Privacy Policy

1 Scope and roles

The Service is operated by Roman Shostak LLC, Sharjah Media City (Shams), Sharjah, United Arab Emirates (commercial licence no. 2429518.01), trading as ZSetup. We act in two different roles, and which one applies depends on whose data it is.

We are the controller of the personal data we need to run your relationship with us: your account, credentials, sessions, settings, subscription and billing status, support correspondence, and the security and operational metadata described in section 2.

We are a processor — and you, or the organization whose Zoho CRM account you connect, are the controller — for the content the assistant handles on your instructions: your Zoho CRM records and the personal data of your customers, leads, and contacts in them, the messages and files you send the assistant, the page context you attach, the results of actions you authorize, the tool calls made by AI clients you connect and their results (section 5), and the Knowledge notes the assistant keeps about your CRM (section 4). We process that content only to carry out your requests, on your instructions as expressed through the assistant, your permission mode, your approvals, the AI clients you connect, and your tool selection; we do not decide what it is used for. You are responsible for having a lawful basis to process it and for meeting your own obligations to the people it describes. A data processing agreement for organizations that need one is available on request.

This policy applies to product accounts, assistant conversations, Knowledge, explicit page context, Zoho CRM connections and actions, AI client connections and tool calls through the MCP connector, subscription management, and support requests. Zoho, Stripe, your browser, and any AI client you connect also process data under their own policies when you use their services; Zoho, not ZSetup, hosts your CRM.

2 Data we process

Depending on how you use the Service, we process:

• your name, email address, password credential, account settings, and sessions;
• messages, assistant responses, action proposals, approvals, and action results;
• Zoho organization and user identifiers, connected CRM records needed for your request, and encrypted OAuth tokens;
• page title, URL, selected text, and a bounded visible-text excerpt only when you attach that context;
• files you attach to a message — text, Markdown, CSV, and JSON files, spreadsheets (.xlsx), PDFs, and images (.png, .jpeg, .webp) — including the text extracted from them and, for images and for PDF pages that carry no text layer, a rendered image of the page. For supported files up to 1 MB, we also retain the original file so an authorized action can attach it to Zoho CRM;
• Knowledge notes the assistant, or an AI client you connect, writes about your CRM, your organization's processes, and your preferences, with a revision history that records each change's author (their Zoho display name), time, and conversation, and for a change made through an AI client, that source and the client's presented name;
• for the MCP connector, the AI clients you connect (their identifier and presented name), your consent to each and the access and refresh tokens that authorize them, related security timestamps, your tool selection, and an Activity record and a usage event for each tool call, as described in section 5;
• plan, subscription, invoice, payment-status, and aggregate usage information; and
• security and operational metadata such as request identifiers, timestamps, response status, and payload sizes. Message bodies and page content are excluded from structured logs.

3 Page content and Zoho data

Page content and selected text are sent to our servers only when you attach a page, allow the assistant’s request to read one, or ask about a page in Full access; they are used only to answer that request and are never passively collected. Your Zoho data is accessed only through actions you or your approval settings authorize in the side panel, or through the tool calls of the AI clients you connect and the tools you allow them. We never train models on your data.

The extension has no always-on content script. Page context is read in exactly three cases: you attach it with “Use this page” or the selection menu; the assistant asks to read the page you are viewing and you allow it on the card the panel shows; or, in Full access mode, the assistant reads the page you are viewing to answer a request you just sent, without asking first. Chrome’s own site-access consent is always required before the first read and is only ever requested from your click. Either way the page is sent with that request, used to produce the response, and retained in your chat history until you delete the conversation or your account.

In the side panel, Zoho CRM data is read and changed only through the curated actions the assistant runs for a request you made, within the permission mode you selected, and — for anything that changes or leaves the CRM — with the approval that mode requires. Through the MCP connector, it is read and changed by the tool calls of the AI clients you connect, within your tool selection, as section 5 describes. We do not synchronize, crawl, or keep a copy of your CRM records: the records a request needs are fetched for that request and the results are kept with the conversation as described in section 8. Results of MCP tool calls are returned to the AI client and we do not keep a separate copy of them; Knowledge an AI client writes is stored as Knowledge (sections 4 and 8). The only things we keep beyond that are your CRM's structure — module, field, and related-list definitions, which the assistant uses to plan requests without re-reading it — and the Knowledge notes described in section 4. Zoho remains the system of record and keeps its own copy, recycle bin, and audit trail under your agreement with Zoho.

Connecting Zoho uses OAuth so the Service can act on your behalf within the scopes shown on Zoho's consent screen. Refresh and access tokens are encrypted at rest with AES-256-GCM, are never sent to the extension, and are not logged. Disconnect in the side panel at any time; we attempt to revoke the token and delete the stored grant. You can also revoke access directly at accounts.zoho.com.

4 Knowledge

So that it does not have to relearn your CRM in every conversation, the assistant keeps notes, which the Service calls Knowledge. It writes and updates them on its own as you work; you do not have to ask. An AI client you connect through the MCP connector can also read and change them (section 5). Knowledge describes how your CRM is configured, what its modules, fields, and stages mean for your business, the processes your team follows, work the assistant has done, and your personal working preferences. By design it does not hold the contents of your CRM records, and content that looks like a credential is rejected rather than saved, whether the assistant or an AI client writes it. The assistant and AI clients run on language models and can still store something you did not intend, so do not paste passwords, API keys, or other secrets into a chat.

Knowledge lives in two places. Organization knowledge is shared with colleagues who connect the Service to the same Zoho organization with the same Zoho profile: they can read it, see who changed it and when, restore earlier versions, and the assistant uses it in their conversations. Personal knowledge is private to your account.

Every change to Knowledge is kept as a revision that holds the full text after the change, its author, and its time, and the conversation it came from when the assistant made it. A change made through an AI client instead records that it came through the MCP connector, the name the AI client presents, and a link to the Activity record of that call while the record exists; its author is your Zoho name or, if none is available, your email address.

The assistant can also search and read your own past conversations to recall earlier work, and so can an AI client you connect while you allow it (section 5). It does not have access to another user's conversations, and it excludes conversations you have deleted from search and recall.

The assistant may offer to learn your CRM. Nothing runs unless you start it. It then reads your CRM's configuration — such as the modules, fields, and layouts your Zoho profile can see — but not your records, changes nothing in Zoho, and writes what it learns into organization knowledge. This learning run is free and does not count against your Service usage budget, but it uses your organization's Zoho API allowance. How long Knowledge is kept, and what happens to it when you delete your account, is in section 8.

5 AI clients and the MCP connector

The MCP connector lets an AI client you choose, such as Claude, ChatGPT, Codex, or Cursor, use the Service's tools for you: CRM tools that read and change your connected Zoho CRM and, while you leave the memory capability enabled, Knowledge tools. When an AI client connects, we send it connection context: your Zoho organization's name, identifier, and time zone, and your Zoho user name, identifier, and email address. When it calls a CRM tool, we run that tool against your connected Zoho CRM with your Zoho connection and return the result to the AI client. A result can include the contents of CRM records, including personal data about your customers and contacts.

Knowledge through AI clients. While the memory capability is enabled, an AI client can read and search your personal knowledge and the organization knowledge available to your Zoho profile, read its revision history, and create, edit, move, delete, and restore notes, without an approval step. It can also search and read your own earlier side-panel conversations — their titles, dates, message text, and summaries of the CRM actions the assistant ran — except conversations you have deleted. These results can contain CRM data and personal data. Changes an AI client makes to organization knowledge are shared with colleagues connected to the same Zoho organization with the same Zoho profile. Notes an AI client writes are kept as Knowledge (sections 4 and 8).

The AI client is a third party that you choose; it is not our service provider. What it does with the data we return — including sending it to its own model provider, which may be one also named in section 6, storing it, or using it to train models — is governed by your agreement with that AI client's provider and its privacy policy, not by this policy. When we process MCP tool calls, we do not send their arguments or results to model providers for inference.

Connecting and disconnecting. To connect, the AI client sends you to our sign-in and authorization page, where you allow it to act for your account. That creates a grant for that AI client. We record the client's identifier and the name it presents. A presented name is not proof of who operates a client; where we have not verified a client's identity, we label it unverified. We issue the client access tokens, which expire after one hour, and refresh tokens, which let it renew access without asking you again. Each refresh token is valid for up to 90 days and is replaced by a new one whenever it is used, so a client that does not renew access within 90 days must be authorized again. You can disconnect an AI client at any time on the AI clients page of our website: that deletes your consent and the client's access and refresh tokens, and refuses its later tool calls. It does not undo tool calls that already ran or remove data the AI client already received. Removing the connector inside your AI client may not revoke our grant, so disconnect it on our website too. Resetting or changing your password disconnects every AI client; signing out of the website does not.

Tool selection. We store which capabilities and tools you allow AI clients to use, with the time and the user of the last change. The Service lists and runs only those.

Activity. For each tool call that reaches a tool, we keep an Activity record: when it started and finished, which AI client made it (its identifier and name), the user it acted for, the tool and its capability, the Zoho connection it used, its outcome and any error code, and a short summary the Service writes from a fixed set of facts — the tool's title, a standard or generic Zoho module name, and counts, for example “Updated 3 Deals”. Activity records never contain the arguments the AI client sent, field values, email content, or the results returned. Activity records become eligible for deletion 90 days after the call started and are removed by a daily cleanup job. We also keep a usage event for each settled tool call: your account identifier, a call identifier, its admission time and billing-period start, and whether it counted toward your allowance. Usage events contain no tool name, arguments, or results, and are kept with your usage records while your account exists (section 8), after the Activity record is deleted.

6 AI processing

This section covers requests you make in the side panel. We send the minimum request context needed to the model provider selected to answer your request. That may include your message, relevant conversation history, explicit page context, Zoho results returned by authorized read actions, and the Knowledge notes and excerpts of your own past conversations that the assistant loads or looks up for the request. A file you attach is normalized on our servers before it reaches the model: its text is extracted and sent as text, and an image — or a PDF page with no usable text layer, which we render at 150 dpi — is sent as an image. The file itself is never handed to the model as raw bytes. On later turns of the same conversation the extracted text is sent again; attached images are not re-sent, and the assistant asks you to attach the file again if it needs to see it. We do not use customer data to train models, and we configure every provider under terms that prohibit training on customer data.

The models that may process your request are Claude (Sonnet) from Anthropic, and DeepSeek V4.1 Flash 1017, an open-weight model from DeepSeek accessed through OpenRouter. Its inference hosts are inference.net and DeepInfra. The earlier V4.1 Flash model remains available for rollback on Modal, Together AI, or Novita. We require zero-retention terms, deny provider data collection, and permit fallback only inside each model’s named list. We do not send customer data to DeepSeek's own endpoint or to any unnamed inference host. If you need your account restricted to a single model provider, contact us.

AI output may be inaccurate. The assistant's curated action set, server-enforced permission mode, and approval screen limit what generated instructions can do; they do not make every answer correct.

7 Billing

Stripe processes checkout, card details, invoices, subscription changes, and the billing portal. We receive customer and subscription identifiers, plan, status, billing period, and limited payment metadata needed to provide the selected plan. We do not store full card numbers or card security codes.

8 Retention and account deletion

Chats and their files stay in your account. Deleting a chat hides it from history; it does not erase the stored content or files. We do not automatically purge hidden chats or currently offer an undo feature. Permanently deleting your account erases those chats and files. If conversation data is otherwise permanently erased, its associated files are also erased. Attached files include extracted text, rendered images, and supported original files up to 1 MB. Original bytes are not sent to the AI model. Pending files are associated with the conversation before you send a message and have no automatic expiry; removing a pending file deletes its stored content. Files already attached to Zoho CRM are separate copies governed by Zoho's retention and your CRM settings; deleting our conversation or account does not remove them from Zoho. We retain account settings, Zoho connection data, and usage records while your account exists. Short-lived OAuth and password-reset tokens expire automatically. MCP Activity records become eligible for deletion 90 days after the call started and are removed by a daily cleanup job; MCP usage events stay with your usage records. We keep your account's current tool selection, with the time and user of its last change, until it is replaced or your account is deleted. Disconnecting an AI client deletes your consent and its access and refresh tokens but not your tool selection or Activity. We keep security timestamps that stop revoked credentials from being reused, and an expired token stops working but is not necessarily erased before your account is deleted. Knowledge revisions made through an AI client follow the Knowledge rules below, not the 90-day Activity period: deleting an Activity record removes the revision's link to it but not the note text, the revision, or the recorded client name.

Knowledge is kept until it is deleted. We do not limit the number of revisions kept. Deleting a note removes it from the Knowledge loaded for new conversations, but its revision history, including the deleted text, is kept so it can be restored. Notes already loaded into an existing conversation remain part of that conversation. Organization knowledge belongs to the Zoho organization and profile rather than to any one account, so it outlives any single account, including yours.

When you delete your account, we verify your password, end the Stripe subscription and remove the Stripe customer when present, attempt to revoke Zoho access, and delete the local account. Database cascades remove sessions, encrypted Zoho tokens, chats, message attachments, actions, settings, API keys, usage rows, AI client grants and their tokens, your tool selection, and MCP Activity records. Your personal knowledge, with its revision history, is deleted with the account. Organization knowledge stays with the colleagues who share it, but we remove your name and account link from each change you made to it, so it shows as a former teammate; we do not rewrite the text of the notes, and a change made through an AI client keeps its MCP source and the client name it recorded. Stripe or legally required transaction records may be retained under Stripe's policy or applicable tax, accounting, fraud-prevention, and legal obligations.

Referral, commission and payout records. Account deletion does not erase the financial history of the programs. Account references are removed while minimal snapshots, including masked email addresses, dates, Stripe identifiers, amounts, attribution, reward and commission ledger entries and payout records, remain so owed balances and reversals survive. We retain program records while rewards, commissions, refunds or disputes can arise and afterwards as needed for accounting, tax, fraud prevention and legal obligations. We do not use these retained financial records for marketing. Application and click records are retained for operating the program and reviewing abuse or disputes; contact us to request deletion where applicable.

9 Service providers and transfers

We use service providers only to operate the Service:

• Google Cloud for application hosting, managed infrastructure, and databases;
• Stripe for payments and subscription management;
• Resend for transactional account email when configured;
• Anthropic for AI model processing; and
• OpenRouter for AI model routing, pinned to inference.net and DeepInfra for DeepSeek V4.1 Flash 1017, or Modal, Together AI, and Novita for the earlier model retained for rollback.

We operate the Service from the United Arab Emirates and host it in the United States: the application servers and the database run in Google Cloud's us-central1 region. AI requests also pass through OpenRouter and one of the named inference hosts in section 6; those and the other providers above may process data in the countries where they operate, each under the data processing terms we accept with that provider. We do not offer a choice of hosting region. If you need to know which transfer mechanism applies to your organization, ask us at support@zsetup.com.

10 Security

We use encrypted transport, hashed passwords, short-lived sessions and reset links, encrypted Zoho grants, least-privilege browser permissions, server-side authorization, structured-log redaction, and signed Stripe webhooks. No online service can promise absolute security, and we cannot guarantee that unauthorized third parties will never defeat these measures.

If we become aware of a security incident that affects personal data we hold for you, we will notify you without undue delay, as applicable law requires, with what we know about the incident and the steps we are taking, so that you can meet any obligations you have as controller of your CRM data. You are responsible for the security of your own credentials, devices, browser profile, and Zoho account.

11 Chrome Web Store Limited Use

Our use and transfer of information received from Google Chrome APIs complies with the Chrome Web Store User Data Policy, including its Limited Use requirements. We use this information only to provide or improve the extension's prominent user-facing purpose, and for security or legal compliance as permitted by that policy.

We do not sell this information, use it for targeted advertising, transfer it for creditworthiness or lending, or use it for unrelated purposes. Humans do not read this information except with your affirmative consent for support or security, when necessary for security or legal compliance, or when it has been aggregated and anonymized for internal operations.

Referrals and partner program

Links and cookies. When you follow a referral link, we record an opaque click identifier, the link and its owner, time, campaign parameters, a partner-chosen sub-ID and the landing path. We set a first-party cookie, zs_ref, containing only the opaque click identifier for up to 90 days. Customer links qualify for 30 days and partner links for 90 days; eligibility is checked on our servers. We also receive your browser’s user agent and store a keyed hash of your IP address for rate limiting and fraud prevention. A hashed IP address is still personal data. We do not use it to track you across sites or for advertising.

Attribution and invitations. Once you verify your email, we may link your account to the winning referral. We use account and canonical email information, connected Zoho organization identifiers and payment evidence to prevent self-referrals and duplicate rewards. If a customer asks us to email an invitation, we process the recipient address, sender account, send time and invitation status to send it and show its progress. Contact support to ask us to stop invitations to your address.

What the person who referred you sees. Customers see a masked email address and referral progress. Partners also see signup and payment dates, plan, collected revenue and the commission it generates. They never receive your full email address, CRM records, conversations or assistant activity through the program.

Applications and payouts. We process the name, email, company, website, partner type, Zoho relationship, client or audience band, promotion channels and plan, regions, payout country and notes you supply. Staff review this information and record the decision and terms accepted. We keep partner links, campaigns, referral statistics, commissions and payout requests, including their amount, status, date and payment reference. Our billing team arranges payment by email; bank details are not stored in the product. Payee details needed for payment are handled through our correspondence, banking and accounting systems.

We use this information to run the programs you choose to take part in, prevent fraud and abuse, and account for rewards and commission. Staff access is limited to those operating the program. Stripe also applies referral credits and supplies payment, refund and dispute evidence; our existing email provider delivers invitations and program notices, and banks or payment intermediaries process partner payouts.

Your choices. You can delete the referral cookie from your browser; a later signup may then lose attribution. Partners can ask to close their participation at partners@zsetup.com. Referral privacy requests and requests to stop invitations can also go to support@zsetup.com. Records retained for accounting and disputes follow section 8.

12 Your choices, rights, and contact

You can remove attached page context before sending, change permission mode, disconnect Zoho, disconnect AI clients and change which tools they may use, delete conversations, delete personal knowledge notes, manage billing, and delete your account. Depending on where you live, you may also request access, correction, portability, restriction, objection, or deletion of personal data. We do not sell personal data or use it for targeted advertising.

If you are a customer, lead, or contact of one of our users and your data reached us through their Zoho CRM, that user or their organization is the controller of it: please direct your request to them, and we will assist them in responding as their processor.

Send privacy questions or requests to support@zsetup.com. We may need to verify your identity before completing a request.

We may update this policy from time to time. The current version is always published here with its effective date at the top, and we will notify you of a material change by email or in the Service before it takes effect.