-controlled data

When NetZen AI processes information on behalf of a customer, the customer determines what information is submitted, which users and devices are included, which integrations are connected, and how the service is configured. If you are an end user, employee, contractor, or client of a NetZen AI customer, please contact that customer first for questions about information they control.

NetZen AI may assist customers in responding to access, correction, export, deletion, or similar requests, subject to authentication, security, technical feasibility, legal requirements, and applicable agreements.

10. Your privacy rights and choices

Depending on where you live and how you interact with NetZen AI, you may have rights to request access to personal information, correction of inaccurate information, deletion, portability, restriction, objection, or withdrawal of certain permissions.

To make a request, contact us at support@netzenai.com. We may need to verify your identity and determine whether NetZen AI or one of our customers is responsible for responding to the request. Some information may be retained where required or permitted for security, legal, billing, fraud-prevention, backup, or legitimate business purposes.

11. International processing

NetZen AI and our service providers may process and store information in countries other than where customers or users are located. We take steps designed to protect information in accordance with this Privacy Policy and applicable contractual commitments.

12. Children's privacy

NetZen AI is intended for business use and is not directed to children. We do not knowingly collect personal information from children through our websites or services. If you believe a child has provided information to NetZen AI, contact us at support@netzenai.com.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If changes are material, we will take reasonable steps to provide notice, such as posting the updated policy, updating the effective date, or notifying account administrators.

14. Contact

Questions or requests about this Privacy Policy may be sent to support@netzenai.com.