Privacy Policy

Introduction

This Privacy Policy applies to the ZadoAI website, products, applications, demonstrations, customer portals, communications and related services that link to this policy.

In this policy, “ZadoAI”, “Zado”, “we”, “us” and “our” refer to the organisation responsible for operating the ZadoAI platform.

Information We Collect

We may collect the following categories of information, depending on how you interact with us.

Information You Provide

• Name, job title and company name.
• Business email address and telephone number.
• Country, location and time-zone information.
• Enquiry, demo request, support request and communication details.
• Information about your ERP, accounting software, finance processes and automation requirements.
• Account and authentication information when you use a ZadoAI customer portal.
• Feedback, survey responses and event registration information.

Information Collected Automatically

• IP address, browser type, device type and operating system.
• Pages visited, links selected, referring website and interaction data.
• Date, time, duration and general location of a visit.
• Cookie identifiers and similar technology data.
• Application logs, diagnostics, security events and performance information.

Customer and Platform Data

When organisations use ZadoAI, the platform may process financial documents, invoices, receipts, journal data, transaction records and related business information on behalf of the customer.

For this information, the customer generally determines why and how the data is processed, while Zado acts as a service provider or data processor under the applicable customer agreement.

How We Collect Information

We may collect personal information:

• Directly from you through forms, emails, meetings, demonstrations and support communications.
• Through your use of our website, platform and applications.
• From your employer or organisation when it provides access to ZadoAI.
• From authorised integration partners, resellers and implementation partners.
• From publicly available business sources and professional networking platforms.
• Through cookies, analytics tools, server logs and comparable technologies.

How We Use Information

We may use personal information to:

• Respond to enquiries and provide requested information.
• Schedule product demonstrations and consultations.
• Prepare proposals, quotations and commercial agreements.
• Create, maintain and secure customer accounts.
• Deliver, operate, support and improve ZadoAI services.
• Integrate Zado with authorised ERP and accounting systems.
• Diagnose errors and improve system reliability.
• Prevent fraud, misuse, unauthorised access and security incidents.
• Communicate service updates, security notices and administrative information.
• Send marketing communications where legally permitted or where you have provided consent.
• Comply with legal, regulatory, contractual and audit obligations.
• Establish, exercise or defend legal claims.

Legal Bases for Processing

Where applicable law requires a legal basis, we may process personal information based on:

How We Share Information

We may share information only where necessary with:

• Hosting, cloud infrastructure and data-centre providers.
• Email, communication and customer support providers.
• Analytics, security, monitoring and fraud-prevention providers.
• ERP integration, implementation and technology partners.
• Professional advisers, auditors, insurers and legal counsel.
• Government, regulatory or law-enforcement authorities when required by law.
• A purchaser, investor or successor in connection with a merger, acquisition, financing or business restructuring.

We require service providers to process personal information only for authorised purposes and to apply appropriate confidentiality and security protections.

International Data Transfers

ZadoAI and its service providers may operate in multiple countries. Your information may therefore be processed in a country other than the country in which it was collected.

Where required, we use appropriate contractual, organisational and technical measures to protect personal information transferred across borders.

Enterprise customers may be offered edge-native, cloud-native or hybrid deployment models depending on their security, regulatory and data-residency requirements.

Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including:

• Providing products and services.
• Managing enquiries and customer relationships.
• Maintaining security and audit records.
• Complying with tax, accounting, contractual and legal requirements.
• Resolving disputes and enforcing agreements.

Retention periods may vary according to the type of data, customer instructions, contractual commitments, legal requirements and security needs.

When information is no longer required, we will delete, anonymise or securely isolate it in accordance with our retention procedures.

Data Security

We use administrative, technical and organisational safeguards designed to protect personal information against unauthorised access, alteration, loss, disclosure or destruction.

No method of internet transmission or electronic storage is completely secure. We therefore cannot guarantee absolute security, but we continually review and improve our safeguards.

Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information.
• Withdraw consent where processing is based on consent.
• Object to or request restriction of certain processing.
• Request a portable copy of eligible information.
• Opt out of direct marketing communications.
• Ask questions or raise a grievance regarding our processing of personal information.
• Lodge a complaint with an applicable data-protection or privacy authority.

Certain rights may be subject to legal exceptions, identity verification and limitations under applicable law.

Cookies and Similar Technologies

Our website may use cookies and comparable technologies to operate essential functions, remember preferences, understand website usage and improve user experience.

Cookie categories may include:

• Strictly necessary cookies.
• Preference and functionality cookies.
• Performance and analytics cookies.
• Marketing cookies, where permitted and consented to.

Where legally required, non-essential cookies will be used only after obtaining your consent. You may also control cookies through your browser settings.

Additional details should be provided in a separate Cookie Policy once the website’s final analytics, advertising and embedded-service tools are confirmed.

Children’s Privacy

ZadoAI is a business-to-business service and is not directed to children. We do not knowingly collect personal information from children through our website or services.

If you believe that a child has provided personal information to us, please contact us so that we can investigate and take appropriate action.

Third-Party Websites and Services

Our website may contain links to third-party websites, platforms and services. Their privacy practices are governed by their own privacy policies.

We are not responsible for the content, security or privacy practices of third-party services. We encourage you to review their policies before providing personal information.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our products, operations, service providers or legal requirements.

The updated policy will be posted on this page with a revised “Last updated” date. Where required, we may also provide additional notice through email, the Zado platform or another appropriate channel.