Privacy Policy

1. The most important thing: your product data stays on your own instance

Zonitix runs on a dedicated, single-tenant instance we provision and host for you. Your employee records, directory data, and access logs live on that instance — isolated from every other customer. We do not pool that data, sell it, or share it with third parties. We hold a deploy key that gives us root access to your server, used to provision it and to tear it down; we do not use it to access the data in your instance except for support you ask us for in writing (see “Managed hosting” below). One exception to “stays on your own instance”: if you use Apple MDM (a preview feature), the management records for your enrolled Macs are held in a Zonitix-operated MDM service shared across customers, kept separate per customer (see section 6).

This policy therefore covers only what our public website (zonitix.com) collects when you visit it or contact us — not the data inside your Zonitix instance.

2. Who is responsible for your data (controller)

Zonitix LLC — the operator of this website (zonitix.com) and the host of your instance — is the data controller for the limited website data described in this policy. You can reach us about any data-protection matter at license@zonitix.com.

3. What the website collects

No third-party analytics, no cookies, no profiles: this site sets no analytics or advertising cookies, loads no third-party analytics or tracking script, and does not build a profile of you or track you across sites or from one day to the next. We do count visits ourselves, in aggregate, to see which pages are read. When a page opens, your browser tells our own server which page it is, the host name of the site that referred you, any campaign tag in the link, and, if you use the demo form, that you opened it, the page you opened it on, and whether you loaded the booking calendar in it or sent the form; and whether you pressed “Try the demo”. Our server adds the country Cloudflare reports for your connection (no region or city) and a one-way code derived from your IP address and browser type with a random key that exists only in our server’s memory and is replaced every day; the code cannot be turned back into your IP address and does not link one day’s visit to another. We store that code, the country, the referring host, the pages viewed that day and those demo steps — not your IP address, not your browser details, and nothing on your device. We do not count you at all if your browser sends Do Not Track or Global Privacy Control, or while you are signed in. We do this on the basis of our legitimate interest in understanding how the site is used. Separately, operating any website does involve short-lived server and edge access logs — your IP address, the page requested, and a timestamp — which we and our infrastructure providers keep briefly for security and abuse-prevention (our legitimate interest); we do not mine them for analytics.

Demo & contact requests: if you contact us without holding an account, what we collect is what you type into the demo or contact form — your name, work email, company name, company size, and which Zonitix product you are interested in — so we can reply to you. There is no free-text message field.

Booking calendar: the demo dialog can show our Google Calendar booking page, but it is not loaded until you click “Load Google calendar”. If you load it and book a time, Google receives the details you enter (such as your name and email) to create the booking, and may set its own cookies, under Google’s privacy policy. Nothing is sent to Google if you do not load it.

If you hold a Zonitix account: to run your account and your subscription we also store your name and email address, your password (hashed, never in readable form), your multi-factor secret and any passkeys you enrol, and — for security — the time and IP address of your last sign-in. We also keep a security log of events on your account: each sign-in, each failed sign-in or second-factor attempt, lockouts, password-reset and account-recovery requests, signing out your other sessions, and changes to your password, multi-factor method or passkeys, each recorded with the time, the IP address it came from and your browser’s user-agent string. We use that log only to protect your account and investigate misuse (our legitimate interest), never for analytics or marketing; unlike the short-lived access logs above, it is not deleted automatically (see “How long we keep it”). We store your subscription and payment records (plan, amount, currency, method and the reference you give us) because we have to bill you and keep the books; you pay us by bank transfer against our invoice, so we use no payment processor and never receive card details; your bank and ours handle the transfer under their own terms. This is the data we hold about you as the customer; it is separate from the employee data inside your own instance, which stays on your server and which you control (see "Managed hosting" below).

Strictly-necessary cookies: if you sign in to a customer or admin dashboard, we set one or more strictly-necessary functional cookies to sign you in and complete multi-factor authentication. They are functional only — no tracking, no analytics — and none are set for ordinary visitors browsing the site.

Local storage: your browser may keep form entries and preferences locally on your own device for convenience. That data stays on your device; it is not sent to us.

4. Why we are allowed to use it (lawful basis)

We rely on our legitimate interest in responding to enquiries and taking steps at your request before any contract to answer you and arrange a demo. If you ask us to keep you informed about Zonitix, we send those updates on the basis of your consent, which you can withdraw at any time by replying or emailing us.

We use what you submit only to respond to your request, arrange a demo, and (with your consent) keep you informed. We do not sell your information, and we do not share it with advertisers.

5. How long we keep it

We keep the contact details you submit only as long as we need them to handle your enquiry and any follow-up you want. You can ask us to delete them at any time and we will action that — email license@zonitix.com. Definite retention periods are being finalised with counsel and will be stated here; until then, the criterion is simply need — we do not keep this data longer than the purpose above requires.

The visit counts described in section 3 are deleted automatically after 90 days.

The account security log described in section 3 currently has no automatic deletion period: its entries are kept as a record of who accessed an account and from where. A definite retention period for it is also being finalised with counsel and will be stated here. You can ask what it holds about you at license@zonitix.com.

6. Where it is processed (transfers)

The website and service rely on the sub-processors named in our Terms of Service (§9) — Contabo (hosting), Cloudflare (traffic and TLS), the email relay we configure for our own account mail (Google Workspace by default), and — only if you choose to load it — Google Calendar for demo booking. That relay carries the mail we send you about your Zonitix account: account invitations, sign-in verification codes and password/MFA-reset messages, billing and subscription notices, instance set-up and decommission notices, and signature requests. The mail your instance sends — its own sign-in and reset messages and the candidate and employee messages the product sends, such as application and rejection notices, offer letters, e-signature links, and onboarding and credential-delivery mail — does not go through it: it goes through the SMTP provider your administrator sets up in Security Settings → Email / SMTP, under your own account with that provider, so employee and candidate personal data in that mail passes through the provider you pick. Your Zonitix instance is a separate matter: it is provisioned in the region we agree with you — an EU region when you need your data to stay in the EU — and the data stored in it stays in that region (see “Managed hosting” below). Its live traffic reaches you through Cloudflare by default; we describe that below and in Terms §9. If you use Apple MDM (preview), your enrolled Macs are managed through a Zonitix-operated MDM service (mdm.zonitix.com, hosted by Contabo and reached through Cloudflare) that is shared across customers, with each customer’s records in a separate tenant; it holds the enrolled Macs’ identifiers (serial number, UDID), the device certificates and push and bootstrap tokens Apple’s MDM protocol keeps for each Mac, the local account names and inventory the Macs report (device information, security status, installed profiles), enrolment and check-in records, the commands sent to them — such as profile installs, lock and wipe — and their results, any FileVault recovery keys escrowed to it (stored encrypted), and the Apple push certificate you upload, and those records are erased from the live service when your instance is decommissioned; that service’s own backups are not rewritten, so copies can remain in them until those backups expire (Terms §9). This section otherwise covers only the website.

This website is served through Cloudflare, a US provider, so handling the limited website data described here — including your demo enquiry — can involve processing on Cloudflare’s global network outside your own country. Cloudflare maintains recognised EU transfer safeguards for this — EU Standard Contractual Clauses and EU–US Data Privacy Framework certification. We are finalising the specifics of our own reliance on those safeguards with counsel and will provide details on request at license@zonitix.com. We add no analytics or tracking processors.

7. Managed hosting

We host your Zonitix instance on a dedicated, single-tenant private server, deployed in the hosting region we agree with you — an EU region when you need your data to stay in the EU, or a region closer to your team when you do not. By default the instance is reached through a Cloudflare tunnel, so its live traffic is terminated at Cloudflare’s edge unless you arrange a different ingress (as described in our Terms §9). We provision it and monitor it; your administrator applies updates and runs backups and restores, and backups are copied to a bucket in your own cloud account. We do not log in to your server unless you ask us to. Updates do not need us to have a way in: we publish a release, and when your administrator applies it from System → Updates an agent on your host fetches and applies it; the only thing that travels back to us is an HMAC-signed five-minute check-in — the signature authenticating its identity (hostname), and the same check-in also carrying the IP address the instance reports, its customer and company identifiers, the version and release it runs, the user count, the state of its own updates (the update channel it follows, whether it updates automatically, and the result and time of its last maintenance window, with the release that window applied and the one before it), and (where you run our device agents) a count of how many managed devices are on each agent version. It also sends the number of active users, the server’s CPU count and memory, and a capacity figure derived from them; we discard those on receipt and do not store them. Those operational figures are all we retain from it: the latest set, plus a per-check-in history (time, IP address, hostname, version, user count) that we delete after 30 days. We never store the data inside your app. Separately, we hold one SSH deploy key with root access to your server, kept in our deployment system and used to provision the server and to tear it down at the end — routine updates do not use it. We do not use it to access the data on your instance except when you ask us to, in writing, for support you have requested. We also hold the account with the hosting provider your server runs on; as the account holder we can reach your server’s provider console, rescue mode and snapshots without that key. Our deployment tooling has no connection to that account and does not use its console, rescue mode or snapshots. The data on your instance is yours and is never co-mingled with another customer (Apple MDM records, described in section 6, are the one exception).

8. Your rights

For any personal data we hold about you as controller — contact-form data, and your account, sign-in and payment records if you are a customer — you can ask us at any time to access it, correct it, delete it, receive a copy of it, or object to or restrict our use of it, and you can withdraw any marketing consent at any time. Email license@zonitix.com and we will action it promptly. (For the employee data inside your own instance you are the controller and we are your processor, so those requests are yours to answer — see "Managed hosting" below and Terms §8.)

You also have the right to lodge a complaint with your local data-protection supervisory authority if you believe we have handled your data unlawfully — though we would appreciate the chance to put things right first.

9. California & US state privacy rights (CCPA/CPRA and similar)

If you are a California resident (or in another US state with a comprehensive privacy law, such as Colorado, Connecticut, Virginia or Utah), you have the right to know what personal information we collect about you and why, to access and receive a copy of it, to correct it, and to delete it, and the right not to be discriminated against for exercising those rights. The categories we collect about you as a website visitor or customer, and the purposes, are described in section 3.

We do NOT sell your personal information, and we do NOT share it for cross-context behavioural advertising, as those terms are defined under the CCPA/CPRA — so there is no “Do Not Sell or Share My Personal Information” action to take, because we do neither. We do not use or disclose sensitive personal information for purposes that would require an opt-out. Our sub-processors (section 6) act as service providers/processors under contract and may not use your data for their own purposes.

To exercise any of these rights, email license@zonitix.com; we will verify and action your request within the timeframes the applicable law requires, and you may use an authorised agent where the law allows. You may appeal a decision by replying to our response.

10. Contact

Questions about this policy or your data: license@zonitix.com.