01Who handles your information
Resoltives LLC, doing business as ZentriBase, operates our website and agency software from 2807 N Parham Rd, Richmond, VA 23294, United States. This policy covers our websites, account administration, support, subscription billing and processing performed through the platform.
We determine the purposes of our account, billing, security and support processing. An agency determines why it collects its own client records, contracts and evidence; we handle those records to provide its requested services. Contact the issuing agency about its document terms or client-data instructions. You can also contact us for help routing a request. An agency’s separate notice applies to its own conduct and disclosures.
02Information we receive
- Account and business information: name, email, phone, business name, address, authentication records, plan, permissions, seat assignments and support preferences.
- Optional owner billing information: a business Tax ID, EIN or VAT number supplied for ZentriBase subscription invoicing. It is private to authorized owner billing functions. Omitting it does not block tools. We do not ask employees or end-client signers for Tax IDs or SSNs.
- Workspace content: client names and emails, brand information, invoices, agreements, signatures, uploaded files, evidence descriptions, messages and the recipients you choose.
- Transaction records: payment/provider IDs, amount, currency, crypto network, transaction hash, payment status, billing dates, refund eligibility and decisions. Card details entered into secure provider fields are handled by the payment provider; our application does not store full card numbers or CVV.
- Technical and audit information: request IPv4/IPv6 address when available, user-agent, browser/screen metadata, approximate IP-derived region, timestamps, activity/error records and non-secret event references.
Sources include you, your authorized workspace users, people signing or paying an agency invoice, and providers returning status or delivery events. Connected gateway credentials are submitted by the authorized agency owner for its requested integration. Do not put passwords, wallet recovery phrases, private keys, full card details or unrelated sensitive information in chat, documents or AI prompts.
03Why information is processed
We use account and workspace information to supply requested tools, control access, deliver documents and notices, administer billing and refunds, answer support requests, and maintain reliable services. Referral identifiers support the affiliate attribution requested through a referral link.
Network, device-fingerprint and signature audit telemetry is used for authentication, security, fraud prevention and legitimate dispute defense. It is not used to build advertising profiles. Error information helps investigate technical failures; we limit its contents to what is relevant and seek to exclude credentials and unnecessary personal data.
Where a legal basis is required, processing may be necessary to perform our agreement, comply with law, pursue proportionate interests in service security and administration, or act on consent. We request consent where required, and it can be withdrawn for future consent-based processing. Withdrawal does not invalidate processing already lawfully performed.
ZentriBase does not sell or monetize user or end-client personal data. We do not use it for targeted advertising or trade private workspace content as a data product. Our revenue comes from software services.
04Electronic signatures and audit records
Opening a signing link or executing an agreement can record the link-open time, affirmative consent and version, signature method, UTC signing time, request IP, user-agent, available browser/screen details and document SHA-256 hashes. Device metadata may include language, time zone, platform, screen size and a hash of coarse graphics capabilities when the browser permits it. We do not bypass browser privacy controls to collect this information. This is not a biometric identity or continuous-location check.
Approximate location comes from network information and can be wrong, especially with VPNs or proxies. A browser may restrict device information. We distinguish the source of network evidence and do not treat an arbitrary forwarded header as verified identity. Email pixels, link opens and delivery callbacks can be affected by privacy tools or automated scanners; they do not establish that a person read or agreed to a document.
A document digest allows comparison against an exact executed record; it does not certify the signer’s identity or the truth of the document. Signers can retain the agreement and recipient-facing execution record. Workspace users can access additional permitted audit and evidence records according to role and brand scope. Authentication secrets, unrelated client records and internal operational logs are not included in a signer’s certificate. Agencies may share authorized evidence with a payment provider, adviser or chosen recipient and must have a lawful basis to do so.
05Who information is shared with
We disclose only relevant information for the following purposes:
- Your agency and authorized team: assigned workspace and brand records, including client interactions and signing events.
- Your selected recipients: agreements, invoices, exports or messages sent using the service. A download or emailed copy can remain outside our access controls.
- Service providers: infrastructure, authentication, storage, email, AI and payment processing required for the selected feature.
- Authorized support and advisers: information needed to investigate an issue, administer a refund, meet accounting duties or protect legal rights.
- Legal and protective disclosures: when legally required or reasonably necessary to respond to fraud, an incident, a valid legal request or a threat to rights or safety.
- A business transaction: relevant records may transfer in a merger or acquisition, subject to lawful safeguards, confidentiality and notice where required.
Private records are not a public social profile or public forum submission. We do not grant ourselves a general advertising or resale license over those records.
06Providers and international processing
Service providers include Vercel for hosting, Supabase for authentication and database services, Cloudflare R2 for files, Resend for email, OpenAI for enabled AI features, Stripe for card subscriptions and NOWPayments for supported crypto payments. Agencies may connect their own supported payment providers. Historical payment records can include a provider used when that transaction occurred, including Slash.
We send each provider the information needed for its function. For example, email delivery requires the recipient and message; a payment provider receives the billing and payment details needed to process or verify a transaction. Providers can have independent obligations, including fraud, financial-record and identity checks. Their own privacy notices describe that independent processing.
Our operations and providers may process information in the United States and other countries, whose laws may differ from yours. Cross-border handling must use the safeguards applicable to that processing. Contact us for information about arrangements relevant to your data; this notice does not represent that every provider has a particular certification, transfer mechanism or separately signed agreement. External badges, embeds and links may transmit technical request data to their host when loaded.
07AI features and automated decisions
When you use AI, submitted messages and relevant permitted context are sent to the AI provider to produce a response. Case drafting uses selected case details and evidence descriptions; it does not itself send every file in a workspace. Redaction and access controls reduce exposure but do not make unnecessary sensitive submissions appropriate. AI output can be wrong and should be reviewed before use.
You can use available non-AI tools without asking the assistant or generating a rebuttal. Contact support for a human review of a privacy issue, disputed decision or technical exception. Automated refund checks apply the accepted policy, payment timestamp and recorded usage; an AI conversation alone cannot authorize payment. Request review if those records or the result are inaccurate.
09Retention, deletion and security
We retain information for the purpose for which it is needed, rather than indefinitely for unspecified future use. Account and workspace records support active services and requested exports. Billing, consent, signature, refund and audit records may need longer retention for accounting, a contract, fraud prevention, legal requirements or a pending dispute. Relevant factors include the record’s sensitivity, applicable obligations and whether a less identifying record would meet the purpose.
Archiving a record hides it from ordinary views; it is not deletion. We review deletion requests, remove data no longer needed, and explain applicable exceptions. Backups are subject to their replacement and recovery cycles; restricted retained copies should not be restored to ordinary use without applying the deletion request. Agencies and recipients control copies already exported to their own systems.
Access controls, owner authentication, protected storage and integrity checks support security. No system can eliminate all risk. Keep private links and credentials secure, and report a suspected exposure through support. We may ask for limited verification before exporting, correcting or deleting records to avoid giving information to the wrong person.
10How to exercise privacy choices
Send an access, correction, deletion or portable-copy request to support@zentribase.com, use our support form, or write to the address below. Describe the request and the account or document concerned. Do not send a password, full card number or unnecessary identity document. You do not need to create a new account.
We verify requests using proportionate information and coordinate agency-controlled records with the agency. Applicable rights can include objecting to or restricting certain processing, withdrawing consent and complaining to a privacy regulator. We explain the reason if a legal retention duty or another person’s rights prevent full fulfillment. Authorized representatives can contact us with evidence of authority where the law allows them to act.
11Virginia consumer rights and appeals
Where the Virginia Consumer Data Protection Act applies to you and the processing, you may confirm and access your data, correct inaccuracies, request deletion, obtain a portable copy, and opt out of covered sale, targeted advertising or significant-decision profiling. We do not sell data or use it for targeted advertising. The Act’s scope includes legal thresholds and excludes some business-context information; we still accept privacy requests through the channels above.
We respond within 45 days. A permitted extension of up to 45 additional days includes notice and reasons within the initial period. Qualifying requests are free up to twice annually; any lawful excessive-request exception will be explained. We do not unlawfully discriminate for exercising rights.
If we decline, we provide reasons and appeal instructions. Send an appeal to the same support address with the request reference. We explain our appeal decision within 60 days. If denied, you can contact the Virginia Attorney General.
12Children and sensitive information
ZentriBase is intended for adults operating businesses and is not directed to children under 18. Do not create a child’s account or upload sensitive information unrelated to the service. If you believe a child’s information has been supplied, contact us so we can investigate and take appropriate action. We obtain additional consent for sensitive processing where the law requires it; this policy is not a blanket consent to collect such data.
13Updates and contact
We update this notice when data practices or legal requirements change. The date above identifies this version. We provide additional notice and obtain consent where required for material changes. A new notice does not authorize an undisclosed use of previously collected information. Contact the details below for requests or questions; our Terms of Service explain subscription and electronic-record choices.
Contact ZentriBase
Resoltives LLC, doing business as ZentriBase
2807 N Parham RdRichmond, VA 23294
United States
support@zentribase.com
+1 804-223-0291
For product help, start with AI support or open a private ticket. Privacy requests and formal notices can also be sent by email or post; no new account is required.