Privacy Policy
Last updated: 16 October 2026
Zeltix Digital Ltd (“Zeltix”, “we”, “us” or “our”) respects the privacy of the individuals whose personal information we handle.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, communicate with us, enquire about our services, become a client, interact with a Zeltix-managed workflow, or otherwise have your information processed in connection with our business.
Zeltix provides managed commercial execution services and related technology for specialist distributors. Our services may connect with client systems such as customer relationship management platforms, email, calendars, forms, spreadsheets, communication platforms and other approved business systems.
Because of the nature of our services, Zeltix may process personal information in different capacities. In some situations, Zeltix determines why and how personal information is used. In other situations, we process personal information on behalf of a client and in accordance with that client’s instructions.
This Privacy Policy should be read together with our Website Terms of Use, Cookie Policy and, where applicable, the contractual documentation governing a client’s use of Zeltix services.
1. Who we are
Zeltix is operated by:
Zeltix Digital Ltd
Company number: 16384668
Registered office: 167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Website: zeltix.ai
Email: hello@zeltix.ai
For personal information that Zeltix collects and uses for its own business purposes, Zeltix Digital Ltd will generally act as the controller, business or equivalent organisation responsible for that information under applicable privacy law.
Where Zeltix processes personal information contained within a client’s systems or workflows solely on that client’s behalf, the client will generally determine the purposes for which that information is processed and Zeltix will act as a processor, service provider or equivalent.
The applicable client agreement and Data Processing Agreement may contain additional provisions governing that processing.
2. Scope of this Privacy Policy
This Privacy Policy applies to personal information we process in connection with:
the Zeltix website;
enquiries, contact forms and meeting bookings;
marketing and business development;
prospective and existing clients;
client representatives and authorised users;
suppliers, partners and professional advisers;
Zeltix services and managed workflows;
integrations with approved third-party systems;
communications with Zeltix;
business contacts whose information is supplied by a client or obtained from legitimate business sources; and
individuals who interact with communications or workflows operated by Zeltix on behalf of a client.
This Privacy Policy does not replace a client’s own privacy obligations. Where Zeltix processes personal information on behalf of a client, the client remains responsible for determining whether its collection and use of that information is lawful and for providing any privacy information required from it.
3. Personal information we may collect
The personal information we collect depends on how you interact with Zeltix.
It may include:
Identity and contact information, such as your name, business email address, telephone number, job title, organisation and professional contact details.
Business and professional information, such as your employer, role, territory, business responsibilities, organisation type, commercial interests and publicly available professional information.
Enquiry and communication information, including information you provide through website forms, email, meeting bookings, messages, calls or other communications with us.
Client account information, such as authorised users, roles, permissions, implementation contacts, billing contacts and information required to manage a client relationship.
Commercial and CRM information, where provided through a client deployment, such as account records, contact records, leads, opportunities, enquiries, account ownership, sales activity, follow-up activity, communication history and workflow status.
Integration and system information, including information transmitted through approved integrations with CRM systems, email platforms, calendars, forms, spreadsheets, communication platforms and other systems selected by a client.
Technical information, such as IP address, browser type, device information, operating system, website interaction information, referring pages, timestamps and security logs.
Usage and operational information, such as workflow activity, system events, actions performed, routing events, integration activity, errors and audit information.
Marketing information, such as communication preferences, event participation, downloaded content and responses to business communications.
We do not intentionally require payment card numbers, passwords or other unnecessary highly sensitive information through general website forms.
4. Information relating to health, patients or other sensitive matters
Zeltix works with organisations operating in sectors that may include medical aesthetics, professional skincare and other regulated or high-trust environments.
Zeltix is not designed to operate as a patient medical record system, clinical record system or health information repository.
You should not submit patient records, detailed medical information, passwords, access credentials or other highly sensitive information through general Zeltix website forms.
In some client environments, information relating to a product safety concern, adverse event, complaint or other regulated matter may be received incidentally as part of a communication or workflow.
Where such information is processed through a client deployment, it will be handled in accordance with the applicable client instructions, workflow controls and contractual arrangements. Zeltix workflows may identify and escalate matters requiring human review but are not intended to provide medical assessment, diagnosis or clinical advice.
5. How we collect personal information
We may collect personal information directly from you when you:
visit our website;
submit an enquiry;
book a meeting;
email or contact us;
speak with us;
subscribe to communications;
attend an event;
enter into discussions about our services;
become a client or supplier; or
otherwise provide information to us.
We may also receive personal information from other sources, including:
our clients;
client CRM and business systems;
client-authorised integrations;
business partners;
service providers;
event or business contacts;
publicly available company websites;
publicly available professional profiles;
business directories and databases; and
other legitimate commercial sources.
Where required by applicable law, we provide appropriate information about indirect collection or rely on an applicable legal exception.
6. How we use personal information
We may use personal information to:
operate, maintain and improve our website;
respond to enquiries and meeting requests;
evaluate potential client engagements;
communicate with prospective and existing clients;
provide and manage Zeltix services;
configure integrations and workflows;
authenticate users and manage permissions;
route enquiries and commercial activity;
support account management and follow-up;
maintain CRM and operational records;
identify commercial activity requiring attention;
produce reports, summaries and operational intelligence;
provide technical and operational support;
monitor workflow performance;
troubleshoot systems and integrations;
maintain service security;
detect misuse, fraud or security incidents;
maintain audit and activity records;
manage contractual and commercial relationships;
administer invoicing and business records;
comply with legal and regulatory requirements;
establish, exercise or defend legal claims;
improve our services, processes and operations; and
communicate relevant information about Zeltix and our services where permitted by law.
We do not use personal information for purposes that are materially incompatible with the purpose for which it was collected unless we have an appropriate legal basis to do so.
7. Our legal bases for processing
Where UK GDPR, EU GDPR or similar laws require us to identify a legal basis for processing, our legal bases may include:
Contract. Processing may be necessary to enter into or perform a contract with you.
Legitimate interests. We may process personal information where necessary for legitimate business interests, provided those interests are not overridden by your rights and interests. These interests may include operating our business, providing our services, maintaining security, communicating with business contacts, developing client relationships and improving our services.
Legal obligation. We may process information where necessary to comply with laws, regulations, court orders or other legal requirements.
Consent. Where consent is required or is the most appropriate basis, we may process information based on your consent. You may withdraw that consent at any time, subject to applicable law.
Other lawful bases may apply where permitted by applicable legislation.
8. Client Data and Zeltix services
When a client connects its systems to Zeltix or provides information for use within a Zeltix deployment, that information may include personal information relating to the client’s employees, representatives, customers, prospects, business contacts or other individuals.
We refer to this information as Client Data.
For Client Data processed by Zeltix on behalf of a client, Zeltix will generally:
process the information for the agreed service purposes;
follow the client’s documented instructions;
apply agreed access and workflow controls;
limit access to authorised persons and systems;
maintain separation between client environments;
use the information only as necessary to provide, secure, maintain and support the relevant services; and
comply with applicable contractual and data protection obligations.
The client remains responsible for its underlying legal basis for collecting and using Client Data and for providing appropriate notices to individuals where required.
A client’s contractual documentation with Zeltix may provide additional requirements concerning processing, confidentiality, security, retention, deletion, subprocessors and international transfers.
9. Artificial intelligence and automated systems
Zeltix may use artificial intelligence, language models, rules-based automation and other automated technologies as part of approved commercial workflows.
Depending on the client configuration, these technologies may assist with activities such as:
organising information;
classification;
summarisation;
prioritisation;
enquiry routing;
identifying follow-up requirements;
drafting communications;
extracting structured information;
updating approved system records;
identifying commercial activity requiring attention; and
producing operational insights.
Zeltix designs its services to support commercial teams rather than replace appropriate human judgement.
Our standard services are not designed to make solely automated decisions about an individual that produce legal effects or similarly significant effects concerning that individual.
Where a matter requires human judgement, falls outside approved communication boundaries or involves clinical, safety, regulatory or other consequential considerations, workflows may be configured to escalate the matter to an appropriate person.
Zeltix does not use one client’s Client Data to train, operate or improve workflows for another client.
Where third-party artificial intelligence or technology providers are used to deliver an approved workflow, personal information may be processed by those providers subject to the applicable contractual, technical and organisational controls.
10. How we share personal information
We may disclose personal information where reasonably necessary to:
Technology and service providers. These may include cloud infrastructure providers, hosting providers, CRM systems, workflow and integration platforms, communication providers, analytics services, meeting and scheduling platforms, security services and artificial intelligence technology providers.
Client-selected platforms. Where a client instructs us to integrate Zeltix with a particular CRM, email system, calendar, communication platform or other service, information may be transmitted to or from that system as required to operate the integration.
Professional advisers. We may share information with lawyers, accountants, insurers, auditors and other professional advisers where reasonably necessary.
Government and regulatory authorities. We may disclose information where required or permitted by law, regulation, legal process or a lawful government request.
Corporate transactions. Information may be disclosed in connection with a genuine or proposed merger, acquisition, financing, restructuring, sale of assets or similar corporate transaction, subject to appropriate confidentiality protections.
We require service providers handling personal information on our behalf to do so subject to appropriate contractual or other protections where required.
We do not sell Client Data.
We do not disclose a client’s confidential commercial intelligence to competing clients.
11. Subprocessors and third-party technology
Zeltix uses third-party technology providers to support the delivery of its services.
The providers used for a particular client may vary depending on the client’s existing technology, selected integrations, jurisdiction, workflow requirements and service configuration.
These may include providers of:
cloud infrastructure;
databases and storage;
customer relationship management systems;
workflow automation;
email and communications;
scheduling;
monitoring and security;
analytics;
artificial intelligence and language models; and
other infrastructure required for the agreed deployment.
Where appropriate, specific subprocessors and processing arrangements may be addressed in a client’s Data Processing Agreement, service documentation or other contractual materials.
12. International processing and transfers
Zeltix operates internationally and may work with clients and technology providers located in different countries.
As a result, personal information may be processed in the United Kingdom, New Zealand, Australia, the United States, countries within the European Economic Area and other locations in which our clients or approved service providers operate.
Where personal information is transferred internationally and applicable law requires additional safeguards, we take steps designed to ensure that an appropriate transfer mechanism or protection is in place.
Depending on the circumstances, this may include adequacy arrangements, contractual protections, approved standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or other lawful mechanisms recognised under applicable privacy law.
The specific locations involved in a client deployment may depend on the systems and providers selected for that deployment.
13. Data security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction.
Depending on the relevant system and risk, these measures may include:
access controls and permissions;
authentication controls;
secure integration methods;
logical separation of client environments;
monitoring and logging;
data minimisation;
confidentiality obligations;
supplier due diligence;
incident management processes;
backups and resilience measures; and
technical security controls appropriate to the relevant environment.
No technology, system or method of transmission can be guaranteed to be completely secure. We therefore cannot guarantee absolute security.
Clients are also responsible for maintaining appropriate security within their own systems, accounts, devices, credentials and integrations.
14. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, contractual, accounting, security and regulatory requirements.
Retention periods depend on factors including:
the type of information;
the purpose for which it is processed;
the duration of a client or commercial relationship;
contractual requirements;
client instructions;
security and audit requirements;
applicable limitation periods; and
legal or regulatory obligations.
Website enquiry and business contact information may be retained for as long as reasonably necessary to manage the relevant relationship, respond to enquiries or maintain appropriate business records.
Client Data is retained in accordance with the relevant client agreement, service configuration and applicable legal requirements.
When personal information is no longer required, we take reasonable steps to delete, anonymise or otherwise securely dispose of it, subject to legitimate backup, legal or recordkeeping requirements.
15. Marketing and business communications
Zeltix primarily provides business-to-business services.
We may use professional contact information to communicate with organisations and business professionals about Zeltix where we have an appropriate legal basis and where permitted by applicable electronic marketing and privacy laws.
You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at hello@zeltix.ai.
We may still send non-marketing communications where necessary, including communications concerning an existing client relationship, service operation, security, legal matters or an enquiry you have made.
16. Cookies and website technologies
Our website may use cookies and similar technologies for purposes such as:
operating the website;
maintaining security;
remembering preferences;
understanding website usage;
measuring website performance; and
improving our website and communications.
Where applicable law requires consent before non-essential cookies or similar technologies are used, we will provide an appropriate consent mechanism.
More information is available in our Cookie Policy and cookie consent controls.
17. Your privacy rights
Depending on where you are located and the privacy laws that apply, you may have rights concerning your personal information.
These may include the right to:
ask whether we process your personal information;
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information in certain circumstances;
request restriction of processing;
object to certain processing;
object to direct marketing;
withdraw consent where processing is based on consent;
request transfer or portability of certain information;
request information concerning certain automated processing; and
make a complaint to a relevant privacy or data protection authority.
These rights are not absolute and may be subject to conditions, exceptions and limitations under applicable law.
To exercise a privacy right, contact us at hello@zeltix.ai.
We may need to verify your identity before completing a request. We will respond within the period required by applicable law.
If your request concerns information Zeltix processes solely on behalf of one of our clients, we may refer the request to that client or assist the client in responding, as appropriate.
18. Rights for individuals in New Zealand
Where the New Zealand Privacy Act 2020 applies, you may have rights including access to personal information held about you and correction of that information.
Personal information disclosed outside New Zealand will be handled in accordance with applicable cross-border privacy requirements.
You may make a complaint to the Office of the Privacy Commissioner if you believe your rights under New Zealand privacy law have been breached.
19. Rights for individuals in Australia
Where the Australian Privacy Act 1988 and Australian Privacy Principles apply to our handling of personal information, individuals may have rights to request access to and correction of personal information and to make a privacy complaint.
Where required by applicable Australian privacy law, we will also provide information concerning relevant automated decision-making practices.
Complaints may also be made to the Office of the Australian Information Commissioner where applicable.
20. Rights for individuals in the United Kingdom and Europe
Where UK GDPR, the Data Protection Act 2018 or EU GDPR applies, individuals may have rights including access, rectification, erasure, restriction, objection and data portability, depending on the circumstances.
You may also have the right to complain to the relevant supervisory authority.
In the United Kingdom, the supervisory authority is the Information Commissioner’s Office.
21. United States privacy rights
Residents of certain US states may have additional privacy rights where relevant state privacy laws apply to Zeltix.
Depending on the applicable law and whether relevant statutory thresholds are met, these may include rights to know or access personal information, request correction, request deletion, obtain information about disclosures and exercise certain choices concerning the use of personal information.
Zeltix does not discriminate against individuals for exercising privacy rights provided by applicable law.
22. Children
Zeltix provides business-to-business services and our website and services are not directed at children.
We do not knowingly seek to collect personal information directly from children through our website.
If we become aware that personal information relating to a child has been collected through our website in circumstances where it should not have been collected, we will take appropriate steps to address it.
23. Third-party websites and services
Our website and services may contain links to, or integrate with, third-party websites, platforms or applications.
Third parties operate under their own privacy practices and terms.
Zeltix is not responsible for the privacy practices of independent third parties. You should review their privacy policies before providing personal information to them.
24. Privacy complaints
If you have a question, concern or complaint about how Zeltix handles personal information, please contact us at hello@zeltix.ai.
Please provide enough information for us to understand the issue and investigate it appropriately.
We will review privacy complaints and respond within a reasonable period or within any period required by applicable law.
You may also have the right to contact the privacy or data protection authority responsible for your jurisdiction.
25. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our services;
our systems and technology;
our information handling practices;
applicable laws and regulations; or
our business operations.
The current version will be published on zeltix.ai with the date it was last updated.
Where a change materially affects how we use personal information and applicable law requires us to provide additional notice, we will take appropriate steps to do so.
26. Contact us
Questions, requests or complaints concerning privacy or personal information can be sent to:
Zeltix Digital Ltd
Company number: 16384668
167-169 Great Portland Street
5th Floor
London
England
W1W 5PF
Email: hello@zeltix.ai
Website: zeltix.ai
Privacy Policy
Last updated: 16 October 2026
Zeltix Digital Ltd (“Zeltix”, “we”, “us” or “our”) respects the privacy of the individuals whose personal information we handle.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, communicate with us, enquire about our services, become a client, interact with a Zeltix-managed workflow, or otherwise have your information processed in connection with our business.
Zeltix provides managed commercial execution services and related technology for specialist distributors. Our services may connect with client systems such as customer relationship management platforms, email, calendars, forms, spreadsheets, communication platforms and other approved business systems.
Because of the nature of our services, Zeltix may process personal information in different capacities. In some situations, Zeltix determines why and how personal information is used. In other situations, we process personal information on behalf of a client and in accordance with that client’s instructions.
This Privacy Policy should be read together with our Website Terms of Use, Cookie Policy and, where applicable, the contractual documentation governing a client’s use of Zeltix services.
1. Who we are
Zeltix is operated by:
Zeltix Digital Ltd
Company number: 16384668
Registered office: 167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Website: zeltix.ai
Email: hello@zeltix.ai
For personal information that Zeltix collects and uses for its own business purposes, Zeltix Digital Ltd will generally act as the controller, business or equivalent organisation responsible for that information under applicable privacy law.
Where Zeltix processes personal information contained within a client’s systems or workflows solely on that client’s behalf, the client will generally determine the purposes for which that information is processed and Zeltix will act as a processor, service provider or equivalent.
The applicable client agreement and Data Processing Agreement may contain additional provisions governing that processing.
2. Scope of this Privacy Policy
This Privacy Policy applies to personal information we process in connection with:
the Zeltix website;
enquiries, contact forms and meeting bookings;
marketing and business development;
prospective and existing clients;
client representatives and authorised users;
suppliers, partners and professional advisers;
Zeltix services and managed workflows;
integrations with approved third-party systems;
communications with Zeltix;
business contacts whose information is supplied by a client or obtained from legitimate business sources; and
individuals who interact with communications or workflows operated by Zeltix on behalf of a client.
This Privacy Policy does not replace a client’s own privacy obligations. Where Zeltix processes personal information on behalf of a client, the client remains responsible for determining whether its collection and use of that information is lawful and for providing any privacy information required from it.
3. Personal information we may collect
The personal information we collect depends on how you interact with Zeltix.
It may include:
Identity and contact information, such as your name, business email address, telephone number, job title, organisation and professional contact details.
Business and professional information, such as your employer, role, territory, business responsibilities, organisation type, commercial interests and publicly available professional information.
Enquiry and communication information, including information you provide through website forms, email, meeting bookings, messages, calls or other communications with us.
Client account information, such as authorised users, roles, permissions, implementation contacts, billing contacts and information required to manage a client relationship.
Commercial and CRM information, where provided through a client deployment, such as account records, contact records, leads, opportunities, enquiries, account ownership, sales activity, follow-up activity, communication history and workflow status.
Integration and system information, including information transmitted through approved integrations with CRM systems, email platforms, calendars, forms, spreadsheets, communication platforms and other systems selected by a client.
Technical information, such as IP address, browser type, device information, operating system, website interaction information, referring pages, timestamps and security logs.
Usage and operational information, such as workflow activity, system events, actions performed, routing events, integration activity, errors and audit information.
Marketing information, such as communication preferences, event participation, downloaded content and responses to business communications.
We do not intentionally require payment card numbers, passwords or other unnecessary highly sensitive information through general website forms.
4. Information relating to health, patients or other sensitive matters
Zeltix works with organisations operating in sectors that may include medical aesthetics, professional skincare and other regulated or high-trust environments.
Zeltix is not designed to operate as a patient medical record system, clinical record system or health information repository.
You should not submit patient records, detailed medical information, passwords, access credentials or other highly sensitive information through general Zeltix website forms.
In some client environments, information relating to a product safety concern, adverse event, complaint or other regulated matter may be received incidentally as part of a communication or workflow.
Where such information is processed through a client deployment, it will be handled in accordance with the applicable client instructions, workflow controls and contractual arrangements. Zeltix workflows may identify and escalate matters requiring human review but are not intended to provide medical assessment, diagnosis or clinical advice.
5. How we collect personal information
We may collect personal information directly from you when you:
visit our website;
submit an enquiry;
book a meeting;
email or contact us;
speak with us;
subscribe to communications;
attend an event;
enter into discussions about our services;
become a client or supplier; or
otherwise provide information to us.
We may also receive personal information from other sources, including:
our clients;
client CRM and business systems;
client-authorised integrations;
business partners;
service providers;
event or business contacts;
publicly available company websites;
publicly available professional profiles;
business directories and databases; and
other legitimate commercial sources.
Where required by applicable law, we provide appropriate information about indirect collection or rely on an applicable legal exception.
6. How we use personal information
We may use personal information to:
operate, maintain and improve our website;
respond to enquiries and meeting requests;
evaluate potential client engagements;
communicate with prospective and existing clients;
provide and manage Zeltix services;
configure integrations and workflows;
authenticate users and manage permissions;
route enquiries and commercial activity;
support account management and follow-up;
maintain CRM and operational records;
identify commercial activity requiring attention;
produce reports, summaries and operational intelligence;
provide technical and operational support;
monitor workflow performance;
troubleshoot systems and integrations;
maintain service security;
detect misuse, fraud or security incidents;
maintain audit and activity records;
manage contractual and commercial relationships;
administer invoicing and business records;
comply with legal and regulatory requirements;
establish, exercise or defend legal claims;
improve our services, processes and operations; and
communicate relevant information about Zeltix and our services where permitted by law.
We do not use personal information for purposes that are materially incompatible with the purpose for which it was collected unless we have an appropriate legal basis to do so.
7. Our legal bases for processing
Where UK GDPR, EU GDPR or similar laws require us to identify a legal basis for processing, our legal bases may include:
Contract. Processing may be necessary to enter into or perform a contract with you.
Legitimate interests. We may process personal information where necessary for legitimate business interests, provided those interests are not overridden by your rights and interests. These interests may include operating our business, providing our services, maintaining security, communicating with business contacts, developing client relationships and improving our services.
Legal obligation. We may process information where necessary to comply with laws, regulations, court orders or other legal requirements.
Consent. Where consent is required or is the most appropriate basis, we may process information based on your consent. You may withdraw that consent at any time, subject to applicable law.
Other lawful bases may apply where permitted by applicable legislation.
8. Client Data and Zeltix services
When a client connects its systems to Zeltix or provides information for use within a Zeltix deployment, that information may include personal information relating to the client’s employees, representatives, customers, prospects, business contacts or other individuals.
We refer to this information as Client Data.
For Client Data processed by Zeltix on behalf of a client, Zeltix will generally:
process the information for the agreed service purposes;
follow the client’s documented instructions;
apply agreed access and workflow controls;
limit access to authorised persons and systems;
maintain separation between client environments;
use the information only as necessary to provide, secure, maintain and support the relevant services; and
comply with applicable contractual and data protection obligations.
The client remains responsible for its underlying legal basis for collecting and using Client Data and for providing appropriate notices to individuals where required.
A client’s contractual documentation with Zeltix may provide additional requirements concerning processing, confidentiality, security, retention, deletion, subprocessors and international transfers.
9. Artificial intelligence and automated systems
Zeltix may use artificial intelligence, language models, rules-based automation and other automated technologies as part of approved commercial workflows.
Depending on the client configuration, these technologies may assist with activities such as:
organising information;
classification;
summarisation;
prioritisation;
enquiry routing;
identifying follow-up requirements;
drafting communications;
extracting structured information;
updating approved system records;
identifying commercial activity requiring attention; and
producing operational insights.
Zeltix designs its services to support commercial teams rather than replace appropriate human judgement.
Our standard services are not designed to make solely automated decisions about an individual that produce legal effects or similarly significant effects concerning that individual.
Where a matter requires human judgement, falls outside approved communication boundaries or involves clinical, safety, regulatory or other consequential considerations, workflows may be configured to escalate the matter to an appropriate person.
Zeltix does not use one client’s Client Data to train, operate or improve workflows for another client.
Where third-party artificial intelligence or technology providers are used to deliver an approved workflow, personal information may be processed by those providers subject to the applicable contractual, technical and organisational controls.
10. How we share personal information
We may disclose personal information where reasonably necessary to:
Technology and service providers. These may include cloud infrastructure providers, hosting providers, CRM systems, workflow and integration platforms, communication providers, analytics services, meeting and scheduling platforms, security services and artificial intelligence technology providers.
Client-selected platforms. Where a client instructs us to integrate Zeltix with a particular CRM, email system, calendar, communication platform or other service, information may be transmitted to or from that system as required to operate the integration.
Professional advisers. We may share information with lawyers, accountants, insurers, auditors and other professional advisers where reasonably necessary.
Government and regulatory authorities. We may disclose information where required or permitted by law, regulation, legal process or a lawful government request.
Corporate transactions. Information may be disclosed in connection with a genuine or proposed merger, acquisition, financing, restructuring, sale of assets or similar corporate transaction, subject to appropriate confidentiality protections.
We require service providers handling personal information on our behalf to do so subject to appropriate contractual or other protections where required.
We do not sell Client Data.
We do not disclose a client’s confidential commercial intelligence to competing clients.
11. Subprocessors and third-party technology
Zeltix uses third-party technology providers to support the delivery of its services.
The providers used for a particular client may vary depending on the client’s existing technology, selected integrations, jurisdiction, workflow requirements and service configuration.
These may include providers of:
cloud infrastructure;
databases and storage;
customer relationship management systems;
workflow automation;
email and communications;
scheduling;
monitoring and security;
analytics;
artificial intelligence and language models; and
other infrastructure required for the agreed deployment.
Where appropriate, specific subprocessors and processing arrangements may be addressed in a client’s Data Processing Agreement, service documentation or other contractual materials.
12. International processing and transfers
Zeltix operates internationally and may work with clients and technology providers located in different countries.
As a result, personal information may be processed in the United Kingdom, New Zealand, Australia, the United States, countries within the European Economic Area and other locations in which our clients or approved service providers operate.
Where personal information is transferred internationally and applicable law requires additional safeguards, we take steps designed to ensure that an appropriate transfer mechanism or protection is in place.
Depending on the circumstances, this may include adequacy arrangements, contractual protections, approved standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or other lawful mechanisms recognised under applicable privacy law.
The specific locations involved in a client deployment may depend on the systems and providers selected for that deployment.
13. Data security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction.
Depending on the relevant system and risk, these measures may include:
access controls and permissions;
authentication controls;
secure integration methods;
logical separation of client environments;
monitoring and logging;
data minimisation;
confidentiality obligations;
supplier due diligence;
incident management processes;
backups and resilience measures; and
technical security controls appropriate to the relevant environment.
No technology, system or method of transmission can be guaranteed to be completely secure. We therefore cannot guarantee absolute security.
Clients are also responsible for maintaining appropriate security within their own systems, accounts, devices, credentials and integrations.
14. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, contractual, accounting, security and regulatory requirements.
Retention periods depend on factors including:
the type of information;
the purpose for which it is processed;
the duration of a client or commercial relationship;
contractual requirements;
client instructions;
security and audit requirements;
applicable limitation periods; and
legal or regulatory obligations.
Website enquiry and business contact information may be retained for as long as reasonably necessary to manage the relevant relationship, respond to enquiries or maintain appropriate business records.
Client Data is retained in accordance with the relevant client agreement, service configuration and applicable legal requirements.
When personal information is no longer required, we take reasonable steps to delete, anonymise or otherwise securely dispose of it, subject to legitimate backup, legal or recordkeeping requirements.
15. Marketing and business communications
Zeltix primarily provides business-to-business services.
We may use professional contact information to communicate with organisations and business professionals about Zeltix where we have an appropriate legal basis and where permitted by applicable electronic marketing and privacy laws.
You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at hello@zeltix.ai.
We may still send non-marketing communications where necessary, including communications concerning an existing client relationship, service operation, security, legal matters or an enquiry you have made.
16. Cookies and website technologies
Our website may use cookies and similar technologies for purposes such as:
operating the website;
maintaining security;
remembering preferences;
understanding website usage;
measuring website performance; and
improving our website and communications.
Where applicable law requires consent before non-essential cookies or similar technologies are used, we will provide an appropriate consent mechanism.
More information is available in our Cookie Policy and cookie consent controls.
17. Your privacy rights
Depending on where you are located and the privacy laws that apply, you may have rights concerning your personal information.
These may include the right to:
ask whether we process your personal information;
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information in certain circumstances;
request restriction of processing;
object to certain processing;
object to direct marketing;
withdraw consent where processing is based on consent;
request transfer or portability of certain information;
request information concerning certain automated processing; and
make a complaint to a relevant privacy or data protection authority.
These rights are not absolute and may be subject to conditions, exceptions and limitations under applicable law.
To exercise a privacy right, contact us at hello@zeltix.ai.
We may need to verify your identity before completing a request. We will respond within the period required by applicable law.
If your request concerns information Zeltix processes solely on behalf of one of our clients, we may refer the request to that client or assist the client in responding, as appropriate.
18. Rights for individuals in New Zealand
Where the New Zealand Privacy Act 2020 applies, you may have rights including access to personal information held about you and correction of that information.
Personal information disclosed outside New Zealand will be handled in accordance with applicable cross-border privacy requirements.
You may make a complaint to the Office of the Privacy Commissioner if you believe your rights under New Zealand privacy law have been breached.
19. Rights for individuals in Australia
Where the Australian Privacy Act 1988 and Australian Privacy Principles apply to our handling of personal information, individuals may have rights to request access to and correction of personal information and to make a privacy complaint.
Where required by applicable Australian privacy law, we will also provide information concerning relevant automated decision-making practices.
Complaints may also be made to the Office of the Australian Information Commissioner where applicable.
20. Rights for individuals in the United Kingdom and Europe
Where UK GDPR, the Data Protection Act 2018 or EU GDPR applies, individuals may have rights including access, rectification, erasure, restriction, objection and data portability, depending on the circumstances.
You may also have the right to complain to the relevant supervisory authority.
In the United Kingdom, the supervisory authority is the Information Commissioner’s Office.
21. United States privacy rights
Residents of certain US states may have additional privacy rights where relevant state privacy laws apply to Zeltix.
Depending on the applicable law and whether relevant statutory thresholds are met, these may include rights to know or access personal information, request correction, request deletion, obtain information about disclosures and exercise certain choices concerning the use of personal information.
Zeltix does not discriminate against individuals for exercising privacy rights provided by applicable law.
22. Children
Zeltix provides business-to-business services and our website and services are not directed at children.
We do not knowingly seek to collect personal information directly from children through our website.
If we become aware that personal information relating to a child has been collected through our website in circumstances where it should not have been collected, we will take appropriate steps to address it.
23. Third-party websites and services
Our website and services may contain links to, or integrate with, third-party websites, platforms or applications.
Third parties operate under their own privacy practices and terms.
Zeltix is not responsible for the privacy practices of independent third parties. You should review their privacy policies before providing personal information to them.
24. Privacy complaints
If you have a question, concern or complaint about how Zeltix handles personal information, please contact us at hello@zeltix.ai.
Please provide enough information for us to understand the issue and investigate it appropriately.
We will review privacy complaints and respond within a reasonable period or within any period required by applicable law.
You may also have the right to contact the privacy or data protection authority responsible for your jurisdiction.
25. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our services;
our systems and technology;
our information handling practices;
applicable laws and regulations; or
our business operations.
The current version will be published on zeltix.ai with the date it was last updated.
Where a change materially affects how we use personal information and applicable law requires us to provide additional notice, we will take appropriate steps to do so.
26. Contact us
Questions, requests or complaints concerning privacy or personal information can be sent to:
Zeltix Digital Ltd
Company number: 16384668
167-169 Great Portland Street
5th Floor
London
England
W1W 5PF
Email: hello@zeltix.ai
Website: zeltix.ai
Privacy Policy
Last updated: 16 October 2026
Zeltix Digital Ltd (“Zeltix”, “we”, “us” or “our”) respects the privacy of the individuals whose personal information we handle.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, communicate with us, enquire about our services, become a client, interact with a Zeltix-managed workflow, or otherwise have your information processed in connection with our business.
Zeltix provides managed commercial execution services and related technology for specialist distributors. Our services may connect with client systems such as customer relationship management platforms, email, calendars, forms, spreadsheets, communication platforms and other approved business systems.
Because of the nature of our services, Zeltix may process personal information in different capacities. In some situations, Zeltix determines why and how personal information is used. In other situations, we process personal information on behalf of a client and in accordance with that client’s instructions.
This Privacy Policy should be read together with our Website Terms of Use, Cookie Policy and, where applicable, the contractual documentation governing a client’s use of Zeltix services.
1. Who we are
Zeltix is operated by:
Zeltix Digital Ltd
Company number: 16384668
Registered office: 167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Website: zeltix.ai
Email: hello@zeltix.ai
For personal information that Zeltix collects and uses for its own business purposes, Zeltix Digital Ltd will generally act as the controller, business or equivalent organisation responsible for that information under applicable privacy law.
Where Zeltix processes personal information contained within a client’s systems or workflows solely on that client’s behalf, the client will generally determine the purposes for which that information is processed and Zeltix will act as a processor, service provider or equivalent.
The applicable client agreement and Data Processing Agreement may contain additional provisions governing that processing.
2. Scope of this Privacy Policy
This Privacy Policy applies to personal information we process in connection with:
the Zeltix website;
enquiries, contact forms and meeting bookings;
marketing and business development;
prospective and existing clients;
client representatives and authorised users;
suppliers, partners and professional advisers;
Zeltix services and managed workflows;
integrations with approved third-party systems;
communications with Zeltix;
business contacts whose information is supplied by a client or obtained from legitimate business sources; and
individuals who interact with communications or workflows operated by Zeltix on behalf of a client.
This Privacy Policy does not replace a client’s own privacy obligations. Where Zeltix processes personal information on behalf of a client, the client remains responsible for determining whether its collection and use of that information is lawful and for providing any privacy information required from it.
3. Personal information we may collect
The personal information we collect depends on how you interact with Zeltix.
It may include:
Identity and contact information, such as your name, business email address, telephone number, job title, organisation and professional contact details.
Business and professional information, such as your employer, role, territory, business responsibilities, organisation type, commercial interests and publicly available professional information.
Enquiry and communication information, including information you provide through website forms, email, meeting bookings, messages, calls or other communications with us.
Client account information, such as authorised users, roles, permissions, implementation contacts, billing contacts and information required to manage a client relationship.
Commercial and CRM information, where provided through a client deployment, such as account records, contact records, leads, opportunities, enquiries, account ownership, sales activity, follow-up activity, communication history and workflow status.
Integration and system information, including information transmitted through approved integrations with CRM systems, email platforms, calendars, forms, spreadsheets, communication platforms and other systems selected by a client.
Technical information, such as IP address, browser type, device information, operating system, website interaction information, referring pages, timestamps and security logs.
Usage and operational information, such as workflow activity, system events, actions performed, routing events, integration activity, errors and audit information.
Marketing information, such as communication preferences, event participation, downloaded content and responses to business communications.
We do not intentionally require payment card numbers, passwords or other unnecessary highly sensitive information through general website forms.
4. Information relating to health, patients or other sensitive matters
Zeltix works with organisations operating in sectors that may include medical aesthetics, professional skincare and other regulated or high-trust environments.
Zeltix is not designed to operate as a patient medical record system, clinical record system or health information repository.
You should not submit patient records, detailed medical information, passwords, access credentials or other highly sensitive information through general Zeltix website forms.
In some client environments, information relating to a product safety concern, adverse event, complaint or other regulated matter may be received incidentally as part of a communication or workflow.
Where such information is processed through a client deployment, it will be handled in accordance with the applicable client instructions, workflow controls and contractual arrangements. Zeltix workflows may identify and escalate matters requiring human review but are not intended to provide medical assessment, diagnosis or clinical advice.
5. How we collect personal information
We may collect personal information directly from you when you:
visit our website;
submit an enquiry;
book a meeting;
email or contact us;
speak with us;
subscribe to communications;
attend an event;
enter into discussions about our services;
become a client or supplier; or
otherwise provide information to us.
We may also receive personal information from other sources, including:
our clients;
client CRM and business systems;
client-authorised integrations;
business partners;
service providers;
event or business contacts;
publicly available company websites;
publicly available professional profiles;
business directories and databases; and
other legitimate commercial sources.
Where required by applicable law, we provide appropriate information about indirect collection or rely on an applicable legal exception.
6. How we use personal information
We may use personal information to:
operate, maintain and improve our website;
respond to enquiries and meeting requests;
evaluate potential client engagements;
communicate with prospective and existing clients;
provide and manage Zeltix services;
configure integrations and workflows;
authenticate users and manage permissions;
route enquiries and commercial activity;
support account management and follow-up;
maintain CRM and operational records;
identify commercial activity requiring attention;
produce reports, summaries and operational intelligence;
provide technical and operational support;
monitor workflow performance;
troubleshoot systems and integrations;
maintain service security;
detect misuse, fraud or security incidents;
maintain audit and activity records;
manage contractual and commercial relationships;
administer invoicing and business records;
comply with legal and regulatory requirements;
establish, exercise or defend legal claims;
improve our services, processes and operations; and
communicate relevant information about Zeltix and our services where permitted by law.
We do not use personal information for purposes that are materially incompatible with the purpose for which it was collected unless we have an appropriate legal basis to do so.
7. Our legal bases for processing
Where UK GDPR, EU GDPR or similar laws require us to identify a legal basis for processing, our legal bases may include:
Contract. Processing may be necessary to enter into or perform a contract with you.
Legitimate interests. We may process personal information where necessary for legitimate business interests, provided those interests are not overridden by your rights and interests. These interests may include operating our business, providing our services, maintaining security, communicating with business contacts, developing client relationships and improving our services.
Legal obligation. We may process information where necessary to comply with laws, regulations, court orders or other legal requirements.
Consent. Where consent is required or is the most appropriate basis, we may process information based on your consent. You may withdraw that consent at any time, subject to applicable law.
Other lawful bases may apply where permitted by applicable legislation.
8. Client Data and Zeltix services
When a client connects its systems to Zeltix or provides information for use within a Zeltix deployment, that information may include personal information relating to the client’s employees, representatives, customers, prospects, business contacts or other individuals.
We refer to this information as Client Data.
For Client Data processed by Zeltix on behalf of a client, Zeltix will generally:
process the information for the agreed service purposes;
follow the client’s documented instructions;
apply agreed access and workflow controls;
limit access to authorised persons and systems;
maintain separation between client environments;
use the information only as necessary to provide, secure, maintain and support the relevant services; and
comply with applicable contractual and data protection obligations.
The client remains responsible for its underlying legal basis for collecting and using Client Data and for providing appropriate notices to individuals where required.
A client’s contractual documentation with Zeltix may provide additional requirements concerning processing, confidentiality, security, retention, deletion, subprocessors and international transfers.
9. Artificial intelligence and automated systems
Zeltix may use artificial intelligence, language models, rules-based automation and other automated technologies as part of approved commercial workflows.
Depending on the client configuration, these technologies may assist with activities such as:
organising information;
classification;
summarisation;
prioritisation;
enquiry routing;
identifying follow-up requirements;
drafting communications;
extracting structured information;
updating approved system records;
identifying commercial activity requiring attention; and
producing operational insights.
Zeltix designs its services to support commercial teams rather than replace appropriate human judgement.
Our standard services are not designed to make solely automated decisions about an individual that produce legal effects or similarly significant effects concerning that individual.
Where a matter requires human judgement, falls outside approved communication boundaries or involves clinical, safety, regulatory or other consequential considerations, workflows may be configured to escalate the matter to an appropriate person.
Zeltix does not use one client’s Client Data to train, operate or improve workflows for another client.
Where third-party artificial intelligence or technology providers are used to deliver an approved workflow, personal information may be processed by those providers subject to the applicable contractual, technical and organisational controls.
10. How we share personal information
We may disclose personal information where reasonably necessary to:
Technology and service providers. These may include cloud infrastructure providers, hosting providers, CRM systems, workflow and integration platforms, communication providers, analytics services, meeting and scheduling platforms, security services and artificial intelligence technology providers.
Client-selected platforms. Where a client instructs us to integrate Zeltix with a particular CRM, email system, calendar, communication platform or other service, information may be transmitted to or from that system as required to operate the integration.
Professional advisers. We may share information with lawyers, accountants, insurers, auditors and other professional advisers where reasonably necessary.
Government and regulatory authorities. We may disclose information where required or permitted by law, regulation, legal process or a lawful government request.
Corporate transactions. Information may be disclosed in connection with a genuine or proposed merger, acquisition, financing, restructuring, sale of assets or similar corporate transaction, subject to appropriate confidentiality protections.
We require service providers handling personal information on our behalf to do so subject to appropriate contractual or other protections where required.
We do not sell Client Data.
We do not disclose a client’s confidential commercial intelligence to competing clients.
11. Subprocessors and third-party technology
Zeltix uses third-party technology providers to support the delivery of its services.
The providers used for a particular client may vary depending on the client’s existing technology, selected integrations, jurisdiction, workflow requirements and service configuration.
These may include providers of:
cloud infrastructure;
databases and storage;
customer relationship management systems;
workflow automation;
email and communications;
scheduling;
monitoring and security;
analytics;
artificial intelligence and language models; and
other infrastructure required for the agreed deployment.
Where appropriate, specific subprocessors and processing arrangements may be addressed in a client’s Data Processing Agreement, service documentation or other contractual materials.
12. International processing and transfers
Zeltix operates internationally and may work with clients and technology providers located in different countries.
As a result, personal information may be processed in the United Kingdom, New Zealand, Australia, the United States, countries within the European Economic Area and other locations in which our clients or approved service providers operate.
Where personal information is transferred internationally and applicable law requires additional safeguards, we take steps designed to ensure that an appropriate transfer mechanism or protection is in place.
Depending on the circumstances, this may include adequacy arrangements, contractual protections, approved standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or other lawful mechanisms recognised under applicable privacy law.
The specific locations involved in a client deployment may depend on the systems and providers selected for that deployment.
13. Data security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction.
Depending on the relevant system and risk, these measures may include:
access controls and permissions;
authentication controls;
secure integration methods;
logical separation of client environments;
monitoring and logging;
data minimisation;
confidentiality obligations;
supplier due diligence;
incident management processes;
backups and resilience measures; and
technical security controls appropriate to the relevant environment.
No technology, system or method of transmission can be guaranteed to be completely secure. We therefore cannot guarantee absolute security.
Clients are also responsible for maintaining appropriate security within their own systems, accounts, devices, credentials and integrations.
14. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, contractual, accounting, security and regulatory requirements.
Retention periods depend on factors including:
the type of information;
the purpose for which it is processed;
the duration of a client or commercial relationship;
contractual requirements;
client instructions;
security and audit requirements;
applicable limitation periods; and
legal or regulatory obligations.
Website enquiry and business contact information may be retained for as long as reasonably necessary to manage the relevant relationship, respond to enquiries or maintain appropriate business records.
Client Data is retained in accordance with the relevant client agreement, service configuration and applicable legal requirements.
When personal information is no longer required, we take reasonable steps to delete, anonymise or otherwise securely dispose of it, subject to legitimate backup, legal or recordkeeping requirements.
15. Marketing and business communications
Zeltix primarily provides business-to-business services.
We may use professional contact information to communicate with organisations and business professionals about Zeltix where we have an appropriate legal basis and where permitted by applicable electronic marketing and privacy laws.
You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at hello@zeltix.ai.
We may still send non-marketing communications where necessary, including communications concerning an existing client relationship, service operation, security, legal matters or an enquiry you have made.
16. Cookies and website technologies
Our website may use cookies and similar technologies for purposes such as:
operating the website;
maintaining security;
remembering preferences;
understanding website usage;
measuring website performance; and
improving our website and communications.
Where applicable law requires consent before non-essential cookies or similar technologies are used, we will provide an appropriate consent mechanism.
More information is available in our Cookie Policy and cookie consent controls.
17. Your privacy rights
Depending on where you are located and the privacy laws that apply, you may have rights concerning your personal information.
These may include the right to:
ask whether we process your personal information;
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information in certain circumstances;
request restriction of processing;
object to certain processing;
object to direct marketing;
withdraw consent where processing is based on consent;
request transfer or portability of certain information;
request information concerning certain automated processing; and
make a complaint to a relevant privacy or data protection authority.
These rights are not absolute and may be subject to conditions, exceptions and limitations under applicable law.
To exercise a privacy right, contact us at hello@zeltix.ai.
We may need to verify your identity before completing a request. We will respond within the period required by applicable law.
If your request concerns information Zeltix processes solely on behalf of one of our clients, we may refer the request to that client or assist the client in responding, as appropriate.
18. Rights for individuals in New Zealand
Where the New Zealand Privacy Act 2020 applies, you may have rights including access to personal information held about you and correction of that information.
Personal information disclosed outside New Zealand will be handled in accordance with applicable cross-border privacy requirements.
You may make a complaint to the Office of the Privacy Commissioner if you believe your rights under New Zealand privacy law have been breached.
19. Rights for individuals in Australia
Where the Australian Privacy Act 1988 and Australian Privacy Principles apply to our handling of personal information, individuals may have rights to request access to and correction of personal information and to make a privacy complaint.
Where required by applicable Australian privacy law, we will also provide information concerning relevant automated decision-making practices.
Complaints may also be made to the Office of the Australian Information Commissioner where applicable.
20. Rights for individuals in the United Kingdom and Europe
Where UK GDPR, the Data Protection Act 2018 or EU GDPR applies, individuals may have rights including access, rectification, erasure, restriction, objection and data portability, depending on the circumstances.
You may also have the right to complain to the relevant supervisory authority.
In the United Kingdom, the supervisory authority is the Information Commissioner’s Office.
21. United States privacy rights
Residents of certain US states may have additional privacy rights where relevant state privacy laws apply to Zeltix.
Depending on the applicable law and whether relevant statutory thresholds are met, these may include rights to know or access personal information, request correction, request deletion, obtain information about disclosures and exercise certain choices concerning the use of personal information.
Zeltix does not discriminate against individuals for exercising privacy rights provided by applicable law.
22. Children
Zeltix provides business-to-business services and our website and services are not directed at children.
We do not knowingly seek to collect personal information directly from children through our website.
If we become aware that personal information relating to a child has been collected through our website in circumstances where it should not have been collected, we will take appropriate steps to address it.
23. Third-party websites and services
Our website and services may contain links to, or integrate with, third-party websites, platforms or applications.
Third parties operate under their own privacy practices and terms.
Zeltix is not responsible for the privacy practices of independent third parties. You should review their privacy policies before providing personal information to them.
24. Privacy complaints
If you have a question, concern or complaint about how Zeltix handles personal information, please contact us at hello@zeltix.ai.
Please provide enough information for us to understand the issue and investigate it appropriately.
We will review privacy complaints and respond within a reasonable period or within any period required by applicable law.
You may also have the right to contact the privacy or data protection authority responsible for your jurisdiction.
25. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our services;
our systems and technology;
our information handling practices;
applicable laws and regulations; or
our business operations.
The current version will be published on zeltix.ai with the date it was last updated.
Where a change materially affects how we use personal information and applicable law requires us to provide additional notice, we will take appropriate steps to do so.
26. Contact us
Questions, requests or complaints concerning privacy or personal information can be sent to:
Zeltix Digital Ltd
Company number: 16384668
167-169 Great Portland Street
5th Floor
London
England
W1W 5PF
Email: hello@zeltix.ai
Website: zeltix.ai
Privacy Policy
Last updated: 16 October 2026
Zeltix Digital Ltd (“Zeltix”, “we”, “us” or “our”) respects the privacy of the individuals whose personal information we handle.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, communicate with us, enquire about our services, become a client, interact with a Zeltix-managed workflow, or otherwise have your information processed in connection with our business.
Zeltix provides managed commercial execution services and related technology for specialist distributors. Our services may connect with client systems such as customer relationship management platforms, email, calendars, forms, spreadsheets, communication platforms and other approved business systems.
Because of the nature of our services, Zeltix may process personal information in different capacities. In some situations, Zeltix determines why and how personal information is used. In other situations, we process personal information on behalf of a client and in accordance with that client’s instructions.
This Privacy Policy should be read together with our Website Terms of Use, Cookie Policy and, where applicable, the contractual documentation governing a client’s use of Zeltix services.
1. Who we are
Zeltix is operated by:
Zeltix Digital Ltd
Company number: 16384668
Registered office: 167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Website: zeltix.ai
Email: hello@zeltix.ai
For personal information that Zeltix collects and uses for its own business purposes, Zeltix Digital Ltd will generally act as the controller, business or equivalent organisation responsible for that information under applicable privacy law.
Where Zeltix processes personal information contained within a client’s systems or workflows solely on that client’s behalf, the client will generally determine the purposes for which that information is processed and Zeltix will act as a processor, service provider or equivalent.
The applicable client agreement and Data Processing Agreement may contain additional provisions governing that processing.
2. Scope of this Privacy Policy
This Privacy Policy applies to personal information we process in connection with:
the Zeltix website;
enquiries, contact forms and meeting bookings;
marketing and business development;
prospective and existing clients;
client representatives and authorised users;
suppliers, partners and professional advisers;
Zeltix services and managed workflows;
integrations with approved third-party systems;
communications with Zeltix;
business contacts whose information is supplied by a client or obtained from legitimate business sources; and
individuals who interact with communications or workflows operated by Zeltix on behalf of a client.
This Privacy Policy does not replace a client’s own privacy obligations. Where Zeltix processes personal information on behalf of a client, the client remains responsible for determining whether its collection and use of that information is lawful and for providing any privacy information required from it.
3. Personal information we may collect
The personal information we collect depends on how you interact with Zeltix.
It may include:
Identity and contact information, such as your name, business email address, telephone number, job title, organisation and professional contact details.
Business and professional information, such as your employer, role, territory, business responsibilities, organisation type, commercial interests and publicly available professional information.
Enquiry and communication information, including information you provide through website forms, email, meeting bookings, messages, calls or other communications with us.
Client account information, such as authorised users, roles, permissions, implementation contacts, billing contacts and information required to manage a client relationship.
Commercial and CRM information, where provided through a client deployment, such as account records, contact records, leads, opportunities, enquiries, account ownership, sales activity, follow-up activity, communication history and workflow status.
Integration and system information, including information transmitted through approved integrations with CRM systems, email platforms, calendars, forms, spreadsheets, communication platforms and other systems selected by a client.
Technical information, such as IP address, browser type, device information, operating system, website interaction information, referring pages, timestamps and security logs.
Usage and operational information, such as workflow activity, system events, actions performed, routing events, integration activity, errors and audit information.
Marketing information, such as communication preferences, event participation, downloaded content and responses to business communications.
We do not intentionally require payment card numbers, passwords or other unnecessary highly sensitive information through general website forms.
4. Information relating to health, patients or other sensitive matters
Zeltix works with organisations operating in sectors that may include medical aesthetics, professional skincare and other regulated or high-trust environments.
Zeltix is not designed to operate as a patient medical record system, clinical record system or health information repository.
You should not submit patient records, detailed medical information, passwords, access credentials or other highly sensitive information through general Zeltix website forms.
In some client environments, information relating to a product safety concern, adverse event, complaint or other regulated matter may be received incidentally as part of a communication or workflow.
Where such information is processed through a client deployment, it will be handled in accordance with the applicable client instructions, workflow controls and contractual arrangements. Zeltix workflows may identify and escalate matters requiring human review but are not intended to provide medical assessment, diagnosis or clinical advice.
5. How we collect personal information
We may collect personal information directly from you when you:
visit our website;
submit an enquiry;
book a meeting;
email or contact us;
speak with us;
subscribe to communications;
attend an event;
enter into discussions about our services;
become a client or supplier; or
otherwise provide information to us.
We may also receive personal information from other sources, including:
our clients;
client CRM and business systems;
client-authorised integrations;
business partners;
service providers;
event or business contacts;
publicly available company websites;
publicly available professional profiles;
business directories and databases; and
other legitimate commercial sources.
Where required by applicable law, we provide appropriate information about indirect collection or rely on an applicable legal exception.
6. How we use personal information
We may use personal information to:
operate, maintain and improve our website;
respond to enquiries and meeting requests;
evaluate potential client engagements;
communicate with prospective and existing clients;
provide and manage Zeltix services;
configure integrations and workflows;
authenticate users and manage permissions;
route enquiries and commercial activity;
support account management and follow-up;
maintain CRM and operational records;
identify commercial activity requiring attention;
produce reports, summaries and operational intelligence;
provide technical and operational support;
monitor workflow performance;
troubleshoot systems and integrations;
maintain service security;
detect misuse, fraud or security incidents;
maintain audit and activity records;
manage contractual and commercial relationships;
administer invoicing and business records;
comply with legal and regulatory requirements;
establish, exercise or defend legal claims;
improve our services, processes and operations; and
communicate relevant information about Zeltix and our services where permitted by law.
We do not use personal information for purposes that are materially incompatible with the purpose for which it was collected unless we have an appropriate legal basis to do so.
7. Our legal bases for processing
Where UK GDPR, EU GDPR or similar laws require us to identify a legal basis for processing, our legal bases may include:
Contract. Processing may be necessary to enter into or perform a contract with you.
Legitimate interests. We may process personal information where necessary for legitimate business interests, provided those interests are not overridden by your rights and interests. These interests may include operating our business, providing our services, maintaining security, communicating with business contacts, developing client relationships and improving our services.
Legal obligation. We may process information where necessary to comply with laws, regulations, court orders or other legal requirements.
Consent. Where consent is required or is the most appropriate basis, we may process information based on your consent. You may withdraw that consent at any time, subject to applicable law.
Other lawful bases may apply where permitted by applicable legislation.
8. Client Data and Zeltix services
When a client connects its systems to Zeltix or provides information for use within a Zeltix deployment, that information may include personal information relating to the client’s employees, representatives, customers, prospects, business contacts or other individuals.
We refer to this information as Client Data.
For Client Data processed by Zeltix on behalf of a client, Zeltix will generally:
process the information for the agreed service purposes;
follow the client’s documented instructions;
apply agreed access and workflow controls;
limit access to authorised persons and systems;
maintain separation between client environments;
use the information only as necessary to provide, secure, maintain and support the relevant services; and
comply with applicable contractual and data protection obligations.
The client remains responsible for its underlying legal basis for collecting and using Client Data and for providing appropriate notices to individuals where required.
A client’s contractual documentation with Zeltix may provide additional requirements concerning processing, confidentiality, security, retention, deletion, subprocessors and international transfers.
9. Artificial intelligence and automated systems
Zeltix may use artificial intelligence, language models, rules-based automation and other automated technologies as part of approved commercial workflows.
Depending on the client configuration, these technologies may assist with activities such as:
organising information;
classification;
summarisation;
prioritisation;
enquiry routing;
identifying follow-up requirements;
drafting communications;
extracting structured information;
updating approved system records;
identifying commercial activity requiring attention; and
producing operational insights.
Zeltix designs its services to support commercial teams rather than replace appropriate human judgement.
Our standard services are not designed to make solely automated decisions about an individual that produce legal effects or similarly significant effects concerning that individual.
Where a matter requires human judgement, falls outside approved communication boundaries or involves clinical, safety, regulatory or other consequential considerations, workflows may be configured to escalate the matter to an appropriate person.
Zeltix does not use one client’s Client Data to train, operate or improve workflows for another client.
Where third-party artificial intelligence or technology providers are used to deliver an approved workflow, personal information may be processed by those providers subject to the applicable contractual, technical and organisational controls.
10. How we share personal information
We may disclose personal information where reasonably necessary to:
Technology and service providers. These may include cloud infrastructure providers, hosting providers, CRM systems, workflow and integration platforms, communication providers, analytics services, meeting and scheduling platforms, security services and artificial intelligence technology providers.
Client-selected platforms. Where a client instructs us to integrate Zeltix with a particular CRM, email system, calendar, communication platform or other service, information may be transmitted to or from that system as required to operate the integration.
Professional advisers. We may share information with lawyers, accountants, insurers, auditors and other professional advisers where reasonably necessary.
Government and regulatory authorities. We may disclose information where required or permitted by law, regulation, legal process or a lawful government request.
Corporate transactions. Information may be disclosed in connection with a genuine or proposed merger, acquisition, financing, restructuring, sale of assets or similar corporate transaction, subject to appropriate confidentiality protections.
We require service providers handling personal information on our behalf to do so subject to appropriate contractual or other protections where required.
We do not sell Client Data.
We do not disclose a client’s confidential commercial intelligence to competing clients.
11. Subprocessors and third-party technology
Zeltix uses third-party technology providers to support the delivery of its services.
The providers used for a particular client may vary depending on the client’s existing technology, selected integrations, jurisdiction, workflow requirements and service configuration.
These may include providers of:
cloud infrastructure;
databases and storage;
customer relationship management systems;
workflow automation;
email and communications;
scheduling;
monitoring and security;
analytics;
artificial intelligence and language models; and
other infrastructure required for the agreed deployment.
Where appropriate, specific subprocessors and processing arrangements may be addressed in a client’s Data Processing Agreement, service documentation or other contractual materials.
12. International processing and transfers
Zeltix operates internationally and may work with clients and technology providers located in different countries.
As a result, personal information may be processed in the United Kingdom, New Zealand, Australia, the United States, countries within the European Economic Area and other locations in which our clients or approved service providers operate.
Where personal information is transferred internationally and applicable law requires additional safeguards, we take steps designed to ensure that an appropriate transfer mechanism or protection is in place.
Depending on the circumstances, this may include adequacy arrangements, contractual protections, approved standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or other lawful mechanisms recognised under applicable privacy law.
The specific locations involved in a client deployment may depend on the systems and providers selected for that deployment.
13. Data security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction.
Depending on the relevant system and risk, these measures may include:
access controls and permissions;
authentication controls;
secure integration methods;
logical separation of client environments;
monitoring and logging;
data minimisation;
confidentiality obligations;
supplier due diligence;
incident management processes;
backups and resilience measures; and
technical security controls appropriate to the relevant environment.
No technology, system or method of transmission can be guaranteed to be completely secure. We therefore cannot guarantee absolute security.
Clients are also responsible for maintaining appropriate security within their own systems, accounts, devices, credentials and integrations.
14. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, contractual, accounting, security and regulatory requirements.
Retention periods depend on factors including:
the type of information;
the purpose for which it is processed;
the duration of a client or commercial relationship;
contractual requirements;
client instructions;
security and audit requirements;
applicable limitation periods; and
legal or regulatory obligations.
Website enquiry and business contact information may be retained for as long as reasonably necessary to manage the relevant relationship, respond to enquiries or maintain appropriate business records.
Client Data is retained in accordance with the relevant client agreement, service configuration and applicable legal requirements.
When personal information is no longer required, we take reasonable steps to delete, anonymise or otherwise securely dispose of it, subject to legitimate backup, legal or recordkeeping requirements.
15. Marketing and business communications
Zeltix primarily provides business-to-business services.
We may use professional contact information to communicate with organisations and business professionals about Zeltix where we have an appropriate legal basis and where permitted by applicable electronic marketing and privacy laws.
You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at hello@zeltix.ai.
We may still send non-marketing communications where necessary, including communications concerning an existing client relationship, service operation, security, legal matters or an enquiry you have made.
16. Cookies and website technologies
Our website may use cookies and similar technologies for purposes such as:
operating the website;
maintaining security;
remembering preferences;
understanding website usage;
measuring website performance; and
improving our website and communications.
Where applicable law requires consent before non-essential cookies or similar technologies are used, we will provide an appropriate consent mechanism.
More information is available in our Cookie Policy and cookie consent controls.
17. Your privacy rights
Depending on where you are located and the privacy laws that apply, you may have rights concerning your personal information.
These may include the right to:
ask whether we process your personal information;
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information in certain circumstances;
request restriction of processing;
object to certain processing;
object to direct marketing;
withdraw consent where processing is based on consent;
request transfer or portability of certain information;
request information concerning certain automated processing; and
make a complaint to a relevant privacy or data protection authority.
These rights are not absolute and may be subject to conditions, exceptions and limitations under applicable law.
To exercise a privacy right, contact us at hello@zeltix.ai.
We may need to verify your identity before completing a request. We will respond within the period required by applicable law.
If your request concerns information Zeltix processes solely on behalf of one of our clients, we may refer the request to that client or assist the client in responding, as appropriate.
18. Rights for individuals in New Zealand
Where the New Zealand Privacy Act 2020 applies, you may have rights including access to personal information held about you and correction of that information.
Personal information disclosed outside New Zealand will be handled in accordance with applicable cross-border privacy requirements.
You may make a complaint to the Office of the Privacy Commissioner if you believe your rights under New Zealand privacy law have been breached.
19. Rights for individuals in Australia
Where the Australian Privacy Act 1988 and Australian Privacy Principles apply to our handling of personal information, individuals may have rights to request access to and correction of personal information and to make a privacy complaint.
Where required by applicable Australian privacy law, we will also provide information concerning relevant automated decision-making practices.
Complaints may also be made to the Office of the Australian Information Commissioner where applicable.
20. Rights for individuals in the United Kingdom and Europe
Where UK GDPR, the Data Protection Act 2018 or EU GDPR applies, individuals may have rights including access, rectification, erasure, restriction, objection and data portability, depending on the circumstances.
You may also have the right to complain to the relevant supervisory authority.
In the United Kingdom, the supervisory authority is the Information Commissioner’s Office.
21. United States privacy rights
Residents of certain US states may have additional privacy rights where relevant state privacy laws apply to Zeltix.
Depending on the applicable law and whether relevant statutory thresholds are met, these may include rights to know or access personal information, request correction, request deletion, obtain information about disclosures and exercise certain choices concerning the use of personal information.
Zeltix does not discriminate against individuals for exercising privacy rights provided by applicable law.
22. Children
Zeltix provides business-to-business services and our website and services are not directed at children.
We do not knowingly seek to collect personal information directly from children through our website.
If we become aware that personal information relating to a child has been collected through our website in circumstances where it should not have been collected, we will take appropriate steps to address it.
23. Third-party websites and services
Our website and services may contain links to, or integrate with, third-party websites, platforms or applications.
Third parties operate under their own privacy practices and terms.
Zeltix is not responsible for the privacy practices of independent third parties. You should review their privacy policies before providing personal information to them.
24. Privacy complaints
If you have a question, concern or complaint about how Zeltix handles personal information, please contact us at hello@zeltix.ai.
Please provide enough information for us to understand the issue and investigate it appropriately.
We will review privacy complaints and respond within a reasonable period or within any period required by applicable law.
You may also have the right to contact the privacy or data protection authority responsible for your jurisdiction.
25. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our services;
our systems and technology;
our information handling practices;
applicable laws and regulations; or
our business operations.
The current version will be published on zeltix.ai with the date it was last updated.
Where a change materially affects how we use personal information and applicable law requires us to provide additional notice, we will take appropriate steps to do so.
26. Contact us
Questions, requests or complaints concerning privacy or personal information can be sent to:
Zeltix Digital Ltd
Company number: 16384668
167-169 Great Portland Street
5th Floor
London
England
W1W 5PF
Email: hello@zeltix.ai
Website: zeltix.ai