Website Privacy Notice

1. Who this notice covers

This notice explains how Zavo handles personal information when you visit zavo.ai, use our Contact us form or contact us by email about our services. It applies to prospective customers, partners and other enquirers, including people who do not have a platform account.

Platform account information is covered by our separate Platform Account Privacy Policy. Anonymised clinical and research datasets, and any handling of source information to prepare them, are governed by their own data policies and agreements. Please do not include patient information or other sensitive health information in a website enquiry.

2. Who is responsible

Zavo Ltd is the controller of website and enquiry personal information for people in the UK, the European Economic Area (EEA) and Switzerland. Zavo Inc. is the controller for people elsewhere. These companies are affiliates.

• Zavo Ltd: a company registered in England and Wales (company number 14543620), at 3 Orchard Place, Broadway, London SW1H 0BF, United Kingdom.
• Zavo Inc.: a Delaware corporation (file number 10321725), at 8 The Green, Suite R, Dover, DE 19901, United States.

For privacy questions or rights requests, email partnerships@zavo.ai with the subject “Website privacy”, or write to the relevant entity above, marked “FAO: Privacy”.

3. Information we collect

• Enquiry details: the first name, surname, email address, company and message you enter in the Contact us form, and information you choose to provide in emails or follow-up correspondence.
• Delivery and security information: a submission identifier used to prevent duplicate emails, the form verification token, and information about delivery or technical errors.
• Website and browser information: IP address, request information and browser or device signals processed by our hosting and security providers to deliver and protect the website. When you open the contact form, Cloudflare Turnstile processes technical signals to check for automated traffic.

You provide enquiry information directly. Technical information is generated through your interaction with the website and form. The form’s name, email, company and message fields are required to submit an enquiry; without them we cannot process that form submission. You can instead contact us by email with the details needed to answer your question.

4. How and why we use information

Where UK or EEA data protection law applies, we use the following legal bases:

• Responding to enquiries: we use your contact details, company and message to understand your request, send a confirmation, respond and manage relevant follow-up. We rely on our legitimate interests in communicating with prospective customers, partners and other enquirers. Where you ask us to take steps towards a contract with you personally, we may instead rely on those pre-contractual steps.
• Operating and protecting the website: we use technical and verification information to deliver pages, prevent spam and duplicate messages, diagnose problems and protect our systems. We rely on our legitimate interests in providing a reliable, secure website.
• Meeting legal responsibilities: we process information to comply with applicable legal obligations and respond to privacy requests. We may also retain relevant records for our legitimate interests in establishing, exercising or defending legal claims.

We consider your rights and interests when relying on legitimate interests. Submitting an enquiry does not subscribe you to marketing emails. If we ask for consent for a separate optional use, we will explain that use and how to withdraw consent.

5. Service providers and transfers

The form sends your enquiry to the Zavo team and a confirmation to your email address. Information is processed by the providers needed to deliver and support this flow:

• Cloudflare: hosts the website and contact form endpoint, and provides Turnstile verification. Your IP address and verification token are used for the server-side verification check.
• Resend: delivers the enquiry email to our team and the confirmation email to you, processing the relevant email addresses, message content and delivery information.
• Business email providers and authorised Zavo team members: receive, store and respond to your enquiry and subsequent correspondence.

We may share relevant information with Zavo affiliates or professional advisers where needed to handle your enquiry or a legal matter, and with authorities where required by law. Providers acting on our behalf must protect the information and process it under applicable contractual and legal requirements.

Zavo operates through UK and US entities, and our providers may process enquiry and technical information internationally, including in the United States. The platform account database locations described in the account policy do not describe where website enquiries are stored. Where required for a transfer outside the UK, EEA or Switzerland, we use a recognised transfer mechanism, such as an applicable adequacy decision or standard contractual clauses with the appropriate UK or Swiss provisions. Contact partnerships@zavo.ai for details of the providers, processing locations or applicable safeguards, including a copy of those safeguards.

6. Website security and cookies

We use technical and organisational measures designed to protect enquiry information. The contact form uses Cloudflare Turnstile to help distinguish people from automated traffic. Turnstile loads when you open the form and processes technical signals, including your IP address and browser information. See Cloudflare’s Turnstile Privacy Addendum for its handling of these signals.

Security cookies or similar technologies may be used where needed to deliver and protect the site. You can manage cookies and browser storage through your browser settings, although blocking security technologies may prevent form submission. If verification is unavailable, you can email us instead. If we introduce optional tracking that requires consent, we will explain it and provide the required choice before using it.

7. How long we keep information

We keep enquiries and correspondence for as long as needed to answer your request, manage relevant follow-up or a resulting business relationship, and meet applicable legal obligations or resolve claims. We consider the purpose and sensitivity of the information, whether the enquiry remains active, and applicable legal requirements when deciding the retention period.

Technical, verification and email delivery records are retained for the period needed for delivery, troubleshooting and security under the relevant provider arrangements. Enquiry emails may remain in business mailboxes and backups while needed for the purposes above. When information is no longer needed, we delete or anonymise it. To ask about a specific record or request deletion, contact partnerships@zavo.ai.

8. Your rights and complaints

Depending on your location, the processing and applicable exceptions, you may request access to your information, correction, deletion, restriction of processing or a portable copy. Where processing relies on consent, you may withdraw it at any time without affecting earlier lawful processing.

Your right to object: you may object to processing based on legitimate interests for reasons relating to your situation. You may object to direct marketing at any time.

Email partnerships@zavo.ai to exercise your rights. You do not need a platform account to make a request. We may need proportionate information to verify your identity and will respond within the period required by applicable law, normally one month for UK and EEA requests. We will explain any lawful extension or refusal. Requests are normally free of charge.

You may complain to the Information Commissioner’s Office in the UK, the data protection authority where you live or work or where an alleged infringement occurred in the EEA, or the relevant authority in your location. You do not have to contact us first.

9. Changes to this notice

We may update this notice as the website, our enquiry handling or legal requirements change. We will update the effective date and provide further notice of material changes where required. Our Terms of Service also apply to use of the website.