Privacy Policy

Last updated September 17, 2026.

This Privacy Policy explains what information zbackroom ("we," "us") collects across zbackroom.com and its connected apps (currently including ConfirmPO, together the "Service"), why we collect it, and who we share it with. It's a companion to our Terms of Service.

1. Information We Collect

Account information. Your email address, and a securely hashed password if you sign up that way (we never store your password itself). If you sign in with Google, we receive your Google account email and confirmation that Google has verified it.

Billing information. If you subscribe to a paid plan, our payment processor, Square, collects your card details directly — we never see or store your raw card number. We keep only the customer, card, and subscription identifiers Square gives back to us, plus your subscription status.

Usage data. We log page visits (which page, when, and your account email if signed in) and operational events, each with the IP address the request came from. This is used for security, abuse prevention, and troubleshooting — not advertising.

Content you provide. Purchase order details, supplier names and email addresses, line items, notes, and any files (PDFs) or emails you upload or forward into the Service. If you connect a third-party accounting system (currently QuickBooks), we import the purchase order and vendor records you choose to pull in.

Cookies. A single session cookie that keeps you signed in across zbackroom.com and its connected apps. We don't use advertising or third-party tracking cookies.

2. AI-Assisted Document Reading

On Starter and Business plans, when you upload a PDF or forward an email to create a purchase order, the text of that document may be sent to DeepSeek, a third-party AI provider, to extract structured line-item data automatically. We first try a saved, deterministic parser learned from a prior successful read of the same layout — the AI provider is only used when that isn't available. This AI processing doesn't happen on the Free plan; Free-plan documents are parsed with pattern-matching or pasted in manually.

3. How We Use Information

• To operate the Service — create your account, process your purchase orders, send the emails the Service is meant to send (like a confirmation request to a supplier).
• To process payments and manage your subscription.
• To detect, prevent, and investigate abuse, fraud, or security issues.
• To respond to support requests you send us.
• To send you transactional emails (verification codes, purchase order notifications) — not marketing email unless you separately opt in somewhere we offer that.

4. Who We Share Information With

We don't sell your personal information. We share it only with the service providers that make the Service work, each acting under their own privacy terms:

• Square — payment processing and subscription billing.
• Resend — sending transactional email, and receiving email you forward to your inbound address.
• Google — sign-in, if you choose that option.
• DeepSeek — AI-assisted document extraction, only for paid-plan document uploads/forwards as described above.
• Intuit QuickBooks — only if you connect it yourself, to import purchase order and vendor data you select.

We may also disclose information if required by law, or to protect the rights, property, or safety of zbackroom, our users, or others.

5. Data Retention

We keep your account and content for as long as your account is active, and for a reasonable period after in case you come back or as needed for legitimate business or legal purposes. You can ask us to delete your account and associated data at any time — see Section 7.

6. Security

We use industry-standard practices to protect your information — passwords are hashed (not stored in plain text), card numbers never reach our servers, and access to administrative tools is restricted to a small allowlist of operator accounts. No method of transmission or storage is perfectly secure, and we can't guarantee absolute security.

7. Your Rights

You can access, correct, or request deletion of your personal information by emailing contact@zbackroom.com. Depending on where you live, you may have additional rights under local law (for example, the right to a copy of your data in a portable format); contact us and we'll do our best to accommodate applicable requests.

8. Children's Privacy

The Service is intended for business use and isn't directed at children. We don't knowingly collect personal information from anyone under 16.

9. International Users

The Service is operated from the United States, and information we collect is processed there. If you use the Service from outside the U.S., your information will be transferred to and processed in the U.S.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If a change is material, we'll make reasonable efforts to let existing users know. Continuing to use the Service after a change takes effect means you accept the updated policy.

11. Contact

Questions about this policy, or a privacy request? Reach us at contact@zbackroom.com.