Privacy Policy

ZenousAI ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use ZenSearch Cloud at app.zensearch.ai (the "Service"). This policy applies to the cloud-hosted version of ZenSearch. If you use an on-premise deployment of ZenSearch, data handling is governed by your organization's own policies and your enterprise agreement with us.

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies, please do not use the Service.

2.1 Information You Provide

• Account Information: Name, email address, and company name when you create an account. Authentication is managed by our identity provider and may include social login or email-based verification.
• Your Content: Documents, files, and data you upload to the Service for processing
• Connected Data Source Content: When you connect third-party data sources (such as Confluence, Slack, GitHub, Google Drive, SharePoint, Notion, Jira, Salesforce, HubSpot, or databases), we access and process content from those sources according to the permissions you grant. We only access data you explicitly authorize through OAuth or credential configuration.
• Communications: Information you provide when contacting support

2.2 Information Collected Automatically

• Usage Data: How you interact with the Service, including features used and queries made
• Device Information: Browser type, operating system, and IP address
• Log Data: Server logs including access times and referring URLs
• Cookies: Session and persistent cookies for authentication and preferences

We use the information we collect for the following purposes:

• To provide, maintain, and improve the Service
• To process your documents and deliver search results
• To process your search queries and chat messages through AI models to generate responses, including sending query content to third-party AI providers
• To send service-related and account communications
• To respond to your inquiries and provide customer support
• To send service-related communications
• To detect, prevent, and address technical issues or fraud
• To analyze usage patterns and improve user experience
• To comply with legal obligations

When you connect data sources or upload documents to ZenSearch, we process them to enable search and AI-powered question answering. Here's how we handle your content:

• Storage: Your documents are stored securely using encryption at rest and in transit
• Processing: We parse, index, and embed your documents to create searchable indexes
• AI Processing: Your search queries and document content may be sent to third-party AI providers (such as OpenAI) to generate embeddings, search results, and chat responses. These providers process data under enterprise data protection agreements and do not use your data for model training.
• Custom Models: If you configure additional AI providers (such as Anthropic or Cohere), your query and document data will also be sent to those providers
• No Training: We do not use your content to train our AI models or any third-party models
• Isolation: Your data is logically isolated from other customers' data
• Deletion: When you delete content or close your account, we remove your data from our systems within 90 days

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We work with the following categories of third-party service providers to operate the Service:

• Identity & Authentication: Clerk (user authentication, session management, transactional emails)
• AI Model Providers: OpenAI (embeddings and language model inference); and optionally Anthropic, Cohere, Groq, OpenRouter, and other providers you configure for AI features
• Cloud Infrastructure: Hetzner Cloud (compute), AWS S3 (document storage), Cloudflare (CDN, DNS, DDoS protection)
• Document Processing: Modal.com (optional GPU-accelerated document parsing)

These providers are contractually bound to protect your information and process data only as necessary to provide their services. We do not share your data with analytics or advertising providers.

5.2 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request.

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS) and at rest (AES-256)
• Security monitoring and incident detection
• Access controls and authentication mechanisms
• Employee security training and access restrictions
• Incident response procedures

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

We retain your information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal information within 90 days, except where retention is required by law.

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate personal information
• Deletion: Request deletion of your personal information
• Portability: Request a portable copy of your data
• Objection: Object to certain processing of your information

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

We use cookies and similar technologies to operate the Service:

• Authentication Cookies: Required for user authentication and session management, set by our identity provider (Clerk). These include session tokens and authentication state.
• Functional Cookies: Remember your preferences and settings such as theme and language

We do not use analytics cookies, advertising cookies, or third-party tracking pixels on the Service. You can control cookies through your browser settings. Disabling authentication cookies will prevent you from using the Service.

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses and data processing agreements.

The Service is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

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