Privacy Policy

Last updated: November 8, 2026

1. Introduction

AgentZap ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered appointment scheduling and customer service platform.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide, including:

  • Name, email address, and phone number
  • Business name and address
  • Payment and billing information
  • Account credentials
  • Communication preferences

2.2 Usage Data

We automatically collect certain information when you use our services:

  • Device and browser information
  • IP address and location data
  • Usage patterns and feature interactions
  • Call recordings and transcripts (with consent)
  • Appointment and scheduling data

3. How We Use Your Information

We use the collected information to:

  • Provide and maintain our AI receptionist services
  • Process appointments and scheduling requests
  • Improve and personalize user experience
  • Send service updates and marketing communications
  • Analyze usage patterns and optimize performance
  • Comply with legal obligations
  • Prevent fraud and ensure security

4. Data Sharing and Disclosure

We may share your information with:

  • Service Providers: Third-party vendors who assist in operating our platform (e.g., cloud hosting, payment processing, analytics)
  • Integration Partners: When you connect third-party services (CRMs, calendars, etc.) through our integrations
  • Legal Requirements: When required by law or to protect our rights
  • Business Transfers: In connection with mergers, acquisitions, or asset sales

We do not sell your personal information to third parties. Mobile numbers and text-message consent are handled separately, as described in section 5.

5. Text Messages (SMS)

AgentZap sends text messages in two programs. Each needs its own consent, given by ticking an unchecked box. Consent to texts is never a condition of buying or using AgentZap. Giving us a phone number for any other reason (for example, when you create an account) is not consent to texts.

5.1 Demo and enquiry texts. If you tick the optional text-message box on a demo, sign-up or contact form, we text that number only about your request (for example, a demo confirmation, a reminder or a reply to your enquiry).

5.2 Call alert texts for AgentZap customers. If you are an AgentZap customer, or a team member of one, you can choose to get a text when our AI receptionist takes a message from a caller for your business. These texts are off by default. You turn them on yourself, for your own mobile number: in the AgentZap dashboard if you are an admin of your business (Settings › Notifications › SMS Notifications), or on a personal opt-in page your business sends you. You enter your number and tick an unchecked box agreeing to receive them. We text a one-time code to that number to check that it is yours, and after you enter it we send one text to confirm. Nobody else can turn them on for your number. We never text your callers or customers. See AgentZap SMS Call Alerts for how the opt-in works.

5.3 Frequency, costs and your choices. Message frequency varies. For demo and enquiry texts it depends on your request; for call alerts it depends on how many calls your business receives. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. You can also email support@agentzap.ai or call +1-804-208-9894. Your business's admins can also pause call alerts to your number in the dashboard. Mobile carriers are not liable for delayed or undelivered messages. The full program terms are in section 7.5 of our Terms of Service.

5.4 We do not share your mobile information. We do not share, sell, rent or provide your mobile phone number, or your text-message opt-in and consent data, to third parties or affiliates for marketing or promotional purposes. Text-message opt-in data and consent are excluded from every other kind of sharing described in this Privacy Policy. We disclose them only to the service providers that deliver our text messages for us (such as our messaging provider), and only to send those messages.

6. Data Security

We implement industry-standard security measures to protect your data, including:

  • SSL/TLS encryption for data in transit
  • AES-256 encryption for data at rest
  • Regular security audits and penetration testing
  • Access controls and authentication protocols
  • SOC 2 Type II compliance

7. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. You may request deletion of your data at any time, subject to legal retention requirements.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal data
  • Portability: Receive your data in a portable format
  • Opt-out: Unsubscribe from marketing communications
  • Restriction: Limit how we process your data

9. GDPR Compliance (EU Users)

For users in the European Economic Area, we process data under lawful bases including consent, contract performance, and legitimate interests. You have additional rights under GDPR, including the right to lodge complaints with supervisory authorities.

10. CCPA Compliance (California Users)

California residents have specific rights under the California Consumer Privacy Act, including the right to know what personal information is collected, the right to delete, and the right to opt-out of the sale of personal information. We do not sell personal information.

11. HIPAA Compliance (Healthcare)

For healthcare customers handling Protected Health Information (PHI), we offer HIPAA-compliant solutions with Business Associate Agreements (BAA). Contact us for details on our healthcare-specific data protection measures.

12. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. You can control cookie preferences through your browser settings. For more information, see our cookie policy.

13. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us immediately.

14. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including Standard Contractual Clauses where applicable.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services constitutes acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

  • Email: privacy@agentzap.ai
  • Address: AgentZap, 30 N Gould St, Ste 40651, Sheridan, WY 82801, USA

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