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
• 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. This may include event titles, times, attendee names and email addresses, and event descriptions entered through the platform.

• 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.
• An advisor may disconnect their Google Calendar at any time; upon disconnection, we stop syncing new calendar data and will delete previously synced calendar data upon request.

Our use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

2.6 Legal Intake Data

Intake forms submitted by prospective clients through the Zen Legal Suite™ may contain sensitive personal information, including details related to an injury, incident, medical treatment, employment, or other circumstances relevant to a prospective legal matter. This data is handled as follows:

• While an intake form is in progress, entered information is stored locally within the prospective client's browser session on their own device and is not transmitted to or stored on our servers.
• Upon final submission, the completed intake form is transmitted in a single encrypted transaction and stored securely within the subscribing law firm's dashboard.
• Once submitted, intake data is accessible only to the subscribing law firm and its authorized personnel.
• Intake data, whether in progress or submitted, is never transmitted to advertising platforms, ad networks, or marketing tools.
• If a prospective client returns to a previously started intake form, we may require verification of the individual's email address or phone number before reloading any previously entered information.

Because in-progress intake data resides only on the prospective client's local device, it is not accessible from a different device or browser, and it is not recoverable by us if a prospective client clears their browser data before submitting.

No Attorney-Client Relationship. Submitting an intake form through the Zen Legal Suite™ does not create an attorney-client relationship between the prospective client and the subscribing law firm. An attorney-client relationship is formed only if and when the subscribing law firm expressly agrees to represent the individual. Prospective clients should avoid including information they consider highly sensitive until a relationship has been established, if they have concerns about preliminary disclosure.

Advisor/Firm Responsibility for Privileged Information. Houston Online Marketing LLC is a technology provider and does not act as legal counsel. Subscribing law firms are responsible for determining what information is appropriate to collect through an intake form and for handling any information received in accordance with their professional and ethical obligations, including obligations related to prospective client confidentiality.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Zen Advisor Suite™ and related Services
• Configure and operate your AI concierge agent
• Send seminar registration confirmations, reminder sequences, QR check-in codes, and post-event follow-up communications on behalf of subscribing advisors
• Process payments and manage billing
• Send approved conversion event signals to marketing platforms (e.g., "seminar attended," "consultation booked," "worksheet completed") — never personal financial data
• Communicate with you about your account, updates, and support
• Improve and develop our Services
• Comply with legal obligations
• Enforce our Terms of Use

Google user data obtained through Google Calendar integration is used solely to provide and improve the specific scheduling features described in Section 2.5. It is not used for advertising, analytics unrelated to that feature, AI or machine learning model training, or the improvement of any other Houston Online Marketing product or service.

We do not sell your personal information. We do not use personal financial worksheet data for advertising or marketing purposes.

4. AI Voice Agent and Call Processing

The Zen Front Desk™ AI concierge is powered by artificial intelligence voice technology. By using our Services or by registering for a seminar or event managed through our platform, you acknowledge and agree that:

• Inbound and outbound calls handled by the AI concierge may be processed and analyzed by our AI systems
• Calls may be logged for quality, service delivery, and compliance purposes
• The AI concierge is not a licensed financial advisor and does not provide investment, tax, legal, or financial advice
• Conversations are used to fulfill the service functions described in this policy

Where required by law, callers will be notified that they are interacting with an automated AI system.

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. These communications are delivered using automated telephone dialing 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:

• Seminar and webinar registration confirmation
• Event reminders and attendance follow-up
• Consultation scheduling and appointment reminders
• Budget worksheet delivery and follow-up
• Post-event communications and follow-up sequences

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, you may inform the AI concierge or contact the subscribing advisor directly.

Consent to receive automated communications is not a condition of purchasing any goods or services.

Advisor Responsibility. Subscribing advisors are responsible for ensuring that their registration forms, landing pages, and event materials include compliant TCPA consent disclosures before collecting attendee phone numbers. Houston Online Marketing LLC is not responsible for a subscribing advisor's failure to obtain proper consent.

6. Cookies and Tracking Technologies

We and our third-party partners use cookies, pixels, and similar technologies to:

• Operate and improve our website and Services
• Analyze website traffic and usage patterns
• Send approved conversion signals to marketing platforms on behalf of subscribing advisors (e.g., Google Tag Manager, Meta Pixel, Google Ads)
• Measure campaign performance

What we never send to ad platforms: Personal financial information, budget worksheet data, income figures, asset values, debt balances, or any sensitive financial details collected through the Services.

You may control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our website.

7. How We Share Information

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

Service Providers. We share information with trusted third-party vendors who assist in operating our Services, including Stripe (payments), Fillout (forms), Brevo (email), Airtable (data management), Supabase (database), Google Calendar (appointment scheduling), and Google's Gemini Live API (AI voice processing).

Subscribing Advisors. Information collected on behalf of a subscribing advisor — including attendee names, contact information, worksheet data, and attendance records — 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" or "appointment booked") may be shared with marketing platforms configured by subscribing advisors. Personal financial data is never shared with marketing platforms.

Legal Requirements. We may disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers. In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

8. Data Retention

We retain personal information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Active account data is retained for the duration of the subscription
• Budget worksheet data is retained per the subscribing advisor's dashboard settings
• Call logs and metadata are retained for up to 12 months unless a longer period is required by law
• Billing records are retained for 7 years as required for tax and accounting purposes

Upon termination of a subscription, advisors may request deletion of their account data by contacting us at privacy@zenfrontdesk.com.

9. Data Security

We implement industry-standard technical and organizational measures to protect your information against unauthorized access, disclosure, alteration, or destruction. These measures include encrypted data transmission (TLS), secure database storage, access controls, and regular security reviews.

Budget worksheet data submitted by seminar attendees is stored securely within the advisor's dashboard as described in Section 2.4. The same local-storage approach applies to intake forms submitted through the Zen Legal Suite™: information entered into an in-progress intake form is stored on the prospective client's device and is not transmitted to our servers until the form is submitted.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

10. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Opt-Out of Communications: Unsubscribe from marketing emails at any time using the unsubscribe link in our emails, or reply STOP to text messages
• Data Portability: Request your data in a portable format where technically feasible

To exercise any of these rights, contact us at privacy@zenfrontdesk.com. We will respond within 30 days.

11. Children's Privacy

Our Services are intended for business use by adults and are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately at privacy@zenfrontdesk.com.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies independently.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify subscribing advisors by email. Your continued use of the Services after any update constitutes acceptance of the revised policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us: