Privacy Policy

Zenfix (“Company,” “we,” “us,” or “our”) operates the Zenfix property management platform and Zoe SMS assistant service (collectively, the “Service”). This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our Service.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

2.1 Information You Provide Directly

• Account information: name, email address, password, company name, and billing information when you register as a property manager.
• Property data: property addresses, unit numbers, and tenant contact information you enter into the platform.
• Communications: messages, support requests, and other content you send to us.

2.2 SMS and Messaging Data

When tenants interact with Zoe, our AI SMS assistant, we collect and process:

• Phone numbers: mobile phone numbers used to send and receive SMS messages.
• Message content: the text content of SMS messages sent to and from Zoe, including maintenance requests, inquiries, and responses.
• Message metadata: timestamps, delivery status, and message identifiers (e.g., Twilio MessageSid).
• Consent records: records of when and how tenants opted in to receive SMS communications, including the opt-in method, timestamp, and source.
• Opt-out records: records of STOP requests and unsubscribe actions, retained for compliance purposes.

SMS data is used only to provide the property management communication service and is never sold or shared with third parties for marketing purposes.

2.3 Information Collected Automatically

• Log data: IP addresses, browser type, pages visited, time spent, and referring URLs.
• Device information: device type, operating system, and unique device identifiers.
• Cookies and tracking technologies: session cookies, analytics cookies, and similar technologies. See Section 7 for details.

We use the information we collect to:

• Provide, operate, and improve the Zenfix platform and Zoe SMS service;
• Process and respond to tenant SMS messages on behalf of property managers;
• Create and manage tickets for maintenance requests and tenant issues;
• Send transactional messages (account confirmations, billing receipts, service alerts);
• Send SMS messages to tenants who have opted in to receive communications from their property manager via Zenfix;
• Maintain records of SMS opt-in consent and opt-out requests as required by TCPA and carrier regulations;
• Detect and prevent fraud, abuse, and violations of our Terms of Service;
• Comply with applicable laws, regulations, and legal process;
• Analyze usage patterns to improve our Service.

Zenfix operates an SMS messaging program through which property managers communicate with their tenants. This section governs how we handle SMS communications in compliance with the Telephone Consumer Protection Act (TCPA) and carrier requirements.

4.1 Consent

Tenants receive SMS messages only after providing express written consent to their property manager. Consent records — including the opt-in method, timestamp, and message shown at the time of opt-in — are stored and retained for a minimum of four (4) years as required by law.

4.2 Message Frequency

Message frequency varies by property and tenant need. Tenants typically receive messages in response to their own inquiries, plus periodic property notices. Property managers control message frequency within their account settings.

4.3 Opt-Out

Tenants may opt out of SMS communications at any time by replying STOP to any message. After opting out, tenants will receive a single confirmation message and will not receive further SMS messages from Zenfix on behalf of that property manager. To re-subscribe, tenants may reply START.

4.4 Help

Tenants may reply HELP at any time to receive assistance information, including our contact email.

4.5 Message and Data Rates

Msg & Data rates may apply. Tenants are responsible for any charges assessed by their mobile carrier for sending and receiving SMS messages.

4.6 Quiet Hours

Zenfix does not send automated SMS messages before 8:00 AM or after 9:00 PM in the recipient's local time zone, in compliance with TCPA quiet hour requirements.

4.7 No Third-Party Sharing of SMS Data

Phone numbers and message content collected through the SMS program are not shared with third parties for their own marketing purposes. SMS opt-in data and consent records are not sold, rented, or transferred to unaffiliated third parties.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4.8 Opt-In Method

Users opt in to Zenfix SMS notifications by texting the keyword START or ZEN to our designated Twilio number, or by providing their phone number and consent through the tenant portal or leasing documents. The opt-in keyword and phone number are displayed within the Zenfix tenant portal and in the welcome email sent upon account creation. Upon texting the keyword, users immediately receive a confirmation message containing the program name, message frequency disclosure, "Msg & data rates may apply" notice, and instructions to reply STOP to opt out or HELP for assistance. No campaign messages are sent until this confirmation is delivered.

We may share your information with:

• Service providers: third-party vendors who help us operate our Service, including Twilio (SMS delivery), Anthropic (AI processing), Stripe (payments), and cloud infrastructure providers. These vendors are contractually bound to use your data only as directed by us.
• Property managers: tenant information and message history is accessible to the property manager associated with that tenant's property.
• Legal compliance: we may disclose information if required by law, subpoena, court order, or government request, or to protect the rights, safety, and security of Zenfix, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred to a successor entity subject to equivalent privacy protections.

We do not sell personal information to third parties.

We retain personal data for as long as necessary to provide the Service and comply with our legal obligations:

• Account data: retained while your account is active and for 30 days after deletion.
• SMS message content: retained for 2 years for service and quality purposes.
• Consent and opt-out records: retained for a minimum of 4 years as required by TCPA and carrier regulations.
• Billing records: retained for 7 years as required by tax and accounting law.

When Zenfix is used to manage short-term rental properties, we collect the following guest information to enable property management communication:

• Phone numbers: collected from booking platform integrations or entered manually by the property manager.
• Guest names: collected from booking platform integrations or entered manually by the property manager.
• Booking dates: check-in and checkout dates used to scope communication and enforce automatic data deletion.

Guest data is collected on behalf of the property manager and is subject to the property manager's instructions and applicable law.

Guest data collected through the Zenfix platform is used solely to facilitate property management communication during guest stays. Specific purposes include:

• Maintenance coordination between guests and property managers or contractors;
• Delivery of property information such as check-in instructions and house rules;
• Check-in and checkout reminders initiated by the property manager;
• Responding to guest inquiries on behalf of the property manager.

Guest data is not used for targeted advertising, resale, or any purpose unrelated to the active booking.

Guest personal data is purged automatically 7 days after the guest's checkout date. This includes phone numbers, names, booking dates, and conversation history tied to that stay. Aggregated, anonymized data (such as message volume statistics) may be retained beyond this period for service improvement and capacity planning, but this data cannot be linked back to any individual guest.

Guest communication on the Zenfix platform is delivered using the following third-party services:

• Twilio: SMS and WhatsApp message delivery. Twilio processes phone numbers and message content as a data processor on our behalf.
• Booking platforms: Airbnb, VRBO, Booking.com, and similar services may provide guest data to Zenfix through integrations authorized by the property manager. Each platform's own privacy policy governs data shared from their side.

These service providers are contractually bound to use guest data only as directed by Zenfix and only for the purposes described in this policy.

Guests communicating with Zenfix-managed properties have the following rights regarding their personal data:

• Opt out of communications: guests can text STOP at any time to opt out of all further communications from that property via Zenfix. This opt-out is honored immediately and permanently for that booking.
• Access and deletion: guests may contact us at privacy@zenfix.ai to request access to or deletion of their personal data. Note that all guest data is automatically deleted 7 days after checkout regardless.
• Who can see guest data: guest conversation history and contact information are accessible only to the property manager responsible for the booking and to Zenfix support staff when required to resolve a technical issue.

We use cookies and similar technologies to operate and improve the Service:

• Essential cookies: required for authentication and core functionality.
• Analytics cookies: Google Analytics 4 to understand how users interact with the platform. You can opt out at tools.google.com/dlpage/gaoptout.

You can disable cookies in your browser settings, though some features may not function correctly.

We implement industry-standard security measures including TLS encryption in transit, encryption at rest for sensitive fields, access controls, and regular security reviews. No method of transmission over the Internet is 100% secure; we cannot guarantee absolute security, but we take reasonable steps to protect your information.

Depending on your location, you may have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate data;
• Request deletion of your personal information (subject to legal retention requirements);
• Opt out of SMS communications (reply STOP to any message);
• Lodge a complaint with a data protection authority.

To exercise these rights, contact us at privacy@zenfix.ai.

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us personal information, please contact us and we will take steps to delete it.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the effective date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

12.1 Guest Data Collection

When property managers use Zenfix to communicate with short-term rental guests, we collect the following categories of guest information:

• Contact information: guest name, mobile phone number, and email address provided by the property manager or imported from a booking platform.
• Booking details: property address, check-in and check-out dates, reservation confirmation number, and guest count as supplied by the property manager.
• Message content: the text of SMS, WhatsApp, Telegram, or web chat messages exchanged between the guest and the property manager or Zoe assistant.
• Message metadata: timestamps, delivery status, message identifiers, and the communication channel used.
• Consent records: records of how and when the guest consented to receive communications, including the source of consent (booking platform, check-in documents, or direct communication).

Guest data is collected solely for the purpose of facilitating property management communications and is never sold to third parties.

12.2 Purpose of Guest Data Processing

STR guest data is processed for the following purposes:

• Delivering booking-related communications, including check-in instructions, property rules, maintenance notifications, and emergency contacts.
• Responding to guest inquiries and maintenance requests through the Zoe assistant.
• Maintaining a record of guest communications for the property manager reference.
• Complying with legal obligations, including TCPA consent requirements and consumer protection laws.
• Detecting and preventing fraud, abuse, or violations of our Terms of Service.

We do not use STR guest data for profiling, targeted advertising, or any purpose unrelated to the specific booking and property management service.

12.3 Guest Data Retention

STR guest data is retained according to the following schedules:

• Message content: retained for seven (7) days after the guest checkout date by default, consistent with the STR message retention period described in our Terms of Service. Property managers may configure a longer retention period through their account settings.
• Guest contact information: retained until the property manager deletes the guest record or terminates their Zenfix account, whichever occurs first.
• Consent and opt-out records: retained for a minimum of four (4) years as required by TCPA and carrier regulations, regardless of message content deletion.

After the applicable retention period expires, STR guest data is permanently deleted from the Zenfix platform.

12.4 Third-Party Sharing of Guest Data

STR guest data may be shared with the following categories of third parties:

• Property managers: guest contact information and message history is accessible to the property manager associated with the guest booking.
• Service providers: messaging infrastructure providers (such as Twilio for SMS delivery and Telegram for bot communications) process guest messages on our behalf under data processing agreements that limit their use of the data to providing the service.
• Legal compliance: guest data may be disclosed if required by law, subpoena, court order, or government request.

We do not sell STR guest data to third parties. Guest phone numbers, message content, and consent records are not shared with unaffiliated third parties for marketing, advertising, or promotional purposes.

Property managers who import guest data from booking platforms (Airbnb, Vrbo, Booking.com, and similar services) should review those platform privacy policies independently. Zenfix is not responsible for the privacy practices of booking platforms.

12.5 Guest Rights

STR guests have the following rights regarding their personal data:

• Right to opt out: Guests may opt out of messaging at any time by replying STOP to any message. After opting out, no further messages will be sent.
• Right to access: Guests may request a copy of the personal data Zenfix holds about them by contacting the property manager or Zenfix directly.
• Right to correction: Guests may request correction of inaccurate personal data.
• Right to deletion: Guests may request deletion of their personal data, subject to legal retention obligations for consent records and billing data.
• Right to lodge a complaint: Guests may lodge a complaint with a data protection authority regarding our handling of their personal data.

To exercise any of these rights, guests may contact the property manager associated with their booking or reach Zenfix directly at privacy@zenfix.ai. We respond to verified requests within thirty (30) days.

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