Privacy Policy

ZenFix (“Company,” “we,” “us,” or “our”) operates the ZenFix property management platform and Zoe SMS assistant service (collectively, the “Service”). This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our Service.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

2.1 Information You Provide Directly

• Account information: name, email address, password, company name, and billing information when you register as a property manager.
• Property data: property addresses, unit numbers, and tenant contact information you enter into the platform.
• Communications: messages, support requests, and other content you send to us.

2.2 SMS and Messaging Data

When tenants interact with Zoe, our AI SMS assistant, we collect and process:

• Phone numbers: mobile phone numbers used to send and receive SMS messages.
• Message content: the text content of SMS messages sent to and from Zoe, including maintenance requests, inquiries, and responses.
• Message metadata: timestamps, delivery status, and message identifiers (e.g., Twilio MessageSid).
• Consent records: records of when and how tenants opted in to receive SMS communications, including the opt-in method, timestamp, and source.
• Opt-out records: records of STOP requests and unsubscribe actions, retained for compliance purposes.

SMS data is used only to provide the property management communication service and is never sold or shared with third parties for marketing purposes.

2.3 Information Collected Automatically

• Log data: IP addresses, browser type, pages visited, time spent, and referring URLs.
• Device information: device type, operating system, and unique device identifiers.
• Cookies and tracking technologies: session cookies, analytics cookies, and similar technologies. See Section 7 for details.

We use the information we collect to:

• Provide, operate, and improve the ZenFix platform and Zoe SMS service;
• Process and respond to tenant SMS messages on behalf of property managers;
• Create and manage tickets for maintenance requests and tenant issues;
• Send transactional messages (account confirmations, billing receipts, service alerts);
• Send SMS messages to tenants who have opted in to receive communications from their property manager via ZenFix;
• Maintain records of SMS opt-in consent and opt-out requests as required by TCPA and carrier regulations;
• Detect and prevent fraud, abuse, and violations of our Terms of Service;
• Comply with applicable laws, regulations, and legal process;
• Analyze usage patterns to improve our Service.

ZenFix operates an SMS messaging program through which property managers communicate with their tenants. This section governs how we handle SMS communications in compliance with the Telephone Consumer Protection Act (TCPA) and carrier requirements.

4.1 Consent

Tenants receive SMS messages only after providing express written consent to their property manager. Consent records — including the opt-in method, timestamp, and message shown at the time of opt-in — are stored and retained for a minimum of four (4) years as required by law.

4.2 Message Frequency

Message frequency varies by property and tenant need. Tenants typically receive messages in response to their own inquiries, plus periodic property notices. Property managers control message frequency within their account settings.

4.3 Opt-Out

Tenants may opt out of SMS communications at any time by replying STOP to any message. After opting out, tenants will receive a single confirmation message and will not receive further SMS messages from ZenFix on behalf of that property manager. To re-subscribe, tenants may reply START.

4.4 Help

Tenants may reply HELP at any time to receive assistance information, including our contact email.

4.5 Message and Data Rates

Msg & Data rates may apply. Tenants are responsible for any charges assessed by their mobile carrier for sending and receiving SMS messages.

4.6 Quiet Hours

ZenFix does not send automated SMS messages before 8:00 AM or after 9:00 PM in the recipient's local time zone, in compliance with TCPA quiet hour requirements.

4.7 No Third-Party Sharing of SMS Data

Phone numbers and message content collected through the SMS program are not shared with third parties for their own marketing purposes. SMS opt-in data and consent records are not sold, rented, or transferred to unaffiliated third parties.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4.8 Opt-In Method

Users opt in to ZenFix SMS notifications by texting the keyword START or ZEN to our designated Twilio number. The opt-in keyword and phone number are displayed within the ZenFix tenant portal and in the welcome email sent upon account creation. Upon texting the keyword, users immediately receive a confirmation message containing the program name, message frequency disclosure, "Msg & data rates may apply" notice, and instructions to reply STOP to opt out or HELP for assistance. No campaign messages are sent until this confirmation is delivered.

We may share your information with:

• Service providers: third-party vendors who help us operate our Service, including Twilio (SMS delivery), Anthropic (AI processing), Stripe (payments), and cloud infrastructure providers. These vendors are contractually bound to use your data only as directed by us.
• Property managers: tenant information and message history is accessible to the property manager associated with that tenant's property.
• Legal compliance: we may disclose information if required by law, subpoena, court order, or government request, or to protect the rights, safety, and security of ZenFix, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred to a successor entity subject to equivalent privacy protections.

We do not sell personal information to third parties.

We retain personal data for as long as necessary to provide the Service and comply with our legal obligations:

• Account data: retained while your account is active and for 30 days after deletion.
• SMS message content: retained for 2 years for service and quality purposes.
• Consent and opt-out records: retained for a minimum of 4 years as required by TCPA and carrier regulations.
• Billing records: retained for 7 years as required by tax and accounting law.

We use cookies and similar technologies to operate and improve the Service:

• Essential cookies: required for authentication and core functionality.
• Analytics cookies: Google Analytics 4 to understand how users interact with the platform. You can opt out at tools.google.com/dlpage/gaoptout.

You can disable cookies in your browser settings, though some features may not function correctly.

We implement industry-standard security measures including TLS encryption in transit, encryption at rest for sensitive fields, access controls, and regular security reviews. No method of transmission over the Internet is 100% secure; we cannot guarantee absolute security, but we take reasonable steps to protect your information.

Depending on your location, you may have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate data;
• Request deletion of your personal information (subject to legal retention requirements);
• Opt out of SMS communications (reply STOP to any message);
• Lodge a complaint with a data protection authority.

To exercise these rights, contact us at privacy@zenfix.ai.

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us personal information, please contact us and we will take steps to delete it.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the effective date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

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