Section 01
Scope of This Privacy PolicyAll users
This Privacy Policy applies to personal information collected in connection with the ZoikoVertex website, platform, sales and marketing activities, support interactions, integrations, and related services operated by Zoiko Tech Inc. as part of Zoiko Group.
This policy applies to:
- Website visitors and people who interact with ZoikoVertex.com
- Prospective customers, demo requesters, and event contacts
- Customer account users — Creators, Reviewers, Validators, Approvers, Publishers, Auditors, and Administrators
- External collaborators and agency users within a customer workspace
- Support contacts, business partners, and integration contacts
- Job applicants, where no separate applicant privacy notice exists
This policy does not replace: the customer agreement, Data Processing Addendum, enterprise order form, or subprocessor notice. Enterprise processing is governed separately — see Section 15.
Section 02
Information We CollectData categories
We collect the information described below depending on how you interact with the website or platform. We aim to collect only what is reasonably necessary for the purposes described in this Privacy Policy.
| CATEGORY | EXAMPLES | SOURCE | PRIMARY PURPOSE |
|---|---|---|---|
| Account Information | Name, email, business role, company, workspace, login credentials | User / Admin | Account creation, access, authentication |
| Business Contact | Name, title, company, email, phone, inquiry details | Forms, sales | Demos, sales, customer communication |
| Platform Usage Data | Logins, actions, workflow events, feature usage, audit events | Platform activity | Service operation, security, auditability |
| Customer Content | Drafts, campaigns, brand assets, approval comments, workflow records | Customer users | Marketing workflow functionality |
| Technical Data | IP address, browser, device, OS, timestamps, diagnostic logs | Device / systems | Security, diagnostics, fraud prevention |
| Cookie & Analytics Data | Cookie IDs, site interactions, referral pages, session data | Website tools | Preferences, analytics, measurement |
| Support Communications | Messages, attachments, issue descriptions, contact history | User contact | Support and issue resolution |
| Billing & Commercial Data | Plan, subscription details, invoice references, payment status | Customer / processor | Billing administration |
| Integration Data | Connected platform IDs, permissions, workflow metadata | Customer integrations | Platform workflow automation |
| Applicant Data | Resume, contact details, employment history, interview notes | Candidate | Recruiting and hiring evaluation |
Legal review required. Counsel must determine whether ZoikoVertex intentionally processes sensitive personal information, special category data, biometric data, precise geolocation, health information, or children's data. The platform should minimize such processing unless a defined legal basis exists.
Section 03
Customer Content and Platform DataEnterprise
ZoikoVertex may process customer content and platform data when users create, review, approve, validate, schedule, publish, analyze, or audit marketing activity inside a customer workspace.
Customer content may include:
- Marketing drafts, social media posts, and campaign materials
- Campaign plans, creative assets, and brand guidelines
- Approval comments, review notes, and validation decisions
- Publishing instructions and workflow decisions
- Performance records, analytics outputs, and reporting data
- Evidence records, audit logs, and governance configurations
- Workspace settings and role-permission configurations
Customer control. Customers control the content they submit to ZoikoVertex. Enterprise processing of customer content should be governed by the customer agreement and Data Processing Addendum — not this general Privacy Policy.
Section 04
AI-Assisted Workflow DataHigh scrutiny
ZoikoVertex supports AI-assisted marketing workflows. Depending on configuration and product functionality, users may provide prompts, drafts, campaign instructions, brand guidance, or workflow context to receive AI-assisted support. This section requires explicit confirmation before publication.
AI Processing Disclosure Status
All items below must be confirmed by product and legal teams before publication.
AI INPUTS PROCESSED
[Types to be confirmed — e.g., text prompts, campaign briefs, brand guidelines]
PROMPT AND OUTPUT STORAGE
[Whether stored and for how long — confirm with product]
CUSTOMER CONTENT USED FOR MODEL TRAINING
[Confirm explicitly — this is high-scrutiny for enterprise buyers]
THIRD-PARTY AI PROVIDERS
[Provider names, roles, and processing boundaries to be confirmed]
ADMIN CONTROLS FOR AI FEATURES
[What admins can enable, disable, or configure]
AUDIT VISIBILITY FOR AI ACTIONS
AI-assisted actions are traceable within the ZoikoVertex workflow record.
Do not publish broad AI privacy claims such as "AI never uses customer data" unless technically and contractually verified. The correct enterprise posture is specific, testable, and tied to product configuration, providers, retention, auditability, and customer agreements.
Section 05
How We Use InformationPurposes
ZoikoVertex uses personal information primarily to provide the platform, secure user accounts, support governed marketing workflows, communicate with customers, improve the service, and comply with legal or contractual obligations.
- Provide, operate, maintain, secure, and improve the website and platform
- Create and manage user accounts and customer workspaces
- Authenticate users and protect accounts from unauthorized access
- Enable content creation, review, approval, publishing, and audit trails
- Provide customer support and resolve technical issues
- Process sales inquiries, demo requests, subscriptions, and billing
- Analyze website and product performance to improve our services
- Detect, prevent, and investigate security incidents and policy violations
- Enforce terms, contracts, and acceptable-use requirements
- Comply with legal, tax, regulatory, contractual, and audit obligations
- Manage recruiting and hiring where applicable
Section 06
Legal Bases and Business PurposesGDPR / Global
Where applicable law requires a legal basis for processing, ZoikoVertex relies on the following bases depending on the activity and jurisdiction.
| PROCESSING ACTIVITY | POTENTIAL LEGAL BASIS |
|---|---|
| Account creation and platform access | Contract performance; service operation |
| Customer support | Contract performance; legitimate business interest |
| Security monitoring | Legitimate business interest; legal obligation |
| Marketing communications | Consent or legitimate business interest, depending on location |
| Cookies and analytics | Consent or legitimate business interest, depending on tool and jurisdiction |
| Billing administration | Contract performance; legal obligation |
| Legal compliance | Legal obligation |
| Recruiting | Pre-contract steps; legitimate business interest; consent where required |
Section 07
Cookies, Analytics & Similar TechnologiesManage anytime
ZoikoVertex uses cookies and similar technologies on the website and platform. You can manage non-essential cookie preferences using the Cookie Preferences center.
| CATEGORY | PURPOSE | YOUR CONTROL |
|---|---|---|
| Strictly Necessary | Required for website and platform functionality, security, authentication, and session operation. Cannot be disabled without breaking core functionality. | Required |
| Preference | Remember your choices such as region, language, or interface settings across visits. | Manageable |
| Analytics | Understand how the site and platform are used — page views, session data, feature usage, and performance measurement. | Consent / Opt-out |
| Marketing | Support campaign measurement, ad attribution, or relevant communication. May involve third-party ad or measurement services. | Consent / Opt-out |
Section 08
How We Share InformationDisclosure
We do not sell personal information to third parties. We share information only as described below and only to support the operation, improvement, and security of the platform and business.
| WITH WHOM | WHY & WHAT |
|---|---|
| Service providers & subprocessors | Hosting, infrastructure, analytics, support, communications, payment processing, AI services, security, and operational vendors. |
| Customer administrators | Enterprise admins may access user activity, workflow records, roles, permissions, and workspace data within their own organization. |
| Zoiko Group companies | Information may be shared within Zoiko Group where appropriate for service delivery, administration, security, support, or business operations. |
| Professional advisors | Lawyers, accountants, auditors, insurers, and consultants engaged in connection with ZoikoVertex's operations. |
| Legal & safety requirements | Authorities, courts, or regulators where required by law or necessary to protect rights, users, systems, or security. |
| Business transfers | In connection with a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate protections. |
U.S. state privacy review required. The verified position on sale or sharing of personal information for cross-context behavioral advertising must be confirmed by legal before publication.
Section 09
International Data TransfersCross-border
ZoikoVertex is headquartered in the United States with EU operations in the United Kingdom. Personal information may be transferred to, stored in, or processed in countries other than the country in which you reside.
- Transfers to the United States are subject to appropriate safeguards including Standard Contractual Clauses (SCCs) where required under GDPR
- ZoikoVertex relies on EU-approved transfer mechanisms for transfers from the European Economic Area (EEA), UK, and Switzerland
- Enterprise customers requiring specific data residency or transfer restrictions should contact us to confirm current processing locations
- Our subprocessors are contractually required to apply equivalent protections to any personal data they process
Section 10
Data Retention
We retain personal information for as long as necessary to provide the service, fulfill the purposes described in this policy, meet legal obligations, resolve disputes, and enforce agreements.
| DATA TYPE | RETENTION PERIOD |
|---|---|
| Active account data | Retained for the duration of the subscription and a reasonable period after account closure |
| Audit logs and evidence records | Retained per customer agreement; minimum 12 months for platform governance records |
| Support and communication records | Typically 3 years from last interaction, or as required by applicable law |
| Billing and transaction records | 7 years or as required by applicable tax and financial law |
| Marketing and cookie data | As set by consent or the relevant cookie lifespan, typically up to 24 months |
| Recruiting and candidate data | Up to 12 months from last interaction unless consent is given for longer retention |
Section 11
Security of Personal Information
ZoikoVertex implements technical, organisational, and administrative security measures to protect personal information against unauthorised access, disclosure, alteration, or destruction.
- Encryption of data in transit (TLS) and at rest
- Role-based access controls and least-privilege operating model
- Audit logging of access to sensitive systems and data
- Workspace-level data isolation to prevent cross-customer access
- Vulnerability management and security monitoring
- Incident response procedures with documented notification timelines
- Vendor and subprocessor security assessments
Enterprise security review. ZoikoVertex supports formal security, procurement, and compliance review processes. Contact enterprise@zoikogroup.com or visit the Security page for documentation.
Section 12
Your Privacy RightsRights
Depending on your location and applicable law, you may have the following rights regarding your personal information. To exercise any of these rights, contact us at privacy@zoikogroup.com.
| RIGHT | DESCRIPTION |
|---|---|
| Access | Request a copy of the personal information we hold about you |
| Correction | Request that we correct inaccurate or incomplete personal information |
| Deletion | Request that we delete your personal information, subject to applicable legal and contractual retention obligations |
| Portability | Receive your personal information in a structured, machine-readable format where technically feasible |
| Objection | Object to processing based on legitimate interests, including direct marketing |
| Restriction | Request that we restrict processing in certain circumstances |
| Withdraw consent | Where processing is based on consent, withdraw it at any time without affecting prior processing |
| Complaint | Lodge a complaint with the relevant data protection authority in your jurisdiction |
We will respond to all verified rights requests within 30 days, or 45 days where permitted by applicable law.
Section 13
California & U.S. State PrivacyCCPA
If you are a California resident or resident of another U.S. state with applicable privacy law, you may have additional rights including: right to know, right to delete, right to correct, right to opt out of sale or sharing, and right to non-discrimination.
- Right to know — categories of personal information collected and purposes for which it is used
- Right to delete — request deletion of personal information, subject to legal exceptions
- Right to correct — request correction of inaccurate personal information
- Right to opt out of sale or sharing — where applicable under state definitions
- Right to limit use of sensitive personal information — where applicable
- Right to non-discrimination — we will not discriminate against you for exercising privacy rights
California-specific notice. ZoikoVertex does not sell personal information for monetary consideration. Whether sharing with advertising and analytics vendors constitutes 'selling' or 'sharing' under the CPRA is subject to legal review. California residents may submit requests to privacy@zoikogroup.com.
Section 14
Children's Privacy
ZoikoVertex is an enterprise business platform and is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without verifiable parental consent, we will take steps to delete that information. If you believe we have inadvertently collected such information, please contact us at privacy@zoikogroup.com.
Section 15
Enterprise Customers and Data Processing AddendumDPA
Enterprise customers who process personal data belonging to their own customers, employees, or users within ZoikoVertex workspaces act as data controllers for that data. ZoikoVertex acts as a data processor in that context.
Processing in the enterprise customer context is governed by:
- The customer's master subscription or enterprise agreement with ZoikoVertex
- The Data Processing Addendum (DPA), which incorporates GDPR Article 28 requirements, Standard Contractual Clauses, and applicable state-law processing terms
- The subprocessor list, which identifies third-party processors engaged by ZoikoVertex
Request the DPA. Enterprise customers who require a signed DPA should contact
legal@zoikogroup.com. The DPA governs data processing inside customer workspaces — this Privacy Policy governs ZoikoVertex's own processing of personal data.Section 16
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will update the "Last Updated" date and, where appropriate, notify registered users by email or via an in-platform notice.
Continued use of the platform after the effective date of any update constitutes acceptance of the revised policy.
Section 17
Contact for Data Privacy
For questions, requests, or complaints regarding this Privacy Policy or our data practices, please contact us:
Privacy Enquiries
privacy@zoikogroup.comData subject rights requests, general privacy questions, and GDPR/CCPA inquiries.
Legal & DPA
legal@zoikogroup.comEnterprise DPA requests, subprocessor queries, and legal compliance matters.
Registered Address
Zoiko Tech Inc. · 1401 21st Street, Suite R, Sacramento, CA 95811, USA
EU Representative · 67–69 Great Portland Street, 5th Floor, London W1W 5PF, UK
FAQ
Frequently Asked Privacy Questions
Quick answers for the most common questions about ZoikoVertex data privacy.
Related
Related Trust Pages
Security
Access controls, audit logs, data protection, and enterprise security review.
Cookie Preferences
Manage cookie categories and non-essential tracking preferences.
Data Processing Addendum
Enterprise data processing terms for customer personal information.
Responsible AI
AI-assisted workflows, human oversight, and governance posture.