Last updated: July 2026

OVERVIEW

CoolDesk AI is a service offered by Digital Zeta LLC, a company organized under the laws of the State of Delaware, United States of America, with registration ID 7373266, doing business in the United States, Ecuador, Peru, and other countries in the region. CoolDesk AI is an internal division of Digital Zeta LLC and is not a separately registered legal entity or trademark (referred to in this policy as "CoolDesk AI," "Digital Zeta LLC," "we," "us," or "our").

We understand that your privacy matters. This Privacy Policy explains what information we collect, how we use it, and how we protect it when you visit our website at https://cooldeskai.digital-zeta.com (the "Site"), complete one of our forms, or use the CoolDesk AI 24/7 AI lead capture system on behalf of your business (the "Service").

By using the Site, completing any form, or using the Service, you agree to the terms described in this Policy. We also recommend reviewing our Terms of Service, available on the Site.

INFORMATION WE COLLECT

We collect two types of information:

1. Non-personal information

This is information that does not directly identify you, such as browser type, operating system, pages visited on the Site, and browsing time. This information is collected automatically for statistical purposes and to improve the Site, and is not subject to special use restrictions.

2. Personal information

This is information that identifies you as an individual. We collect the following personal information only when you voluntarily provide it to us, or when it is generated through your use of the Service:

Full name

Email address

Phone number

Business name and details

Responses to our pre-meeting screening form, which may include information about your business, type of establishment, approximate customer volume, and current customer retention practices

Call data: when your business uses the CoolDesk AI voice agent, we may collect and process call audio, call transcripts, and call metadata (such as time, duration, and phone numbers) for the purpose of answering calls, scheduling appointments, and generating your performance dashboard

Messaging data: messages exchanged through SMS, Facebook, Instagram Direct Messages, and Google Business Chat when your business uses the CoolDesk AI conversational agent

Lead and customer data: information about your leads and customers that you provide to us or that is captured through the Service (such as names, phone numbers, appointment details, and service requests), which we process on your behalf to operate the Service

Dashboard and performance data: call counts, appointments booked, response times, and similar metrics generated by the Service

We do not collect payment data through the Site. Payments are processed directly by Stripe, a platform with its own privacy and security policies.

SMS / TEXT MESSAGING PROGRAM

When your business uses the CoolDesk AI conversational agent, your customers may receive SMS text messages related to appointment scheduling, appointment reminders, service follow-ups, and re-engagement of prior leads on behalf of your business.

Mobile phone numbers are collected either directly from your customers when they text your business number, or from your existing customer/lead lists that you provide to us for the purpose of configuring the Service on your behalf. By providing a mobile number to your business or by texting your business number, the customer consents to receive SMS messages related to the categories described above.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories of information sharing described in this Policy exclude text message originator opt-in data and consent; this information will not be shared with any third parties, regardless of the purpose.

Customers may opt out of receiving SMS messages at any time by replying STOP to any message. After opting out, customers may still receive a final confirmation message. Customers can reply HELP for assistance. Message and data rates may apply, and message frequency will vary depending on your business's configuration and customer activity.

HOW WE USE YOUR INFORMATION

The information we collect is used exclusively to:

Contact you in response to your request or inquiry

Evaluate whether the CoolDesk AI system is a good fit for your business, based on your screening form responses

Coordinate and conduct the service presentation meeting

Set up, configure, and operate the CoolDesk AI voice agent, conversational agent, and dashboard for your business

Answer calls and messages on behalf of your business and schedule appointments automatically

Reactivate cold leads on your behalf through automated SMS sequences, where you have engaged this service

Generate performance reports and audits (such as the Zero Lead Loss Audit) about your account

Send you relevant information about CoolDesk AI's services, if you have requested or agreed to receive it

Improve the functioning and content of the Site and the Service

We do not use your personal information, or your customers' personal information, for purposes other than those described above without prior consent.

SHARING YOUR INFORMATION

CoolDesk AI / Digital Zeta LLC does not sell, rent, or transfer your personal information to third parties for commercial purposes.

We may share information only in the following cases:

With technology service providers we use to operate the Site, deliver the Service, and manage communications, including voice AI and telephony providers, CRM platforms, SMS and social media messaging platforms, appointment scheduling tools, and email providers. These providers are required to handle your information confidentially and only as needed to provide their services to us.

With Stripe, solely for payment processing.

When required by law, court order, or a competent authority.

CALL RECORDING AND AUTOMATED COMMUNICATIONS

Because the Service involves answering calls and sending automated messages on behalf of your business, calls may be recorded and messages may be sent using automated systems. If your jurisdiction requires that callers or message recipients be notified of recording or automated communications (for example, applicable telephone consumer protection laws in the United States), you are responsible for ensuring that appropriate disclosures and consents are obtained from your customers, and we can help configure the Service to support these disclosures.

COOKIES AND TRACKING TECHNOLOGIES

The Site may use cookies and similar technologies to improve the browsing experience and collect non-personal statistical information. You can configure your browser to reject cookies, although this may affect the functioning of some features of the Site.

SECURITY OF YOUR INFORMATION

We adopt reasonable technical and organizational measures to protect your personal information against unauthorized access, loss, alteration, or disclosure. However, no internet data transmission system is completely secure, so we cannot guarantee the absolute security of information transmitted through the Site or the Service.

YOUR RIGHTS

You have the right to:

Access the personal information we hold about you

Request correction of inaccurate or incomplete information

Request deletion of your personal information, where no legal obligation prevents us from doing so

Withdraw your consent to the use of your information at any time

To exercise any of these rights, you can contact us at the email address listed at the end of this Policy.

LINKS TO THIRD-PARTY SITES

The Site may contain links to third-party websites. CoolDesk AI and Digital Zeta LLC are not responsible for the privacy practices of such sites, and we recommend reviewing their privacy policies independently.

CHANGES TO THIS POLICY

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with the corresponding update date. Continued use of the Site or the Service after such changes constitutes your acceptance of the modified Policy.

CONTACT

For any questions, requests, or complaints related to this Privacy Policy, you can contact us at:

CoolDesk AI (a service of Digital Zeta LLC) Email: [email protected] Website: https://cooldeskai.digital-zeta.com