Privacy Policy

Effective Date: April 3, 2026

1. Introduction

NXGN Software ("we," "us," or "our") operates ZeroHire.ai (the "Service"), a platform that enables businesses to deploy and manage AI agents for marketing, operations, and administrative tasks. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, and organization details when you create an account.
  • Payment Information: Billing details processed securely through our payment provider (Stripe). We do not store full credit card numbers on our servers.
  • Agent Configuration Data: The objectives, instructions, and parameters you provide when configuring AI agents on the platform.
  • Communications: Information you provide when contacting our support team or responding to surveys.

2.2 Information From Third-Party Services

When you connect third-party accounts (such as Google or other business tools) to enable your AI agents to operate, we access data from those services only as necessary to perform the functions you configure. We request only the permissions (scopes) necessary for your configured agents to function, and we will always present an in-app disclosure explaining what data will be accessed before requesting your authorization.

Google Data — Scope-by-Scope Breakdown

The following describes each Google permission we may request, the specific data it provides access to, and how that data is used:

  • Basic Profile & Email (userinfo.email, userinfo.profile, openid): Your Google Account email address, display name, and profile photo. Used solely to create and authenticate your ZeroHire.ai account and display your identity within the platform.
  • Calendar — Free/Busy (calendar.events.freebusy): Read-only access to availability information (busy/free time blocks) on your Google Calendars. Used by scheduling agents to check availability without seeing event details.
  • Calendar — Full Access (calendar, calendar.readonly, calendar.events): Access to read, create, edit, and manage events across your Google Calendars, including event titles, descriptions, attendees, times, locations, and recurrence rules. Used by calendar management agents to schedule meetings, send invitations, update events, and manage your calendar on your behalf.
  • Gmail — Send (gmail.send): Permission to send email messages and drafts from your Gmail account on your behalf. This scope does not grant access to read, modify, or delete existing emails in your mailbox. Used by outreach and communication agents to send emails you have configured them to send.

2.3 Automatically Collected Information

  • Usage Data: Pages visited, features used, and interactions with the Service.
  • Device Information: Browser type, operating system, and device identifiers.
  • Log Data: IP address, access times, and referring URLs.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service, including executing AI agent tasks you configure.
  • Process transactions and send related billing information.
  • Send administrative communications such as account verification, security alerts, and service updates.
  • Respond to your inquiries and provide customer support.
  • Analyze usage patterns to improve the Service and develop new features.
  • Detect, prevent, and address technical issues and security threats.
  • Comply with legal obligations.

4. Google API Services — Limited Use Disclosure

ZeroHire.ai'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.

Specifically, we comply with all four Limited Use requirements:

  • Limited to user-facing features: We only use Google user data to provide or improve user-facing features that are prominent in ZeroHire.ai's user interface — specifically, the AI agent functions you have configured and explicitly authorized.
  • No transfer except as permitted: We do not transfer Google user data to third parties except: (a) as necessary to provide or improve user-facing features visible to you, (b) with your explicit consent, (c) for security purposes such as investigating abuse, (d) to comply with applicable law, or (e) as part of a merger, acquisition, or asset sale with prior user notice and consent.
  • No human access: We do not allow humans to read your Google user data unless: (a) we have your affirmative consent for specific data, (b) it is necessary for security purposes such as investigating abuse, (c) it is necessary to comply with applicable law, or (d) our use is limited to internal operations and the data has been aggregated and anonymized.
  • Prohibited uses: We do not use Google user data for:
    • Serving advertisements, including retargeting, personalized, or interest-based advertising
    • Credit-worthiness determination or lending qualification purposes
    • Sale or transfer to data brokers, information resellers, or advertising platforms
    • Surveillance or tracking of individuals on behalf of third parties

5. Data Processing by AI Agents

When you deploy AI agents through ZeroHire.ai, those agents process data on your behalf according to the objectives and instructions you configure. Important details about this processing:

  • In-App Consent: Before any agent accesses a connected third-party service for the first time, ZeroHire.ai displays an in-app disclosure describing what data will be accessed and how it will be used. Your affirmative action is required before data collection begins.
  • Agent Scope: Each agent only accesses data relevant to its configured function. A marketing agent does not access your calendar data, and a scheduling agent does not access your marketing content.
  • Human Oversight: Agents escalate decisions to you based on thresholds you define. Budget requests, sensitive communications, and critical decisions require your explicit approval.
  • Data Retention: Agent activity logs are retained for 90 days to allow for auditing and troubleshooting. You may request earlier deletion by contacting support.
  • No Training on Your Data: We do not use your business data or the content processed by your agents to train our AI models.
  • Security Assessments: We conduct regular third-party security assessments of our platform and infrastructure to ensure the ongoing protection of your data, including any data received from Google APIs.

6. Data Sharing and Disclosure

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

  • Service Providers: With trusted third-party providers who assist in operating the Service (e.g., payment processing, cloud infrastructure, AI model providers), bound by confidentiality obligations.
  • AI Model Providers: Agent tasks may be processed by third-party AI model providers. Data sent to these providers is used solely to generate responses for your agents and is subject to the providers' data processing agreements with us.
  • Legal Requirements: When required by law, regulation, legal process, or governmental request.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
  • With Your Consent: When you explicitly authorize sharing with a specific third party.

7. Data Security

We implement industry-standard security measures to protect your information:

  • All data is encrypted in transit using TLS 1.2 or higher.
  • Data at rest is encrypted using AES-256 encryption.
  • Our infrastructure runs entirely on Cloudflare's global network, benefiting from their enterprise-grade security, DDoS protection, and compliance certifications.
  • Access to production systems is restricted and audited.
  • We conduct regular security assessments of our platform.

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

  • Account Data: Retained while your account is active and for 30 days after deletion to allow for account recovery.
  • Agent Activity Logs: Retained for 90 days, then automatically purged.
  • Third-Party Service Tokens: OAuth tokens for connected services are stored encrypted. Upon disconnection or revocation, tokens are immediately invalidated and permanently deleted from our systems — they are not retained in any form.
  • Payment Records: Retained as required by applicable tax and financial regulations.

9. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data, subject to legal retention requirements.
  • Portability: Request your data in a structured, machine-readable format.
  • Revoke Consent: Withdraw consent for data processing at any time. You may disconnect third-party services from your account settings at any time, which immediately revokes our access to those services.
  • Opt-Out: Opt out of non-essential communications at any time.

Managing and Deleting Your Google Data

You can manage or delete your Google data connected to ZeroHire.ai at any time:

  • Disconnect Google services: Go to Settings > Connected Accounts in your ZeroHire.ai dashboard and click "Disconnect" next to Google. This immediately revokes all Google OAuth tokens and stops all agent access to your Google data.
  • Delete stored Google data: Go to Settings > Data Management and select "Delete Google Data." This permanently deletes all cached Google data, agent activity logs related to Google services, and stored OAuth tokens.
  • Revoke via Google: You can also revoke ZeroHire.ai's access directly from your Google Account permissions page. When you revoke access through Google, our stored tokens become invalid immediately, and we permanently delete them and any cached Google data within 24 hours.
  • Account deletion: Deleting your ZeroHire.ai account permanently deletes all data, including all Google data, OAuth tokens, and agent activity logs, within 30 days.

To exercise any of these rights or for assistance, contact us at [email protected].

10. Cookies and Tracking

We use only essential cookies required for the Service to function (e.g., session authentication). We do not use advertising cookies or third-party tracking pixels. We may use privacy-respecting analytics to understand how users interact with our website.

11. International Data Transfers

Your data may be processed on Cloudflare's global network, which includes servers in multiple countries. By using the Service, you consent to the transfer of your information to facilities outside your country of residence, which may have different data protection laws. We ensure appropriate safeguards are in place for all international transfers.

12. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Effective Date" and, where appropriate, by sending an email notification. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

NXGN Software

Email: [email protected]

Website: zerohire.ai