Privacy Policy
1. Who we are
Zenntic Receptionist is a service of Zenntic, registered with the Dutch Chamber of Commerce (KvK) under number 42182452, Brouwerstraat 2c, 9712 NA Groningen, the Netherlands. Questions about this policy or your data: mvdk@zenntic.com.
2. What the service does
Zenntic Receptionist is a digital assistant that small businesses place on their website and other channels. It answers visitors' questions using the business's own information, takes messages, records sales enquiries, and can book appointments in the business owner's calendar.
For visitors of a business's website, that business decides to use the assistant and is responsible for the conversation data. Zenntic processes that data on the business's behalf. For the business owner's own account, calendar connection and settings, Zenntic is responsible.
3. What data we process
| Data | Why |
|---|---|
| Messages a visitor types in the chat or sends by email, and the assistant's replies | To answer the visitor and to let the business read the conversation back |
| Name, email address and phone number, only if the visitor gives them | So the business can contact the visitor or confirm an appointment |
| Appointment details (date, time, what it is about) | To book the appointment the visitor asked for |
| The business's own information (website pages, documents, opening hours, settings) | So the assistant can answer questions about the business |
| Calendar data of the business owner (see section 4) | To offer free times and book appointments |
| Technical data (time of a request, the website the chat runs on, error logs) | Security, abuse prevention and fixing problems |
We do not use this data for advertising, we do not sell it, and we do not build profiles of visitors.
4. Google and Microsoft calendar data
When a business owner connects a Google or Microsoft calendar, the assistant asks for the narrowest access that does the job:
- See free and busy times (Google:
calendar.freebusy; Microsoft:Calendars.ReadWrite) — to offer times that are actually free. We read whether a time is busy, not what the existing appointments are about. - Create appointments (Google:
calendar.events; Microsoft:Calendars.ReadWrite) — to put an appointment a visitor booked into the owner's calendar, to move that same appointment when the visitor asks, and to check that an appointment the assistant made still exists.
Calendar data is used only to provide these features to the business that connected the calendar. It is not used for advertising, not sold, and not shared with anyone except as needed to run the service (the processors in section 5). People at Zenntic do not read calendar data, unless the business owner asks us to help, it is needed for security, or the law requires it.
Zenntic Receptionist's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
The access key Google or Microsoft gives us is stored encrypted (AES-256-GCM). The owner can disconnect at any time in their Google account (myaccount.google.com/permissions) or Microsoft account (myapps.microsoft.com), or by asking us.
5. Who processes data for us
| Provider | What for | Where |
|---|---|---|
| Render | Runs the service | Frankfurt, Germany |
| Supabase | Database | Ireland |
| Anthropic | The AI model that writes the assistant's replies | United States |
| Google (Gemini API) | Searching the business's own information | United States |
| Google, Microsoft | The business owner's calendar, when connected | Per the owner's account |
| Resend | Sending and receiving email | United States |
Where data goes outside the European Economic Area, we rely on the safeguards these providers offer for such transfers, such as the EU Standard Contractual Clauses.
6. How long we keep data
Each business chooses a retention period between 30 days and 10 years; conversations, notes and contacts older than that are deleted automatically. If a business has not set one, data stays until the business deletes it or ends the service. We delete a person's data on request (see section 7).
7. Your rights
Under the GDPR you can ask to see, correct or delete your data, object to its use, or receive a copy. If you chatted with the assistant on a business's website, you can ask that business or us; we will make sure it is handled. Email mvdk@zenntic.com. You can also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
8. Security
All connections use HTTPS. Calendar access keys are encrypted. Access to the database and the admin panel is limited to Zenntic.
9. Cookies and storage
The chat on a business's website places no cookies. It keeps the current conversation in the browser tab (session storage), so it survives moving to another page; it is gone when the tab closes. The admin panel uses one cookie to keep the business owner logged in. We use no tracking or advertising cookies.
10. Changes
We will update this page when the service changes. The date at the top shows the latest version.