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Privacy policy

How ozofox processes your data on the ozofox.ai website, in the client portal and in AI training. Effective from October 8, 2026.

1. Who is responsible for the data

Controller: Edgars Kārkliņš (ozofox).

For any question about your data, write to [email protected].

2. What data we process and why

  • Training application. Your name, email, the training you chose, and your phone number, company and message if you provide them, as well as the time of the application and your IP address. We use the data to confirm the application, contact you and issue an invoice. The legal basis is entering into and performing a contract (GDPR Article 6(1)(b)). We keep the IP address to protect against bots and fake applications. Its legal basis is our legitimate interests (GDPR Article 6(1)(f)). Name and email are required: without them we cannot accept the application.
  • Training participation and the client portal. In the client portal portals.ozofox.ai we keep your name, email, company, payment status, last login time and whether you want reminders. This data is needed so that you can log in to the portal and receive materials and reminders. The legal basis is performance of a contract.
  • Invoices and payment. We keep the payer’s name or company details, the amount, the invoice number, the payment date and the bank payment information. The legal basis is performance of a contract and the requirements of the Accounting Law.
  • Training on Zoom. If the training takes place on Zoom, Zoom processes your name, voice, image and chat messages if you turn on your microphone or camera or write in the chat. We record a session only if we agree on this with you in advance. The legal basis is performance of a contract.
  • Emails. We send confirmations, invoices, invitations and reminders about sessions. To applicants and participants we also send news about the training, for example about changes in time or new materials. Every news email contains an “Unsubscribe from news” link.
  • Correspondence. If you write to [email protected], we keep your email and our reply. This lets us answer your question and know what we agreed on.
  • Visiting the website.
    • The website has no advertising or analytics cookies.
    • The website is delivered by Cloudflare, which processes your IP address and browser data for security and delivery purposes.
    • In the application form, Cloudflare Turnstile checks that you are human.
    • Fonts load from Google Fonts, so Google sees your IP address.
    • The website remembers your chosen day or night mode in your browser and does not send it to us.
  • Logging in to the portal. The portal uses one necessary cookie to keep you logged in for up to 30 days. For security, we also store the type of device you logged in with.

3. Who we share data with

We do not sell data and do not use it for advertising. On our behalf, the data is processed by these service providers:

  • Cloudflare, Inc.: website, portal, database, security check and email forwarding.
  • Resend, Inc.: sending emails.
  • Google: our mailbox (Gmail), encrypted backups of the portal database (Google Drive) and fonts (Google Fonts).
  • Zoom Communications, Inc.: sessions on Zoom.
  • Accounting service provider: invoices and monthly reports.
  • Bank: payments.

We give data to public authorities, such as the State Revenue Service (VID), only when the law requires it.

4. Data outside the European Union

Cloudflare, Resend, Google and Zoom are US companies, so data may be transferred to the US. In that case, data protection is ensured by the EU–US Data Privacy Framework (DPF) or by the standard contractual clauses approved by the European Commission.

5. How long we keep data

  • An unconfirmed application is deleted automatically after 14 days.
  • A confirmed application and the participant account are kept while you have access to the training materials (12 months after the first session), and for 12 months after that. Then we delete them.
  • Session recordings, if any, are kept while you have access to the materials.
  • Invoices and related data are kept for 5 years, as required by Section 28 of the Accounting Law.
  • Correspondence is kept for as long as it is needed to resolve the question.
  • Backups. Deleted data may remain in backups for up to 90 days, until the backup is deleted automatically.

6. Google Drive for portal backups

The portal administrator can connect the ozofox Google Drive to store encrypted database backups there.

  • The portal asks only for the “drive.file” permission. It sees only the files it has created itself and cannot see any other files on the drive.
  • We store the Google access key encrypted. We use it only to upload new backups and delete old ones.
  • We do not share data from Google with anyone and do not use it for advertising or for training AI models. People do not read this data.
  • Access can be revoked at any time at myaccount.google.com/permissions.
  • ozofox’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the “Limited Use” requirements.

7. AI tools for businesses

The ozofox AI tools are the call assistant, the email assistant, the mini CRM and the AI accountant. When a business uses them, we process data about its clients and callers on that business’s behalf, as set out in our contract with it. The business is responsible for this data, so please send your questions to the business. The AI model provider, for example Anthropic, receives only the data needed for the answer.

8. Your rights

You have the right to:

  • access your data;
  • correct or delete it;
  • restrict its processing;
  • receive your data in a portable format;
  • object to processing based on our legitimate interests;
  • withdraw your consent.

Write to [email protected], and we will reply within one month. You can also lodge a complaint with the Data State Inspectorate (dvi.gov.lv).

We do not make automated decisions that significantly affect you.

9. Changes

If the policy changes, we publish the new version with a new date on this page. We notify participants of significant changes by email.