This Privacy Policy describes how Zichron Capital Equity Pty Ltd (ACN 601 962 467, ABN 51 601 962 467) trading as Zevik ("we", "us", "our") collects, uses, stores, and discloses personal information when you use the Zevik platform at zevik.io and app.zevik.io ("the Service"). We are committed to protecting your privacy and complying with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
1. About This Policy
Zevik is a business-to-business service used by trade contractors to send their quotes to their clients with a voice explanation, intro video, response buttons, and follow-up tooling. This policy covers two categories of personal information: information about contractors (our direct users) and information about their clients (people who receive a Zevik quote link). Where Zevik integrates with third-party services such as ServiceM8, Xero, Stripe, and other infrastructure providers, we describe how data flows to and from those services below.
2. Information We Collect from Contractors
When you create a Zevik account or use the Service, we collect:
- Account identifiers: name, email address, password (stored as a one-way hash), business name and ABN where provided
- Business profile information: trading name, sender name, business email, contact phone number, address
- Uploaded content: quote PDFs and supporting documents you upload
- Voice and video media: contractor intro video and any audio samples you record or upload
- Generated content: scripts and audio explanations Zevik produces from your uploaded quotes
- Usage data: how you interact with the Service, including pages visited, features used, error logs, and approximate timing
- Billing information: subscription plan, billing history, payment status (payment card details are processed by Stripe and not stored by Zevik)
3. Information We Collect About Your Clients
When you send a quote through Zevik, we process information about the client you are sending it to. This may include:
- Client name, email address, and mobile phone number, as supplied by you or pulled from a connected integration
- The quote PDF and any associated job/scope details
- Quote activity data: when the client opens the quote link, listens to the voice explanation, asks a question via Zevik Chat, requests a revision or call, or approves the quote
- Messages exchanged through Zevik Chat between you and the client about the quote
- SMS reminder and manual SMS follow-up activity: when reminders were sent, whether the message was delivered, and any reply data provided by our SMS provider
You are responsible for ensuring you have the right to provide your clients' contact information to Zevik and to send them communications about their quote, including any consents required under applicable law.
4. ServiceM8 Integration Data
If you connect Zevik to ServiceM8, we access and process the following data from your ServiceM8 account:
- ServiceM8 account UUID — the unique identifier of your ServiceM8 account, used to link the integration to your Zevik account
- Staff/user identifiers — the ServiceM8 staff UUID of the user invoking Zevik, used to determine who triggered a Send with Zevik action
- Job and quote details — job UUID, job description, job address, generated job ID, status, total invoice amount, work order date
- Job contact details — client name, email and mobile number associated with the job
- Quote PDF — Zevik requests ServiceM8 to generate the quote PDF using ServiceM8's native template, and stores it for delivery to the client
- OAuth access and refresh tokens — issued by ServiceM8 to authorise Zevik to act on your account, encrypted at rest
Zevik writes the following information back to ServiceM8 on your behalf:
- A diary note recording when a quote is sent through Zevik, including the timestamp
- A diary note recording when a client approves the quote, including the timestamp
- A job status change from "Quote" to "Work Order" when the client approves, including the work order date
Zevik will only update jobs that are in "Quote" status. Jobs already in "Work Order", "Completed", or "Unsuccessful" status will not be modified by Zevik. Zevik does not request, store, or process payment card information through the ServiceM8 integration.
5. Xero Integration Data
If you connect Zevik to Xero, we access quote details, contact details (name, email, phone), quote PDFs, validity dates, payment terms, and total amounts from quotes you have created in Xero. When a client approves a quote through Zevik, we mark the corresponding Xero quote as "Accepted". OAuth tokens are encrypted at rest. Zevik does not access invoices, payroll, banking transactions, or other Xero data outside the quotes module.
6. How We Use Your Information
We use personal information to:
- Provide, operate, and maintain the Service
- Generate the voice explanation, audio walkthrough, and other client-facing content from quotes you upload, including AI-assisted quote extraction, validation, and script generation
- Deliver the quote experience to your client and track interactions with it
- Send transactional notifications to you (for example, when a client opens or approves a quote)
- Send SMS reminders to your clients on your behalf
- Write diary notes and status updates back to ServiceM8 and Xero on your behalf
- Manage your subscription, billing, and account
- Detect, prevent, and respond to abuse, security incidents, or violations of our Terms of Service
- Comply with legal obligations and respond to lawful requests
- Improve the Service, including diagnosing errors and analysing usage patterns in aggregate
7. Third-Party Service Providers
We use the following categories of service providers to operate the Service. These providers process information on our behalf under contractual data protection obligations:
- Hosting and storage providers — used to host the application and store account data, uploaded quotes, generated audio and related files
- AI processing service providers — used to extract quote details, validate scope, and generate plain-English explanations and scripts from uploaded quotes
- Voice generation service providers — used to synthesise the audio walkthrough delivered to your client
- Email delivery providers — used to send transactional emails relating to your account and quote activity
- SMS delivery providers — Mobile Message is used to deliver SMS reminders and manual SMS follow-ups to your clients
- Payment processors — Stripe processes subscription billing on our behalf; payment card details are entered into Stripe directly and are not stored by Zevik
- Email and productivity service providers — used by Zevik internally for support, document handling and operational email
- ServiceM8 and Xero — third-party platforms users may optionally connect; data flow with these platforms is described in sections 4 and 5
Some of these providers process data outside Australia (for example, in the United States or European Union). Where this occurs, we take reasonable steps to ensure that providers offer protections consistent with the Australian Privacy Principles or recognised equivalent frameworks.
8. How We Store and Protect Information
We store personal information in databases hosted by our infrastructure providers. We use industry-standard security practices including encryption in transit (TLS), encryption at rest, role-based access controls, and OAuth token encryption. Despite reasonable safeguards, no system is completely secure. We will notify affected users of any data breach as required by Australian law.
9. Data Retention
We retain personal information for as long as needed to provide the Service and meet legal, accounting, support and dispute-handling obligations:
- Account data is retained while your account is active and for a reasonable period after closure for legal, accounting, backup and support purposes
- Uploaded quotes, generated audio, client contact details and quote activity data are retained while the account is active, unless deleted earlier or retained as required for support, legal or compliance reasons
- SMS message logs are retained for up to 12 months unless longer retention is needed for support, compliance or dispute handling
- Billing records are retained as required by law, generally up to 7 years
- OAuth tokens for ServiceM8 and Xero are retained while the integration is connected; we delete them when you disconnect the integration
You may delete individual quotes from your dashboard at any time. To request deletion of your account and the personal information we hold, see Section 10.
10. Your Rights — Access, Correction and Complaints
You have the right to:
- Access the personal information we hold about you
- Request correction of information that is inaccurate, out of date, incomplete, or misleading
- Request deletion of your account and associated data, subject to legal retention obligations
- Withdraw consent for optional processing where consent is the basis for processing
- Lodge a complaint with us about how we have handled your personal information
- Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you believe we have not adequately addressed your concerns
To make a request or lodge a complaint, contact us at legal@zevik.io. We aim to respond as soon as practicable, typically within 30 days.
If we cannot verify your identity, or if a request would conflict with legal obligations or the rights of other users, we may need to limit or delay our response and will explain this to you.
11. Disclosure of Information
We do not sell personal information. We disclose personal information only:
- To the third-party service providers listed in Section 7, to the extent necessary to operate the Service
- To your clients, when you choose to send them a quote through Zevik
- To ServiceM8 and Xero, to write back diary notes and status updates that you have authorised through the integration
- To comply with a legal obligation, court order, or request from a law enforcement or regulatory authority
- To protect the rights, property, or safety of Zevik, our users, or others
- In the event of a corporate transaction (for example, merger, acquisition, or sale of assets), where personal information may be transferred as part of the assets, subject to confidentiality obligations
12. Cookies and Session Information
We use cookies and similar technologies (including localStorage) to maintain your authenticated session, remember UI preferences such as banner dismissals, and operate the Service. We do not use cookies for advertising or cross-site tracking. You can disable cookies in your browser, but parts of the Service may not function correctly if you do.
13. Children
Zevik is not directed to individuals under 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us so we can delete it.
14. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent version. Material changes will be communicated via email or by posting a notice on the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.
15. Contact Us
For general privacy questions, contact:
Email: support@zevik.io
For formal data requests (access, correction, deletion) or regulatory inquiries, contact:
Email: legal@zevik.io
Zichron Capital Equity Pty Ltd trading as Zevik
Caulfield South VIC 3162, Australia
ACN: 601 962 467
ABN: 51 601 962 467