Zokun Technologies | AI Receptionist for HVAC & Service Businesses

1. Introduction

Zokun Technologies (“Zokun”, “we”, “our”, or “us”) respects the privacy of individuals and businesses that interact with our website and services. This Privacy Policy explains how we collect, use, process, store, and protect information obtained through the use of our website, AI-powered receptionist services, telecommunications integrations, and related technologies. By accessing our website or using any services provided by Zokun Technologies, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of information in accordance with the practices described below.

2. Information We Collect

Zokun Technologies collects information in order to provide AI-powered communication services to businesses and their customers. The types of information collected may include business information, communication data, and technical information generated through the operation of our services. When businesses subscribe to our services, we may collect identifying information such as the business name, contact email addresses, phone numbers, service area details, operating hours, and integration credentials required to connect our system with external services such as CRM platforms, scheduling systems, or telecommunications providers. When customers call or interact with businesses using Zokun Technologies' AI receptionist system, certain information may also be collected as part of the communication process. This may include caller phone numbers, call timestamps, call duration, call recordings, call transcripts generated by speech recognition systems, appointment details provided by the caller, and other conversational data necessary to assist with scheduling or responding to service requests. Our systems may also collect technical information automatically when users interact with our website or services. This may include device type, browser type, IP address, approximate geographic location, and other diagnostic data that allows us to maintain system security and reliability. The information collected is limited to what is reasonably necessary for the operation and improvement of our services.

3. How We Use Collected Information

Zokun Technologies uses collected information for the purpose of providing, operating, improving, and maintaining our services. Information collected through our platform may be used to facilitate AI-powered call answering, respond to incoming customer inquiries, capture service requests, schedule appointments, generate automated SMS confirmations, provide call summaries to businesses, and integrate appointment details with external scheduling or CRM systems. In addition to supporting real-time operations, data may also be used internally to improve the performance of our AI models and automation workflows. This may involve analyzing call transcripts, conversation patterns, and system behavior in order to enhance accuracy, reliability, and user experience. We may also use collected information to communicate with businesses regarding service updates, billing matters, system notifications, technical support inquiries, and operational announcements related to the platform. Information may also be used to detect, prevent, and investigate potential fraud, misuse of the platform, unauthorized access attempts, or violations of our Terms and Conditions.

4. AI Processing and Call Handling

Zokun Technologies provides AI-powered voice interaction systems that process customer conversations in order to assist businesses with call handling and appointment scheduling. When a caller interacts with an AI receptionist system powered by Zokun Technologies, the audio of the conversation may be processed by automated speech recognition and conversational AI systems in order to generate responses and complete requested actions such as capturing contact information or scheduling service appointments. In certain cases, calls may be recorded or transcribed for operational purposes. These recordings or transcripts may be accessible to the subscribing business through the system interface in order to review customer interactions and verify appointment details. Zokun Technologies uses commercially reasonable safeguards to protect call data. However, clients should be aware that AI systems may occasionally misunderstand caller input or produce unexpected responses due to limitations inherent in automated technologies. Our AI services are designed to assist with call management but should not be relied upon for critical decision making in emergency situations.

5. SMS Messaging and Communications

Zokun Technologies may facilitate the sending of SMS messages as part of the services provided to business clients. These messages may include appointment confirmations, missed call responses, scheduling updates, or service reminders. SMS messages sent through our platform are typically triggered by customer-initiated interactions such as phone calls, appointment scheduling requests, or inquiries made directly to a subscribing business. Message frequency may vary depending on customer activity and service interactions. Standard messaging and data rates may apply depending on the recipient's mobile carrier. Recipients of SMS communications may opt out of further messages at any time by replying with the word "STOP". Once an opt-out request is received, the messaging system will cease sending future SMS communications unless the recipient initiates new contact or opts back into messaging. Zokun Technologies does not sell or rent phone numbers collected through SMS interactions to third parties.

6. Information Sharing and Third Partie

Zokun Technologies may utilize third-party service providers in order to operate the platform and deliver services effectively. These providers may include telecommunications carriers, cloud hosting providers, AI processing services, payment processors, and CRM integration platforms. Information may be shared with these providers only to the extent necessary to perform specific functions required for the operation of our services. These providers are contractually obligated to handle data securely and in accordance with applicable privacy and security standards. Zokun Technologies does not sell personal information or customer communication data to advertising networks or data brokers. Information may also be disclosed when required by law, legal process, or government request, or when disclosure is necessary to protect the rights, property, or safety of Zokun Technologies, our clients, or the public.

7. Data Storage and Security

Zokun Technologies takes reasonable administrative, technical, and physical precautions to protect data stored within our systems. These safeguards are designed to prevent unauthorized access, disclosure, alteration, or destruction of information. Data may be stored on secure cloud infrastructure managed by reputable hosting providers that maintain industry-standard security practices. Access to internal systems is restricted to authorized personnel who require such access for operational purposes. Despite these measures, no electronic transmission or storage system can be guaranteed to be completely secure. Users acknowledge that they provide information at their own risk and that Zokun Technologies cannot guarantee absolute security of transmitted data.

8. Data Retention

Zokun Technologies retains collected information for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. Call logs, transcripts, and appointment data may be stored for operational review, reporting, and service improvement purposes. Businesses may request deletion of certain data where permitted by applicable law. When data is no longer required for operational or legal purposes, reasonable steps will be taken to delete or anonymize it.

9. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve user experience, analyze website traffic, and understand how visitors interact with the site. Cookies may store limited information such as session identifiers, device preferences, or analytics data. This information helps us optimize the website and identify potential issues affecting performance. Users may disable cookies through their browser settings; however, doing so may affect certain features of the website.

10. Children's Privacy

Zokun Technologies services are intended for use by businesses and individuals over the age of eighteen. We do not knowingly collect personal information from children under the age of thirteen. If we become aware that such information has been collected inadvertently, we will take steps to remove it from our systems.

11. Changes to This Privacy Policy

Zokun Technologies may update this Privacy Policy periodically to reflect changes in technology, regulatory requirements, or operational practices. When changes are made, the updated policy will be published on our website with a revised effective date. Continued use of our services after such updates constitutes acceptance of the revised Privacy Policy.

14. Contact Information

f you have questions regarding this Privacy Policy or the way your information is handled, please contact us.: Zokun Technologies Email: zokuntechnologies@gmail.com Phone: 801-721-6725