Privacy policy

1. Who processes the data

The controller is FORTITUDO VINCIT S.R.L., tax ID 43990858, J2021000522266, registered office at Sat Solovăstru, Com. Solovăstru, no. 178, Mureș County, postcode 547570, Romania, which operates Zen Staff. For any question about your data write to [email protected].

For the data your company puts in the hosted hub (chats, company memory, files), your company is the controller and we process it on its behalf, under the Data Processing Agreement.

2. What stays only on your computer

Agents run on your computer or your company's server, on your AI account. Files, personal chats, local project memory and your connections to other apps stay there. We do not see or receive them.

Your relationship with your AI provider (Anthropic, OpenAI or Google) is your own, under your account and their terms. What agents send to the AI model goes to that provider, not to us.

3. What data we process

Account: name, e-mail address, company, role in the company, sign-in data (password stored only as a hash, passkeys, two-step verification).
Hub metadata: companies, members, approved devices and the audit log (who, what, when, on which device). The log does not keep chat text.
Shared chats: pass through the hub end-to-end encrypted; the hub sees only ciphertext.
Hosted company memory (only if you turn it on): conversation summaries encrypted with the company's key, and extracted facts (names, dates, promises) that can be searched. "Forget this" removes a person or company from memory.
Files sent for approval: when you send a client an approval link, the files go to the hub and stay there until the link expires (3 to 30 days, your choice) or you revoke it; then we delete them. We keep the client's answer (approved or changes requested, the comment and their name if given).
Anonymous statistics, only with your consent: once a day, aggregate counts: app version, operating system, edition, language and how many chats, messages, approvals, packs and errors there were. The install identifier is random and never leaves the computer. No content, files, names or e-mail addresses.
Update checks: the request to the update server carries the version, system, architecture and edition. We keep only aggregate counts, for 90 days.
Website: Cloudflare Web Analytics, without cookies and without identifying visitors.
Support: e-mails you send us and our replies.
Invoicing: the company details on the invoice (name, tax ID, address, contact person) and payments.

4. Why, and on what legal basis

Purpose	Legal basis (GDPR)
Account, hub, hosted memory, approval links, support	Performance of the contract, Art. 6(1)(b)
Security, audit log, abuse prevention, aggregate update and website statistics	Legitimate interest, Art. 6(1)(f)
Anonymous in-app usage statistics	Consent, Art. 6(1)(a), withdrawn any time in Settings, Privacy
Invoices and accounting records	Legal obligation, Art. 6(1)(c)

We do not sell data, we do not run targeted advertising and we do not use your data to train AI models.

5. Who we share it with (sub-processors)

Sub-processor	What it does	Where
Hetzner Online GmbH	Hosts the hub and the company memory	Germany (EU)
Cloudflare, Inc.	Delivery network, downloads, cookie-less Web Analytics, encrypted backups in R2	EU (R2: Western Europe); global network
Resend, Inc.	Transactional e-mail (invitations, approval answers, notifications)	USA / EU
Anthropic, PBC	Hosted memory extraction with Claude Haiku, on our API key	USA
HoReCaOS, the invoicing system used by FORTITUDO VINCIT S.R.L.	Issuing invoices and sending them to e-Factura (ANAF)	EU (Germany)

The list is kept up to date on this page and in the DPA, with advance notice to Hosted customers.

6. Transfers outside the EU

The hub and company memory are in Germany. Some sub-processors (Cloudflare, Anthropic, Resend) may process data in the USA. For these transfers we rely on the EU-US Data Privacy Framework where the provider is certified, and on the Standard Contractual Clauses approved by the European Commission.

7. How long we keep it

Account and hub data: while the account is active, plus 30 days after closing.
Backups: daily for 30 days, plus one copy per month for 12 months.
Approval link files: until the link expires or is revoked (30 days at most).
Audit log: per the company's plan, at most while the company account is active.
Statistics and aggregate counts: 90 days.
Invoices and accounting documents: 10 years, as Romanian accounting law requires.
Support e-mails: up to 2 years from the last message.

8. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability, objection, and to withdraw consent at any time, without affecting processing before withdrawal.

Write to [email protected] and we answer within 30 days. If the data belongs to your company in the hub, we may refer you to the company admin, who decides about it.

You can complain to the Romanian data protection authority, ANSPDCP, B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest, www.dataprotection.ro, or to the authority in your EU country.

9. How we protect it

In short: approval before anything leaves the company, separate encryption keys per company for memory, device-signed requests, an audit log that cannot be rewritten quietly, encrypted nightly backups, mandatory two-step verification for owners and admins, data in the EU. All of it, with examples: Security.

10. Cookies

The website uses no tracking or advertising cookies. Details: Cookies.

11. Children

The Service is not meant for people under 18 and we do not knowingly collect data about children.

12. Changes to this policy

When we change this policy we update the version and date at the top. We announce important changes by e-mail or in the app before they apply.

Privacy policy.