Privacy Policy

This Privacy Policy describes how Red Zen Cloud, LLC (“RedZen,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with the redzen.cloud website and related business activities. This Privacy Policy is incorporated into and forms part of the Website Terms of Service.

1. Scope

This Privacy Policy applies to personal information we collect from:

• Visitors to the redzen.cloud website.
• Prospective clients in pre-contract interactions (sales calls, discovery sessions, scoping conversations).
• Recipients of RedZen marketing communications.
• Individuals who otherwise interact with RedZen in a business context.

Personal information collected from active clients in the course of performing services is governed by the Master Services Agreement and applicable Statement of Work, not by this Privacy Policy.

2. Information We Collect

2.1 Information you provide directly

• Contact information: name, business email, phone number, company name, role.
• Project information: descriptions of your business problem, current systems, budget band, timeline, and any other information you share during discovery conversations or in correspondence.
• Communication content: emails, messages, call recordings or transcripts where you have consented to recording, scheduling-tool inputs.

2.2 Information collected automatically

• Usage data: pages visited, referring URL, time on page, browser type and version, operating system, device type, IP address, and similar diagnostic information.
• Cookies and similar technologies: see Section 6.

2.3 Information from third-party tools

We use third-party tools to operate the Site and our business. Those tools may collect personal information on our behalf as described in Section 5.

3. How We Use Personal Information

We use personal information for the following purposes:

• Responding to inquiries, scheduling calls, and following up on potential engagements.
• Preparing proposals and Statements of Work for prospective clients.
• Sending marketing communications about RedZen services, where permitted by law and subject to your right to unsubscribe at any time.
• Operating, maintaining, securing, and improving the Site.
• Analyzing usage to understand which content and offers resonate with which audiences.
• Complying with legal obligations, enforcing our Terms, and protecting our rights and the rights of others.
• Conducting our business operations (accounting, record-keeping, audit).

4. Legal Bases for Processing (where applicable)

For individuals located in jurisdictions that require a legal basis for processing personal information (such as the EU/EEA and the UK), we rely on one or more of the following bases:

• Legitimate interests in operating, marketing, and growing our business, where those interests are not overridden by your rights and freedoms.
• Performance of a contract, where you have entered into or are taking steps to enter into an engagement with us.
• Consent, where you have given consent (for example, to receive marketing emails).
• Compliance with legal obligations.

5. How We Share Personal Information

We do not sell personal information. We share personal information only with the following categories of recipients, and only for the purposes described:

• Service providers and processors. Third-party tools that process personal information on our behalf, including: Stripe (invoicing and payments), Mercury (banking), Zoho (bookkeeping), Customer.io (email and lifecycle marketing), Supabase (hosting and database for our internal tools), Vercel (hosting), Google Workspace (email and document storage), Slack (internal and client comms), Loom and other recording tools (where the call participant has consented to recording), and analytics or scheduling tools we adopt from time to time. Each is contractually bound to use personal information only for the purposes we authorize.
• Professional advisors. Lawyers, accountants, auditors, and similar advisors where reasonably necessary.
• Legal and safety. Where required by law, court order, or regulatory request, or to protect our rights, the rights of others, or the integrity of the Site.
• Successors. In connection with a merger, acquisition, financing, reorganization, or sale of substantially all assets, in which case personal information is transferred subject to confidentiality protections.

5.1 SMS Consent

SMS opt-in consent and phone numbers collected for SMS messaging are never shared with third parties or affiliates for marketing or promotional purposes. No mobile information is sold or transferred to third parties for their own marketing. For details on how we use SMS for customer care, see our SMS Terms & Conditions.

6. Cookies & Tracking

The Site uses cookies and similar technologies for the following purposes:

• Strictly necessary cookies. Required for the Site to function (for example, session management, security).
• Analytics cookies. Help us understand how visitors use the Site so we can improve it. We may use first-party or third-party analytics providers.
• Functional cookies. Remember your preferences (for example, dark/light mode selection).

You can control cookies through your browser settings. Blocking strictly necessary cookies may prevent parts of the Site from working. Where required by law, we present a cookie banner on first visit and obtain your consent before setting non-essential cookies.

7. Data Retention

We retain personal information for as long as needed to fulfill the purposes for which it was collected, including:

• Inquiry and prospect information: up to 3 years after the last meaningful interaction, unless you ask us to delete it sooner or a binding legal obligation requires longer retention.
• Client engagement records: for the duration of the engagement plus seven (7) years thereafter, to support tax, audit, and legal obligations.
• Marketing list membership: until you unsubscribe or otherwise withdraw consent.
• Site analytics: in aggregated or pseudonymized form, up to the retention period set by the analytics tool.

8. Your Rights

Depending on where you live, you may have some or all of the following rights with respect to your personal information:

• Access — to confirm whether we hold your personal information and to obtain a copy.
• Correction — to request correction of inaccurate personal information.
• Deletion — to request deletion of your personal information, subject to legal and operational retention obligations.
• Restriction or objection — to request that we restrict or stop certain processing, including direct marketing.
• Portability — to receive your personal information in a structured, commonly used, machine-readable format.
• Withdrawal of consent — to withdraw consent for processing based on consent, without affecting the lawfulness of prior processing.
• Complaint — to lodge a complaint with a supervisory authority in your jurisdiction.

To exercise any of these rights, email privacy@redzen.cloud. We will respond within the timeframe required by applicable law. We may need to verify your identity before acting on a request.

9. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. Examples include access controls, encrypted transmission (HTTPS/TLS) on the Site, encryption of cloud-stored data where supported by the provider, and limited internal access on a need-to-know basis. No method of transmission or storage is perfectly secure; we cannot guarantee absolute security.

10. International Data Transfers

RedZen is based in the United States. Our service providers may be located in the United States, the European Union, or other jurisdictions. If you are located outside the United States, your personal information may be transferred to, and processed in, jurisdictions whose data-protection laws may differ from those of your jurisdiction. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for international transfers.

11. Children

The Site is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe we have collected personal information from a child under 16, please contact privacy@redzen.cloud and we will take appropriate steps to delete it.

12. Do Not Track

Some browsers transmit a “Do Not Track” signal. Because there is not yet an industry consensus on how to respond, the Site does not currently respond to Do Not Track signals. You can still control cookies and tracking as described in Section 6.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be communicated by posting a notice on the Site or, where appropriate, by direct notice.

14. Contact

Privacy questions, requests, or complaints can be sent to:

• Email: privacy@redzen.cloud
• Postal: Red Zen Cloud, LLC, 131 Continental Dr, Suite 305, Newark, DE 19713, USA