Privacy Policy
How we protect your privacy and handle your data
Introduction
Zioan Software Solutions ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access or use any Zioan Services, including our websites, applications, and self-hosted digital workspace platform software ("Zioan").
Key Principle
Zioan is designed as a self-hosted solution where your data remains on your infrastructure. We have minimal access to your information and prioritize your privacy by design.
Information We Collect
1. Website Information
When you visit zioan.com and updates.zioan.com:
- Technical Data: IP address, browser type, device information, operating system
- Usage Data: Pages visited, time spent, referral sources, click patterns
- Contact Information: Name, email, company (when you contact us or sign up for trial)
- Marketing Data: Email preferences, demo requests, trial registrations
2. Software License Information
During trial registration and license purchase:
- Personal Details: Name, email address, phone number (optional)
- Company Information: Business name, address, contact person
- License Details: Selected tier, user capacity, payment information
- Technical Info: Installation environment (general system requirements only)
3. Payment and Billing Information
When you purchase a license or renew maintenance:
- Billing Address: Collected during checkout via Stripe (our payment processor) and saved to our database for:
- Issuing legally compliant invoices (required under §14 UStG German tax law)
- VAT/tax calculation based on your location
- Tax compliance and OSS (One Stop Shop) reporting
- Fraud prevention and payment verification
- Payment Details: Credit/debit card information is collected and processed by Stripe (we never see or store your full card details)
- VAT ID: EU business customers can optionally provide VAT ID for B2B reverse charge (0% VAT)
- Transaction Data: Payment amount, date, currency, receipt URL, last 4 digits of card
How Billing Address is Collected
Your billing address is collected during the payment process via Stripe's secure checkout and saved to our database after successful payment. This ensures:
- Stripe validates your address for fraud prevention
- You only enter your address once (no duplicate forms)
- We have the necessary information to issue compliant invoices
- Proper VAT/tax calculation based on your country
4. Software Usage Data (Minimal)
What Zioan software communicates:
- License Validation: Periodic checks of license validity and tier compliance
- Update Notifications: Availability of software updates and security patches
- Registration Data: Information provided during initial setup only
What we NEVER collect from your Zioan installation:
- Your actual data, documents, or content
- User activity patterns or behavioral data
- Host addresses, IP addresses, or network information
- File contents, chat messages, or project information
- Personal information beyond initial registration
How We Use Your Information
Website and Marketing
- Service Delivery: Provide website functionality and trial access
- Customer Support: Respond to inquiries and provide assistance
- Marketing: Send relevant product updates and information (with consent)
- Analytics: Improve website performance and user experience
- Legal Compliance: Meet regulatory requirements and protect our rights
Software Licensing and Payments
- License Management: Validate licenses and manage your account
- Support Services: Provide technical assistance during active license period
- Product Updates: Notify you of available updates and security patches
- Business Communications: Send license renewals and important notices
- Invoice Generation: Create legally compliant invoices with your billing address (German tax law requirement)
- Tax Compliance: Calculate and remit VAT/sales tax to appropriate authorities
- Financial Records: Maintain transaction history for legal and accounting requirements (7-year retention)
Managing Your Billing Address
Your billing address is displayed in your profile and can be managed as follows:
- View: Available in your account profile at any time
- Update: Contact our support team at hello@zioan.com
- Delete: Automatically removed when you delete your account
Information Sharing and Disclosure
We Share Information With:
Service Providers:
- Payment Processors: Stripe, PayPal for transaction processing
- Email Services: Mailchimp, SendGrid for communications
- Analytics: Matomo for privacy-focused website analytics
- Hosting: Cloud providers for website and email infrastructure
We Do NOT:
- Sell your personal information to third parties
- Share your software data (because we don't have access to it)
- Use your information for advertising to third parties
- Provide your data to competitors or unrelated businesses
Data Security and Retention
Security Measures
- Encryption: TLS/SSL encryption for data transmission
- Access Controls: Limited employee access on need-to-know basis
- Regular Audits: Periodic security reviews and updates
- Secure Storage: Industry-standard security practices for data storage
Data Retention
- Website Data: Retained for 3 years after last interaction
- License Data: Retained for duration of license plus 7 years for legal compliance
- Billing Address & Payment Data: Retained for 7 years after last transaction (required for German tax compliance and invoice archiving under §147 AO)
- Support Data: Retained for 2 years after license expiration
- Marketing Data: Until you unsubscribe or request deletion
Your Software Data
Complete Control: All data created in your Zioan installation belongs to you and remains on your infrastructure. We cannot access, retain, or control this data in any way.
Your Privacy Rights
Rights Under GDPR (EU Residents)
- Access: Request copies of your personal data
- Rectification: Correct inaccurate or incomplete data
- Erasure: Request deletion of your personal data
- Portability: Receive your data in a portable format
- Restriction: Limit how we process your data
- Objection: Object to processing based on legitimate interests
- Withdrawal: Withdraw consent for marketing communications
Exercising Your Rights
Contact us at: hello@zioan.com
Response Time: 30 days maximum
Verification: We may require identity verification for security
Contact Information
Privacy-Related Inquiries
Email: hello@zioan.com
Subject Line: "Privacy Policy Inquiry"
Response Time: 5 business days for general inquiries, 30 days for rights requests
General Contact
Website: zioan.com
Support: Contact Form