Privacy Policy
Last updated:
October 8, 2026
Introduction
Our Privacy Policy explains how Zania and its Affiliates and subsidiaries collect, store, use, disclose and otherwise process information about you in the course of our business, including through our websites that link to this notice, our marketing and sales activities, customer support, and the account and usage information we hold about individuals who use the Zania AI Platform (the “Platform”) on behalf of a customer. We refer to these activities together as our “Services.” It also sets out important information about your privacy rights.
This Privacy Policy covers Personal Information that Zania processes as a controller. It does not apply to the content customers upload to or connect with the Platform, which Zania processes only on the customer’s behalf. See Scope of this Privacy Policy below.
Scope of this Privacy Policy
This Privacy Policy applies to Personal Information that Zania collects and processes as a controller, including:
Information collected through zania.ai and any other websites that link to this Privacy Policy;
Information collected through our marketing and sales activities, social media pages, events, and customer support;
Account and usage information about the individuals who register for, administer, or use the Platform on behalf of a customer, such as name, work email, role, login activity, and product usage data, which we process to provide, secure, bill for, and improve the Platform.
Customer Data. Zania provides the Platform to business customers under our Terms of Service, together with any order form, subscription agreement, or data processing addendum entered into with the customer (together, the “Customer Agreement”). In using the Platform, customers upload, connect, or generate content that may include Personal Information about their employees, contractors, vendors, end users, or other individuals, for example policies, evidence files, audit records, security questionnaires, system configurations, and data retrieved from systems the customer integrates with the Platform (collectively, “Customer Data”).
Zania processes Customer Data only as a processor or service provider, on the customer’s behalf and according to its instructions, and the Customer Agreement governs that processing. This Privacy Policy does not apply to Customer Data. The customer is responsible for providing notice to, and establishing a lawful basis for processing information about, the individuals whose Personal Information is included in Customer Data. If your Personal Information has been submitted to the Platform by a Zania customer and you have questions or wish to exercise privacy rights, please contact that customer directly. If we receive such a request, we will refer it to the relevant customer as required by the Customer Agreement.
Third-Party Services. The Platform can connect to third-party cloud infrastructure, identity providers, ticketing systems, and other applications that a customer chooses to integrate (“Third-Party Services”). Data retrieved from Third-Party Services at a customer’s direction is Customer Data. This Privacy Policy does not cover the privacy practices of Third-Party Services, and we encourage you to review their privacy policies.
Where this Privacy Policy refers to Customer Data or the Platform, it does so for clarity only and does not extend this Privacy Policy to processing Zania performs as a processor.
Legal bases for processing
Where the GDPR or similar laws apply, we rely on the following legal bases to process Personal Information:
Performance of a contract: to provide, administer and support the Services, create and manage accounts, and manage billing and invoicing.
Legitimate interests: to communicate with prospective and existing customers about our Services, understand and improve website and Service performance, conduct sales and marketing activities, and protect the security of our Services, provided these interests are not overridden by your rights.
Consent: to use optional analytics, advertising and business-identification technologies on our website, and to send marketing communications where consent is required. You may withdraw consent at any time.
Legal obligation: to comply with applicable laws, regulations and legal process.
Where we process your information based on our legitimate interests, you may contact us to learn more about how we assess and protect your privacy rights.
Personal information we collect
We collect information that alone or in combination with other information in our possession could be used to identify you (“Personal Information”) as follows:
Personal Information You Provide: We may collect Personal Information if you create an account to use our Services or communicate with us.
Communication Information: If you communicate with us, we may collect your name, contact information, and the contents of any messages you send (“Communication Information”).
Payment information: We use a third-party payment processor to handle subscription payments. We do not collect or store your full payment card number, expiration date, or security code. The payment processor collects and processes that information directly under its own privacy policy and security standards.
Social Information: When you interact with our social media pages, we collect Personal Information you elect to provide, such as contact details. The companies hosting these pages may also provide aggregate information and analytics about your interactions.
Technical Information: When you visit, use and interact with our Services, we may receive information about your visit, use or interactions, including:
Log data, including your IP address, browser type and settings, the date and time of a request, and how you interacted with the website.
Usage data, including pages and features accessed, actions taken, referral sources, time zone, country, access times and device or browser identifiers.
Device information, such as your device type, operating system and browser. The information collected depends on the device and its settings.
Customer support information: When you contact us for support, feedback or inquiries, we may collect your name, email address, phone number and information you provide or that we request to help resolve your issue.
Information from business-identification providers: Where enabled and permitted by your privacy choices, providers such as RB2B may help associate website activity with business profiles. Information received may include business contact information, company details and visit activity. See our Cookie Policy for more information.
Cookies and similar technologies
We use cookies, pixels, tags and similar technologies to operate and secure our website, remember preferences, understand how visitors use our content, and measure advertising performance. These technologies may collect identifiers, IP addresses, browser and device information, referral sources and website activity. Where enabled and permitted by your choices, we may associate website activity with business profiles for sales and marketing follow-up.
We request consent before enabling optional analytics and marketing technologies. You can manage or withdraw your choices through Your Privacy Choices in the website footer. Necessary technologies may remain active when you reject optional categories. Our Cookie Policy explains the technologies and providers we use, their purposes and lifetimes, and the choices available to you.
Advertising and privacy choices
You may have the right to opt out of the sale or sharing of Personal Information or its use for targeted advertising. Where applicable, use the Your Privacy Choices link in our website footer. We honor applicable Global Privacy Control signals for the browser and device transmitting the signal. Our Cookie Policy explains how these choices apply to website tracking.
How we use Personal Information
We may use Personal Information for the following purposes, subject to applicable law and your privacy choices:
To provide, administer, maintain, improve and analyze the Services.
To provide you with support services and respond to enquiries.
To communicate with you, including discussing options to use the Zania AI Platform.
To understand website and content performance, measure advertising results, and support relevant sales and marketing follow-up where permitted.
To develop new features and services.
To comply with legal obligations and legal process, and protect our rights, privacy, safety or property and those of our Affiliates, you or others.
Aggregated and de-identified information: We may aggregate or de-identify Personal Information so that it can no longer reasonably be linked to you, and use it to analyze the effectiveness of our Services, improve and add features, and understand general usage patterns. We maintain de-identified information in that form and do not attempt to re-identify it. Information collected through cookies and similar technologies may contribute to this analysis.
Artificial intelligence and model providers
The Zania AI Platform uses artificial intelligence, including large language models provided by third-party model providers, to deliver features of the Services. Model providers process information on our behalf and under our instructions, solely to provide the Services. Our contractual terms with model providers prohibit them from using that information to train or improve their own models.
We do not use Customer Data to train or fine-tune artificial intelligence models. We do not use Personal Information collected under this Privacy Policy to train artificial intelligence models.
A list of our subprocessors, including model providers, is available at trust.zania.ai.
Disclosure of Personal Information
We may disclose Personal Information as described below, subject to applicable law and your privacy choices:
Vendors and Service Providers: We use providers of hosting, cloud services, artificial intelligence and model providers, information technology, events, email communications, marketing and website analytics to support our business. Providers processing information on our behalf do so under our instructions and applicable contractual terms.
Analytics, Advertising and Identification Partners: The providers identified in our Cookie Policy may receive identifiers, browser or device information, referral information and website activity for the purposes described there. Whether a provider acts on our behalf or for its own purposes depends on the service, configuration and applicable terms. These disclosures are subject to relevant consent and opt-out requirements.
Business Transfers: In a strategic transaction, reorganization, bankruptcy, receivership or transition of service to another provider, Personal Information may be shared with counterparties and others assisting the transaction, or transferred to a successor or Affiliate as part of it.
Legal Requirements: We may disclose information when required by law or when we believe in good faith it is necessary to comply with a legal obligation, protect our rights or property, prevent or investigate wrongdoing, protect safety, or protect against legal liability.
Affiliates: We may share information with entities that control, are controlled by or are under common control with Zania. Their use must be consistent with this Privacy Policy.
Other Users: Certain actions you take within our Services may be visible to other users of those Services.
Security
We take reasonable and appropriate steps to protect your Personal Information in an effort to prevent loss, misuse, and unauthorized access, disclosure, alteration and destruction. We use appropriate technical and organizational measures to protect your personal information which may include physical access controls, encryption, intrusion detection and network monitoring depending on the nature of the information and the scope of processing.
Our staff who may have access to your information are required to keep that information confidential.
Transferring personal data to the United States
Zania is headquartered in the United States. Personal Information we collect is stored and processed in Microsoft Azure data centers located in the United States. If you access our Services from outside the United States, your Personal Information will be transferred to and processed in the United States, which may have data protection laws that differ from those in your country.
Where applicable law requires safeguards for such transfers, we rely on the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum, and on equivalent mechanisms where required. Contact privacy@zania.ai for information about the safeguards we use and how to obtain a copy.
Data storage and retention
Your personal data is stored by Zania and by the cloud-based database management services Zania engages, located in the United States. Zania retains service data for the duration of the customer’s business relationship and for a period thereafter to analyze its operations and for historical and archiving purposes associated with its Services.
Zania retains prospect data until it no longer has business value and is purged from Zania systems. You may request deletion of Personal Information that we control, subject to identity verification and applicable exceptions. For information about where and how long your personal data is stored, or your rights of erasure and portability, contact privacy@zania.ai.
Information collected through website tracking may be stored separately from browser cookies. Removing a cookie or withdrawing consent does not automatically erase previously collected information. Cookie lifetimes vary by provider.
Data subject rights
Depending on your location and the law that applies, you may have rights concerning your Personal Information. Under the GDPR these include:
The right to be informed.
The right of access.
The right to rectification.
The right to erasure.
The right to restrict processing.
The right to data portability.
The right to object.
Rights concerning automated decision-making, including profiling.
This Privacy Policy explains what Personal Information we collect and how we use it. To confirm whether we process your information, or to request access, please contact us. You may ask about the purposes of processing, categories of information, recipients, sources and retention periods. You may also request correction, erasure or cessation of processing, subject to applicable exceptions.
You may ask us to stop using your information for direct marketing. Where processing relies on consent, you may withdraw it at any time without affecting prior lawful processing. Website cookie choices can be changed through Your Privacy Choices; the applicable sale, sharing and targeted-advertising choices are described above.
Where required and technically feasible, we will provide your Personal Information in a portable format. Reasonable access will be provided at no cost, subject to applicable law. If we cannot respond within the applicable period or deny a request, we will explain the position as required by law.
You may have additional rights under applicable US state privacy laws, including rights to know, access, correct or delete Personal Information, obtain a copy, appeal a decision where available, and opt out of sale, sharing or targeted advertising. We will not unlawfully discriminate against you for exercising applicable rights. Contact privacy@zania.ai to submit a request or appeal. We may need to verify your identity or an authorized agent’s authority where permitted or required.
You may also lodge a complaint with the relevant data protection authority. For questions or complaints about our processing, email privacy@zania.ai.
Personal data for minors under 16 years of age
We do not knowingly attempt to solicit or receive information from children.
Updates to this policy
We may update this policy to reflect changes to our Services, technologies, practices or applicable requirements. We will update the Last updated date and provide additional notice or request a new consent choice where required.
Questions concerns or complaints
If you have questions, concerns or complaints, or would like to exercise your rights, contact privacy@zania.ai.
© 2026 Zania Inc.
1950 University Ave Palo Alto, CA 94303