Privacy Policy

How Calmdex handles data and privacy.

This policy explains how Calmdex collects, uses, stores, and protects information across the website, platform, assistant widget, and related services.

1. Who We Are

Calmdex is operated by Zenith / Zenith Studio.

For privacy-related questions, you can contact us at hello@calmdex.com.

2. Information We Collect

We may collect information from website visitors, business clients, workspace users, and people interacting with a Calmdex-powered assistant.

Information you provide directly

  • Name
  • Email address
  • Phone number
  • Business name
  • Website URL
  • Company details
  • Service information
  • FAQs and knowledgebase content
  • Enquiry messages
  • Appointment or booking request details
  • Support messages
  • Billing or subscription-related information, if applicable

Information collected through Calmdex assistants

  • Conversation messages
  • Contact details submitted by the visitor
  • Enquiry type
  • Service interest
  • Location or service area, if provided
  • Appointment or booking request details
  • Message timestamps
  • Visitor interaction data
  • Handoff preferences such as WhatsApp, phone, email, form, or booking link

Usage and technical information

  • IP address
  • Browser type
  • Device type
  • Operating system
  • Referring pages
  • Pages visited
  • Widget interactions
  • Assistant usage
  • Message counts
  • Error logs
  • Performance data
  • Approximate location based on technical data

Calmdex assistants are designed to collect business enquiry information, not sensitive personal information. Clients should not configure Calmdex to request highly sensitive information unless they have appropriate legal basis, consent, and safeguards.

3. How We Use Information

  • Provide and operate Calmdex
  • Create and manage workspaces, projects, assistants, and knowledgebases
  • Power AI assistant responses
  • Capture and route enquiries
  • Store conversation history
  • Provide analytics and usage reporting
  • Improve assistant quality and platform performance
  • Provide support and respond to requests
  • Manage subscriptions, billing, and account access
  • Prevent misuse, fraud, abuse, or security incidents
  • Improve our website, product, and services
  • Comply with legal obligations

4. AI Processing

Calmdex uses AI models and related infrastructure to generate assistant responses.

When a visitor sends a message to a Calmdex assistant, relevant conversation text and selected business knowledge may be processed by AI service providers or model infrastructure used by Calmdex.

We take reasonable steps to limit what is sent for AI processing and to avoid sending unnecessary personal information. Clients are responsible for ensuring that the information they upload or collect through Calmdex is appropriate for AI processing.

Calmdex should not be used to provide legal, medical, financial, or emergency advice unless specifically reviewed and configured with appropriate safeguards.

5. How We Share Information

We do not sell personal information.

Service providers

We may use trusted third-party providers for cloud hosting, database storage, authentication, AI model access, analytics, email delivery, payment processing, error monitoring, and customer support tools.

Client businesses

If you interact with a Calmdex assistant on a business website, your submitted enquiry details and conversation may be shared with that business so they can respond to you.

Legal and safety requirements

We may disclose information to comply with law, respond to lawful requests, protect our rights, prevent fraud or abuse, and protect users, clients, or the public.

Business transfers

If Calmdex is involved in a merger, acquisition, restructuring, or sale of assets, information may be transferred as part of that transaction.

6. Client Responsibilities

  • Ensuring they have the right to upload business content, documents, FAQs, and data
  • Informing their website visitors that an AI assistant may collect and process enquiries
  • Providing their own privacy notices where required
  • Not collecting unnecessary sensitive personal information
  • Reviewing assistant responses before going live
  • Ensuring the assistant is used appropriately for their industry and legal obligations
  • Managing human handoff for bookings, quotes, urgent requests, sensitive matters, and final decisions

7. Data Storage and Security

We use reasonable technical and organizational measures to protect information from unauthorized access, misuse, loss, or disclosure.

  • Secure hosting
  • Access controls
  • Authentication
  • Database security rules
  • Logging and monitoring
  • Usage limits
  • Domain restrictions
  • Internal access controls

No online service can guarantee complete security. Users and clients are responsible for using strong passwords, protecting account access, and limiting who can manage their workspace.

8. Data Retention

We retain information for as long as needed to provide Calmdex services, maintain account records, store conversation and enquiry history, meet legal, accounting, or security obligations, resolve disputes, and improve platform performance.

Clients may request deletion of workspace, project, assistant, or conversation data, subject to technical, legal, or operational limitations.

9. Your Rights

Depending on your location, you may have rights to:

  • Access personal information
  • Correct inaccurate information
  • Request deletion
  • Object to certain processing
  • Restrict certain processing
  • Request a copy of your data
  • Withdraw consent where processing is based on consent

To make a privacy request, contact hello@calmdex.com. We may need to verify your identity before processing your request.

10. International Data Transfers

Calmdex may serve users and clients in multiple countries. Your information may be stored or processed in countries other than your own.

By using Calmdex, you understand that your information may be processed in locations where data protection laws may differ from those in your country.

11. Children's Privacy

Calmdex is not intended for use by children. We do not knowingly collect personal information from children.

If you believe a child has provided personal information through Calmdex, please contact us and we will take appropriate steps to remove it.

12. Third-Party Links and Services

Calmdex assistants or client websites may link to third-party services such as WhatsApp, booking platforms, forms, payment providers, or external websites.

We are not responsible for the privacy practices, content, or security of third-party services. You should review their privacy policies before using them.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the Last updated date above. Continued use of Calmdex after changes means you accept the updated Privacy Policy.