Zolteva Privacy Policy

Effective date: October 9, 2026
Last updated: October 9, 2026

1. Who we are and what this policy covers

Zolteva Solutions is a fictitious name registered in Florida (No. G26000135944) of TRADINGUPANDSONS LLC ("Zolteva", "we"), a Florida limited liability company based in Miami Gardens, Florida, United States. Zolteva provides an AI phone receptionist for small businesses (the "Service"). The receptionist, which we call "Elena", answers the calls a business does not pick up, books appointments and notifies the business owner by email.

Mailing address: 18120 Northwest 42nd Avenue, Miami Gardens, FL 33055.
Contact: operations@zolteva.com.

This policy explains what personal information we collect, why, how long we keep it, who we share it with, and how to ask us to access or delete it. It applies to two kinds of people:

• Business Customers — the owner or person who signs a business up for Zolteva on our website. Business Customers are our customers.
• Callers — people who call a Business Customer's phone and speak with Elena.

2. Information we collect from Business Customers

When you sign up on our website, you give us the following information. "Required" means the form will not continue without it.

Describing your business to Elena in your own words (optional). During sign-up you can describe your business in your own words, by typing or dictating, on the screen where you "tell Elena" about it. What you type or dictate on that screen — and only that — is sent to an outside artificial-intelligence provider (OpenRouter (Google Gemini / Anthropic Claude)), to fill in your business profile in the sign-up form. You do not have to use it: you can skip it and fill in the form by hand. Do not type or dictate there any information about your customers, or any payment information (such as card numbers).

We also create or receive the following when you sign up:

• Information we derive from your answers: your receptionist's primary language (Spanish if you choose the Spanish greeting, English otherwise) and your business time zone. Today every business is set to US Eastern Time (America/New_York).
• Payment information. You enter your card directly on the secure checkout page of our payment processor, Stripe. We never see or store your full card number. We give Stripe your email address so that it appears on the checkout page. Stripe tells us whether the payment or trial was set up and gives us a payment reference and the references of your Stripe customer record and subscription, which we keep.
• Account and service records: an internal sign-up reference, the status of your sign-up and when it was started, paid and completed, the identifier of the receptionist we set up for you, the phone number we assign to your receptionist, your minutes used, and the appointments, call records and notifications described in Section 3.
• Technical information: a random one-time code and a fingerprint of your answers that together prevent duplicate sign-ups if you press "Continue" twice. To limit abuse, our sign-up server counts the requests that come from each IP address (for example, how many sign-up attempts in one minute); these counters are deleted periodically, after about one day. Like most websites, our web servers and our hosting and network providers also keep technical access logs, which can include your IP address, your browser type, the page requested and the date and time. See Section 8 for how long we keep them.

Customer panel. After sign-up you can open your panel with your email address and a password, or with a link we email you (the link works once and expires in 15 minutes). You choose your password in the panel. We store it only as an irreversible hash (with a random salt unique to your account), never the password itself, so we do not know it and cannot recover it: if you forget it, open the panel with the emailed link and set a new one (setting a new password signs out your other sessions). From the panel you can see your information and change the options it offers you at any given time: today, how often you want the email summary (a mailing we have not started yet) and your password; and, when they become available on your account, your services, your business hours and Elena's options (greeting language, voice, appointments at the same time, and whether you go to your customers). We keep a record of each change made there (what was changed, the previous value, the new value and when), so that you can undo it and so that we can give you support. We also keep a hash of the link and of your session (not the link or the cookie itself), the list of the calls Elena answered for your business (when each one started, how long it lasted, whether it ended in an appointment, a message or no appointment, and the last four digits of the caller's number; not the transcript), and your minutes used in each billing month. Section 10 describes the panel's session cookie.

Google Calendar (optional). From your panel you can connect your Google Calendar, and you can disconnect it from the same place at any time. If you connect it, Google shows you a consent screen and we ask for two permissions:

• "View your availability in your calendars" (https://www.googleapis.com/auth/calendar.freebusy). With it we receive only the times when you are busy (a start and an end) in your primary calendar for the next 14 days. We do not read the titles, descriptions, locations, attendees or any other content of your events. We use these times only so that Elena does not offer appointments when you are already busy.
• "Make secondary Google calendars, and see, create, change, and delete events on them" (https://www.googleapis.com/auth/calendar.app.created). With it we create one secondary calendar in your Google account, named "Zolteva · Elena appointments" (or "Zolteva · Citas de Elena"), and write there the appointments that Elena books for your business. When an appointment is moved or cancelled, we update or delete its event. Each event contains the service, the name and phone number the customer gave, and the start and end time with your business time zone, and nothing else. This permission does not let us read or change your other calendars or the events in them, and we do not.

You can grant only the first permission. In that case Elena still avoids your busy times (read-only), and we create no calendar and write nothing to your Google account.

We keep: an encrypted token that lets us keep asking Google for your busy times; those busy times for the next 14 days, which we refresh every 5 minutes; and the identifiers of the calendar we created and of the events we wrote in it, so that we can update or delete them. We store no content of your own events, because we never receive it. When you disconnect from your panel, we ask Google to revoke the permissions and we delete the token, the saved busy times, the identifiers and the list of appointments waiting to be written; if Google does not confirm the revocation, we delete them anyway, and the panel tells you that you can remove the permission yourself at myaccount.google.com/permissions. The calendar we created stays in your Google account, with the appointments already written in it, because it is yours: you can delete it in Google Calendar. If Google stops accepting the permission (for example, because you removed it), we delete the saved busy times, stop reading and writing, and keep the token and the identifiers only until you disconnect. We do not use this information for advertising, we do not sell it, we do not use it to train artificial-intelligence models, and we do not share it with anyone other than the infrastructure provider named in Section 7 that hosts our servers (Microsoft Azure). Zolteva's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Calendar subscription link (optional). From your panel you can also create a read-only calendar link (iCalendar) to see Elena's appointments in your own calendar app. For each confirmed appointment, the link shows its time, the service and the customer's name (never the phone number or any note), plus the times you have blocked and the reason, if you wrote one. Anyone who has the link can see this, so do not share it with people who should not. We keep only a fingerprint of the link, not the link itself; you can regenerate it or remove it from your panel, and the old link stops working.

Help chat on our website. Any visitor can write to the help chat on our home page. What you type in the chat is sent to an outside artificial-intelligence provider (OpenRouter (Google Gemini / Anthropic Claude)) to draft the reply; our servers do not keep the conversation: they only count messages per IP address to limit abuse and record the cost of each reply. If you leave a message for the team, we keep what you type in the form (your name, your business name if you give it, your phone number, your email if you give it and what you need) and email it to operations@zolteva.com. Do not type payment details or passwords in the chat.

3. Information we collect about Callers

When someone calls a Business Customer and the call reaches Elena, we collect:

• The caller's phone number (caller ID) and the date, time and length of the call.
• We do not keep the audio of the call. The caller's voice is used only while the call lasts, so that Elena can understand and answer, book the appointment and take a message for the business; no recording is kept.
• A written transcript of the call, produced automatically, and a record of what happened on the call (for example, when it started, when it ended and whether an appointment was booked).
• What the caller tells Elena, which may include their name, the service they need, a preferred date and time, and any other details they choose to share.
• The appointment, if one is booked: date, time, service and the contact details the caller gives.

Callers do not create an account with Zolteva. We process caller information to provide the Service to the Business Customer they called.

If the Business Customer has connected its Google Calendar with the permission to write, the appointment (the service, the name and phone number the caller gave, and the time) is also written to a calendar in that business's own Google account (see Section 2).

4. How we use information

We use personal information only to:

1. Set up and run your receptionist — using your business name, trade, services, hours, how many appointments you can take at the same time, whether you go to your customers, voice and greeting so Elena can answer calls for your business. If you describe your business in your own words during sign-up, we use that description to fill in your business profile (see Section 2).
2. Answer calls, book appointments and notify you — including sending you appointment alerts by email and, once text messages are available and you choose them with your permission, by SMS.
3. Help you connect your phone — using your carrier, or the fact that your line is a landline, to show and email you the right call-forwarding steps.
4. Bill you — through Stripe, according to your plan, trial and minutes used.
5. Provide support and contact you about your account — for example, to tell you your receptionist's phone number or to help you finish setting up call forwarding.
6. Keep the Service working, secure and lawful — detecting misuse, fixing errors, keeping records we need for legal, tax or accounting reasons, and responding to lawful requests.
7. Improve the Service — reviewing call transcripts to correct Elena's mistakes and her scripts, as described in Section 5.

5. Calls answered by Elena: AI and transcription (no audio recording)

• Elena is an artificial-intelligence system, not a person. She uses automatic speech recognition, a language model and a synthetic voice.
• Calls answered by Elena are transcribed; they are not recorded. Zolteva keeps the written transcript (produced automatically) and the call record, on our servers in Microsoft Azure (Central US, Iowa, United States), and keeps them as described in Section 8. The audio is processed only while the call lasts, so that Elena can understand and speak, through Dograh's voice service (see Section 7), and no audio file is kept.
• Why we keep transcripts:
  1. To provide the Service to the Business Customer, so that the business owner can look up the call and the appointment.
  2. To handle incidents, for example if an appointment was booked incorrectly or a caller or the Business Customer reports a problem with a call.
  3. To improve the Service: we review transcripts to correct Elena's mistakes and her scripts.
• What Elena says at the start of a call: Elena introduces herself as the business's virtual assistant and asks how she can help: "Hello, this is Elena, the virtual assistant for (business name). How can I help you?" (in Spanish: «Hola, soy Elena, la asistente virtual de (nombre del negocio). ¿En qué puedo ayudarle?»). She does not say that the call is recorded, because the audio is not kept. The Business Customer chooses whether Elena greets callers in English, in Spanish, or in English with an option to switch to Spanish.
• Elena may make mistakes when understanding a caller or booking an appointment. Business Customers are responsible for reviewing their appointments (see our Terms of Service).

6. SMS / Text messaging

• Program name: Zolteva appointment alerts, a text-message program of Zolteva Solutions (a fictitious name of TRADINGUPANDSONS LLC).
• When it starts: text alerts begin once the phone carriers approve our messaging registration. Until then, your appointment alerts reach you by email and we send no SMS. What follows describes how the program works.
• Who sends the messages: Zolteva Solutions (a fictitious name of TRADINGUPANDSONS LLC).
• Who receives them: the Business Customer (business owner), at the cell number they enter for text alerts when signing up, only if they choose text messages as a way to receive appointment alerts and check the box agreeing to receive them. We do not text our customers' own customers or the people who call.
• What we send: alerts about new appointments that Elena books for your business, plus messages that confirm your enrollment or answer the keywords STOP and HELP.
• How often: message frequency varies with your appointments.
• Message and data rates may apply.
• To stop: reply STOP to any message. We will send one message confirming that you have been unsubscribed and will send no further text messages. After that, you will not receive appointment alerts by text message. If you also chose email, your alerts will keep arriving by email. If text messages were your only channel, write to operations@zolteva.com to receive your alerts by email instead.
• For help: reply HELP to any message or write to our customer support at operations@zolteva.com.
• Consent to receive text messages is not a condition of purchase. At sign-up you choose how to receive your appointment alerts — by email, by text message or both — and you can choose email only. You will receive alerts by the channel or channels you choose.
• Carriers are not liable for any delayed or undelivered messages.
• We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.
• No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
• Our Terms of Service (section 11) describe the program in full.

7. How we share information

We do not sell personal information, and we do not share it with third parties for their own marketing.

We share personal information only with the service providers that help us run the Service, and only as needed for the task they do for us:

To do these tasks for us, Dograh may in turn use other providers.

Mobile information and SMS consent: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

We may also disclose information:

• To the Business Customer, in the case of caller information (transcripts, appointments and the other call details for calls made to that business).
• When required by law, such as in response to a valid subpoena or court order, or to protect the rights, safety or property of Zolteva, our customers or others.

8. How long we keep information

When the period ends, we delete or anonymize the information, unless the law requires us to keep it longer.

9. Your choices and rights

• Access, correction and deletion. You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by writing to operations@zolteva.com from the email address on your account (or explaining how we can find your information). We will verify your identity before acting on the request and will answer within 45 days. We may keep information we are required to keep by law.
• Callers can ask the business they called, or write to us at operations@zolteva.com with the phone number they called from and the approximate date of the call.
• SMS. Once text messages are available and you have chosen them, reply STOP to stop them at any time and HELP for help, or write to operations@zolteva.com.
• Email. We only send emails about your account and the Service, such as appointment alerts, sign-up and call-forwarding steps, the panel sign-in link and billing. We do not send marketing emails.
• Customer panel. You can sign out of the panel at any time with "Sign out".

10. Information stored on your device

While you fill in the sign-up form, your browser saves your answers on your own device (in the browser's local storage), so nothing is lost if the page reloads. This draft is deleted from the device when the sign-up is completed. If the sign-up is not completed, it stays on the device until you clear your browser's data. If you fill in the form on someone else's device, your answers are saved on that device.

During payment, the browser also keeps a temporary sign-up reference for that browser tab.

Our website remembers the language you choose (English or Spanish) in your browser's local storage.

On our public website and on the sign-up page we do not set cookies, and we do not use advertising or analytics tools. The customer panel uses a single first-party session cookie ("zolteva_panel"): it is created when you sign in with the link from your email, it is used only to keep your session open for 30 days, it is sent only to the panel itself (Path=/panel), it cannot be read by scripts (HttpOnly), it travels only over encrypted connections (Secure) and it is not used for tracking or shared with third parties; it is deleted when you click "Sign out". Our network provider may set cookies that are strictly necessary for security. The checkout page is run by Stripe, which may use its own cookies under its own privacy policy.

11. Security

We use reasonable technical and organizational measures to protect personal information, including encrypted connections (HTTPS) and access limited to people who need it. No system is completely secure, and we cannot guarantee absolute security.

12. Minimum age

The Service is for businesses. You must be at least 18 years old to sign up. We do not knowingly collect information from children under 13 through our website. Callers of any age may call a Business Customer; we do not ask callers their age.

13. Changes to this policy

We may update this policy. If we make material changes, we will notify Business Customers by email at least 30 days before the changes take effect and update the "Last updated" date above.

14. Contact

Zolteva Solutions, a fictitious name of TRADINGUPANDSONS LLC
18120 Northwest 42nd Avenue, Miami Gardens, FL 33055
Email: operations@zolteva.com