Privacy Policy

This Privacy Policy describes how Houston Online Marketing LLC, doing business as Zen Front Desk™ ("we," "us," or "our"), collects, uses, shares, and protects information in connection with the Zen Front Desk™ platform, the Zen Advisor Suite™, our website at zenfrontdesk.com, and all related services (collectively, the "Services"). Please read this policy carefully. By using our Services, you agree to the practices described here.

1. Who This Policy Covers

This policy applies to three categories of individuals:

Advisors and Firms ("Clients"). Financial advisors, registered investment advisors, financial planning firms, and other service businesses that subscribe to and use the Zen Advisor Suite™.

End Users ("Attendees and Prospects"). Individuals — such as seminar attendees, webinar registrants, and prospective clients — whose information is collected through our Services on behalf of our Clients.

Website Visitors. Individuals who visit zenfrontdesk.com without subscribing to the Services.

2. Information We Collect

2.1 Information You Provide Directly

When you sign up for the Zen Advisor Suite™ or interact with our Services, we may collect:

• Name, email address, phone number, and business name
• Billing information (processed securely through Stripe — we do not store full card numbers)
• Concierge configuration preferences (name, gender, voice settings)
• Seminar and event details you provide during onboarding
• Budget worksheet data submitted by seminar attendees on your behalf
• Communications with our support team

2.2 Information Collected Automatically

When you use our website or Services, we may automatically collect:

• IP address, browser type, device type, and operating system
• Pages visited, time spent, and referring URLs
• Cookie identifiers and tracking pixels (see Section 6)
• Call metadata including call duration, timestamp, and phone numbers involved

2.3 Information from Third Parties

We may receive information from:

• Stripe, for payment processing and billing
• Fillout, for form submissions and onboarding data
• Brevo, for email delivery and communication logs
• Google Tag Manager and connected marketing platforms, for approved conversion events
• Gemini Live API, for AI voice agent processing
• Google Calendar, for appointment scheduling and availability data (see Section 2.5)

2.4 Budget Worksheet and Financial Data

Budget worksheets submitted by seminar attendees may contain sensitive personal financial information including income, expenses, assets, debt balances, and investable assets. This data is stored securely within the advisor's dashboard, accessible only to the subscribing advisor and authorized personnel, never transmitted to advertising platforms, ad networks, or marketing tools, and used solely to facilitate the advisor's consultation preparation workflow.

2.5 Google Calendar Data

Where a subscribing advisor connects a Google Calendar account, the Services access that calendar solely to check availability, and to create, update, and manage consultation and appointment events on the advisor's behalf.

• Calendar data is stored securely within our systems only as needed to keep the advisor's calendar and the Services' scheduling functions in sync.
• Calendar data is never used for advertising and is never shared with ad networks or marketing platforms.
• Calendar data is shared only with the subscribing advisor whose calendar is connected, and with service providers strictly as needed to operate the scheduling function.

2.6 Legal Intake Data

Intake forms submitted by prospective clients through the Zen Legal Suite™ may contain sensitive personal information. While an intake form is in progress, entered information is stored locally within the prospective client's browser session and is not transmitted to our servers until final submission. Once submitted, intake data is accessible only to the subscribing law firm and is never transmitted to advertising platforms, ad networks, or marketing tools.

3. How We Use Information

We use the information we collect to provide, operate, and maintain our Services, configure your AI concierge agent, send seminar registration confirmations, process payments, and communicate with you about your account. We do not sell your personal information.

4. AI Voice Agent and Call Processing

The Zen Front Desk™ AI concierge is powered by artificial intelligence voice technology. Inbound and outbound calls handled by the AI concierge may be processed and analyzed by our AI systems for service delivery, quality, and compliance purposes. The AI concierge is not a licensed financial advisor or attorney and does not provide investment, tax, legal, or financial advice.

5. TCPA Consent — Automated Calls and Text Messages

The Zen Advisor Suite™ facilitates automated voice calls and text messages to seminar registrants and prospects on behalf of subscribing advisors using automated telephony technology.

By registering for a seminar, webinar, or event managed through our platform, attendees provide prior express written consent to receive automated calls and text messages from the subscribing advisor and Zen Front Desk™ regarding event registrations, appointment confirmations, reminder sequences, and digital pass delivery.

Message and data rates may apply. Message frequency varies. To opt out of text messages, reply STOP to any message. To opt out of automated calls, inform the AI concierge or contact the subscribing advisor directly.

Non-Sharing of Mobile Data: We do not sell, rent, loan, trade, lease, or otherwise transfer for value any phone numbers or customer mobile opt-in data collected through our SMS programs to any third party or affiliate for marketing or advertising purposes.

6. Cookies and Tracking Technologies

We use cookies and tracking pixels to analyze website traffic and measure campaign performance. What we never send to ad platforms: Personal financial information, budget worksheet data, income figures, asset values, debt balances, or any mobile opt-in records.

7. How We Share Information

We do not sell personal information. We may share information in the following limited circumstances:

Service Providers. We share information with trusted third-party vendors who assist in operating our Services (such as Stripe for billing, Brevo for transactional email, Supabase for secure databases, and Google for AI voice processing). All service providers are bound by strict confidentiality obligations.

Subscribing Advisors. Information collected on behalf of a subscribing advisor is shared with and accessible to that advisor as part of the Services.

Marketing Platforms. Approved non-sensitive conversion event signals (such as "seminar attended") may be shared with marketing platforms. Personal financial data and text messaging originator opt-in data are never shared with marketing platforms.

Legal Requirements. We may disclose information when required by law or court order.

8. Data Retention & Security

We retain personal information for as long as necessary to provide the Services. We implement industry-standard encryption (TLS) and secure database access controls.

9. Your Rights and Choices

You may request access to, correction of, or deletion of your personal information at any time, or opt out of SMS communications by texting STOP, by contacting us at privacy@zenfrontdesk.com.

10. Contact Us