Privacy Policy

This Privacy Policy describes how Houston Online Marketing, 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™, the Zen Legal 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:

Businesses and Firms ("Clients"). Law firms, financial advisors, registered investment advisors, financial planning firms, nonprofits, and other service businesses that sign up for and use Zen Front Desk™ services, including people who complete our online signup form at zenfrontdesk.com.

End Users ("Callers, Attendees, and Prospects"). Individuals — such as people who call a Client's office, 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 our Services or interact with them, we may collect:

• Name, email address, phone number, business name, business industry, and website
• Whether you agreed to receive text messages, and the date and time of that choice
• 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
• Twilio, for call and text message delivery
• Website analytics and advertising measurement tools (such as Google Tag Manager), for website traffic and campaign performance reporting
• 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 Client 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 Client's behalf.

• Calendar data is stored securely within our systems only as needed to keep the Client'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 Client 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 appointment and registration confirmations, send text messages you have agreed to receive, 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. Text Messaging (SMS) Program

5.1 Program Description

Zen Front Desk™ sends text messages from its own phone numbers, including our main line, (832) 900-3600, to people who call Zen Front Desk™ or sign up for our Services and agree to receive them. Messages include links you request (our product, pricing, signup and partner program pages), confirmations and reminders for discovery calls you book with us, and, for businesses that sign up, signup confirmations, account setup updates, go-live confirmations and account notifications. Every message begins with "Zen Front Desk:". We do not send messages on behalf of other businesses under this program, and we do not buy, rent or share phone lists.

5.2 How You Opt In

We send text messages only to people who have agreed to receive them, through one of the following methods:

(a) By phone (verbal consent). When you call Zen Front Desk™ at (832) 900-3600, you speak with Ava, our AI receptionist. Before sending any text, Ava asks: "Would you like me to text you the link so you can see the demo and pricing?" If you say yes, she says: "Great. Zen Front Desk will text that link to this number. Message and data rates may apply, and you can reply STOP at any time to opt out. Is this the best mobile number to send it to?" A text is sent only after you confirm. If you say no, no texts are sent and the call continues normally. Calls are recorded and transcribed, and your consent is kept with the call record, including the date, time, and phone number. The full process is published at zenfrontdesk.com/sms-consent.

(b) Online signup at zenfrontdesk.com. Businesses signing up for Zen Front Desk™ complete the "Start Your Setup" form at zenfrontdesk.com. Directly below the phone number field is a separate, optional checkbox that is unchecked by default, labeled: "(Optional) I agree to receive text messages from Zen Front Desk at the phone number provided, including account setup updates and account notifications. Consent is not a condition of purchase. Message frequency varies. Message and data rates may apply. Reply STOP to opt out, HELP for help." The label links to this Privacy Policy and our Terms of Use. You can complete signup without checking the box, and we text you only if you check it.

Consent to receive text messages is not a condition of any purchase or service. Consent is collected specifically for the messages described above and is never transferred to or obtained from another company.

5.3 Message Frequency, Costs, and Help

Message frequency varies, typically 1–5 messages per request or account setup, plus appointment reminders if you book. Message and data rates may apply. Reply HELP (or INFO) for help, call us at (832) 900-3600, or email nick@houstononlinemarketing.com. Carriers are not liable for delayed or undelivered messages.

5.4 How to Opt Out

Reply STOP (or CANCEL, END, QUIT, UNSUBSCRIBE, STOPALL, REVOKE or OPTOUT) to any message to stop receiving texts. Reply START to resubscribe. You will receive one final message confirming that you have been unsubscribed. To stop calls, tell Ava during any call or email us.

5.5 Non-Sharing of Mobile Data

We do not share, sell, rent, loan, trade, lease, or otherwise provide your mobile phone number or text messaging opt-in data and consent to any third parties or affiliates for marketing or promotional purposes. Mobile information is shared only with service providers that deliver our messages (such as Twilio) and only to send the messages you agreed to receive.

6. Cookies and Tracking Technologies

We use cookies and tracking pixels to analyze website traffic and measure campaign performance. What we never send to advertising platforms: phone numbers, text messaging opt-in or consent records, personal financial information, budget worksheet data, income figures, asset values, or debt balances.

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, Twilio for call and message delivery, Supabase for secure databases, and Google for AI voice processing). All service providers are bound by strict confidentiality obligations and may use the information only to provide services to us.

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

Advertising Measurement. We may share limited, non-sensitive conversion events (for example, that a webinar was registered for or a seminar was attended) with advertising platforms so we and our Clients can measure campaign performance. Phone numbers, text messaging opt-in data, and messaging consent are never included in these events.

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 by contacting us at privacy@zenfrontdesk.com. You may opt out of text messages at any time by replying STOP to any message.

10. Contact Us