Privacy Policy

Welcome

EzBiz Pro LLC provides AI-powered CRM, scheduling, invoicing, and marketing workflows tailored to trades and service businesses. Individuals and businesses of all sizes use our technology and services to manage customer relationships, accept payments, and automate their operations.

This Privacy Policy (“Policy”) describes the Personal Data that we collect, how we use and share it, and how you can reach us with privacy-related inquiries. The Policy also outlines your rights and choices as a data subject, including the right to object to certain uses of your Personal Data.

Depending on the activity, EzBiz Pro LLC assumes the role of a “data controller” and/or “data processor” (or “service provider”). EzBiz Pro LLC is the data controller for your workspace account information and the data processor for customer information you upload into the platform.

Information We Collect

We only gather the information needed to provide EzBiz Pro LLC services, keep your account secure, and stay compliant with industry regulations.

This includes account details such as name, business information, phone number, timezone, and authentication credentials. We also collect customer relationship data you import or generate inside our CRM, including contacts, job notes, uploaded files, photos, estimates, and invoices.

We gather scheduling, routing, and communications metadata from calendar integrations, call/SMS logs, and agentic assistant transcripts. Payment-related data including invoices, payout details, and limited card/bank information is tokenized by Stripe and verified through Plaid.

Usage analytics, device identifiers, cookies, and diagnostic logs help us understand product performance and improve our services.

Sensitive Information

Our services are not designed to collect sensitive personal information. We do not intentionally collect sensitive categories such as Social Security numbers, government IDs, health data, biometric identifiers, or precise geolocation.

If you choose to store sensitive data in your workspace, you are responsible for obtaining any required consents and ensuring a lawful basis for processing.

We limit access to customer content to provide the services and encourage you to minimize sensitive data whenever possible.

How We Use Information

Your data drives the AI workflows that automate operations, but it is never sold. We process your information to provide, personalize, and maintain CRM, scheduling, and automation features you request.

We use your data to trigger the agentic assistant to capture leads, draft replies, book appointments, and create quotes on your behalf. This includes generating invoices, reconciling payments, and verifying bank accounts through Stripe and Plaid.

We also monitor service reliability, detect fraud or abuse, and troubleshoot technical issues. Additionally, we send onboarding tips, feature announcements, and compliance notices—you can opt out of non-essential communications.

How We Share Information

We only share data as needed to deliver the services and with your direction. This includes service providers and subprocessors that support hosting, analytics, messaging, and payments.

We share data with third-party integrations you enable, such as calendar, accounting, or marketing tools. Legal or regulatory disclosures occur when required to comply with law or protect our rights and users.

Business transfers, such as a merger, acquisition, or financing, may involve data sharing with notice where required by law.

We do not sell personal information or share it for cross-context behavioral advertising.

QuickBooks Integration

If you choose to connect QuickBooks, we will process information from your Intuit QuickBooks account to provide the integration features you enable (for example, importing or exporting customers, invoices, payments, products/services, or other accounting records you choose to sync). The specific data we access and share depends on your configuration and the permissions you authorize during the connection flow.

To maintain the connection, we may store integration identifiers and authorization credentials (such as OAuth access/refresh tokens) and use them to request data from and transmit data to QuickBooks on your behalf. You can disconnect the integration at any time in your EzBiz Pro workspace and/or through your Intuit account settings, which stops future syncing.

QuickBooks is operated by Intuit Inc. and/or its affiliates (“Intuit”). Intuit acts as an independent third party for QuickBooks and processes information under its own policies. For more information, review Intuit's privacy resources, including Intuit's Global Privacy Statement at https://www.intuit.com/privacy/statement/.

Legal Bases & Consent

For customers in regions with data protection laws (GDPR, UK GDPR, PIPEDA, CCPA/CPRA), EzBiz Pro LLC acts as the data controller for your account information and as a processor for data you manage about your own customers.

We rely on contractual necessity for running the platform, processing payments, and providing support. Legitimate interests guide our efforts in securing the service, preventing abuse, and improving workflows.

Consent is obtained for marketing emails, SMS notifications, and connecting optional integrations. Compliance requirements drive our retention of invoicing records and audit logs required by law.

Automated Decision Making & AI

Our AI-powered assistant helps you draft and automate workflows, but you remain in control of outcomes. AI features generate suggestions, drafts, and summaries that you can review and edit before sharing.

We do not make decisions with legal or similarly significant effects solely through automated processing.

You may request human review of AI-assisted outputs by contacting our privacy team at privacy@ezbizpro.com.

Data Retention & Security

We follow industry practices to keep your data protected throughout its lifecycle. This includes encryption in transit (TLS 1.2+) and at rest (AES-256) across infrastructure hosted by reputable cloud providers with security certifications.

We maintain strict access controls, least-privilege roles, and ongoing monitoring for anomalous activity. Customer content is retained while your workspace remains active; invoices and tax records are kept for up to 7 years or longer when required.

You may request deletion of specific records or full workspace data at any time—subject to legal retention obligations.

Security Incident Notification

We maintain an incident response process to handle security events. If we become aware of a security incident that affects your personal information, we will notify you without undue delay as required by law.

We will include available details about what happened, steps taken to mitigate the incident, and recommended actions.

We also cooperate with regulators and law enforcement as required.

Your Rights & Choices

You remain in control of the data you entrust to EzBiz Pro LLC. We respond within 30 days, or up to 45 days where permitted by law.

You can access, correct, export, or delete account data from the workspace settings or by contacting us. You may also receive a copy of your data in a portable format where required by law.

Manage email and SMS preferences from message footers, in-app notification settings, or by replying STOP to texts. Opt out of cookie-based tracking through your browser settings or by declining optional analytics when prompted.

You can appeal automated decisions made by the agentic assistant by reaching out to our support team, or lodge a complaint with your local data protection authority if you believe your rights have been violated.

Cookies & Tracking

We use first-party cookies for authentication plus optional analytics pixels to understand product usage trends. Strictly necessary cookies keep you signed in and secure while navigating dashboards.

Performance cookies (e.g., first-party analytics) help us prioritize product improvements. Advertising pixels are only loaded when you opt in to marketing experiments from the public site.

You can block or delete cookies in your browser, but core features may stop working.

Email & SMS Communications

We send different types of messages to keep your workspace running smoothly and to let you know about new functionality. Transactional notices (booking confirmations, invoice receipts, password resets) are required for service delivery.

Product tips, promotions, and nurture sequences are only delivered when you opt in via checklist, signup form, or replying YES to SMS. Every marketing email contains an unsubscribe link; SMS messages include STOP/HELP instructions to manage consent.

We log delivery details (timestamp, recipient, status) to troubleshoot issues and comply with carrier requirements.

International Transfers & Compliance

Data may be processed in the United States and other regions where our vetted subprocessors operate. We rely on Standard Contractual Clauses or comparable safeguards for cross-border transfers.

Payment processing is handled by PCI-compliant providers such as Stripe.

We maintain administrative, technical, and physical safeguards appropriate to the risks of processing.

California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide additional rights regarding your personal information.

You have the Right to Know and may request disclosure of the categories and specific pieces of personal information we have collected about you. You have the Right to Delete and may request deletion of your personal information, subject to certain exceptions.

You have the Right to Correct and may request correction of inaccurate personal information we maintain about you. You have the Right to Opt-Out of the sale or sharing of your personal information. EzBiz Pro LLC does not sell personal information.

We will not discriminate against you for exercising any of your CCPA/CPRA rights. To exercise these rights, contact us at admin@ezbizpro.com or through your workspace settings. We will respond within 45 days and may extend once by an additional 45 days when permitted by law.

Children's Privacy

EzBiz Pro LLC is designed for business use and is not intended for children under the age of 18. We do not knowingly collect personal information from children under 18 years of age.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly. Users must be at least 18 years old to create an account and use our services.

Do Not Track Signals

Some web browsers transmit “Do Not Track” signals to websites. We respond to these signals as required by applicable law.

We honor Do Not Track browser settings and Global Privacy Control signals where required by law. When we detect these signals, we limit tracking to essential cookies required for service functionality.

Third-party services integrated with our platform may have their own Do Not Track policies.

Trusted Subprocessors

We only share information with vendors that enable EzBiz Pro LLC to deliver core product experiences. Each vendor is bound by confidentiality agreements and data processing addenda.

Our subprocessors include cloud hosting providers for secure hosting and storage; Stripe and Plaid for payment processing, payouts, and bank account verification; QuickBooks and Xero for optional bookkeeping sync.

We also work with Google Workspace and Microsoft Outlook for calendar, email, and contact integrations you explicitly connect; Meta, Google Ads, and Zapier for lead capture and marketing automation you authorize; and SendGrid and Twilio for transactional email and SMS delivery.

OpenAI and LangChain infrastructure power natural language processing for agentic assistant replies; prompts are pseudonymized where possible. We update this list as we add or remove subprocessors. Customers will receive advance notice of material changes.

Changes to This Policy

If we change what we collect or how we process data, we will update this page and notify you via email or in-product banners before the changes take effect.

The effective date appears at the top of this page. Substantive updates will include a summary of key changes and, when required, additional consent prompts.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

Contact Us

Submit privacy requests from your workspace settings or by contacting us directly. We respond within 30 days, or up to 45 days where permitted by law. Identity verification may be required to protect your account.

For privacy inquiries, contact us at privacy@ezbizpro.com. For general questions, reach us at admin@ezbizpro.com.

EzBiz Pro LLC is a limited liability company organized under the laws of the State of California, United States. We are committed to protecting your privacy and maintaining the security of your personal information.