Privacy Policy

Overview

This privacy policy explains what information Ezbi.io ("Ezbi," "we," "us," or "our") collects, how we use it, and the choices available to you. It applies to all Ezbi products: Easy Chat, Easy Reports, Easy MCP, and Easy Agents.

When you self-host Ezbi, your ingested documents, vectors, spreadsheet tables, and agent data remain entirely within your own infrastructure and are not transmitted to or accessible by us. When you use our hosted instance, the data practices described below apply.

We are committed to transparency and compliance with applicable data protection laws including the General Data Protection Regulation (GDPR) for users in the European Economic Area, the California Consumer Privacy Act (CCPA) for California residents, and other regional privacy frameworks.

The Services may be delivered to you through Neuronic AI, a service delivery partner. Where applicable, Neuronic AI's privacy policy also governs the processing of your data. References to "Ezbi," "we," "us," or "our" in this policy encompass services delivered through the Service Partner.

What we collect

Account information: When you create an account, we collect your name, email address, organization name, and billing information. This is necessary to provide and administer the service.

Connected content: Through Easy MCP, you connect documents, spreadsheets, emails, calendars, chat messages, meeting transcripts, project management data, and other content from integrated third-party services. This content is processed solely to provide the Ezbi services you have configured.

Usage and diagnostic data: We collect technical information about how you interact with the platform — pages visited, features used, error logs, and performance metrics. This helps us operate, maintain, and improve the product.

Communication data: When you contact our support team or communicate with us, we retain those communications to assist you and improve our service.

Cookie data: We use essential cookies for authentication and session management. We may use analytics cookies to understand usage patterns, which you can opt out of.

How we use your data

To provide and maintain the Ezbi suite (Easy Chat, Easy Reports, Easy MCP, Easy Agents). To process and serve your ingested content to the AI models and tools you configure. To secure your account and protect against unauthorized access. To communicate with you about your account, service updates, and support requests. To analyze platform performance and improve features. To comply with legal obligations and enforce our terms.

We do not sell your data. We do not use your connected content to train third-party models. We do not share your business data with partners for their own purposes.

Sensitive data & redaction

Easy MCP includes a built-in sensitivity redaction system. You designate which fields or types of data are sensitive when configuring your ingestion pipelines. On ingest, those fields are redacted from the general-purpose vector store while the full, original versions are preserved in a separate, access-restricted MCP server.

You control: Which data qualifies as sensitive. Who has access to the restricted, full-content MCP. Whether redaction is enabled on a per-source or per-field basis.

This lets you keep sensitive information available for authorized AI queries while ensuring it never leaks into general retrieval or unauthorized access.

Storage, retention & security

Where data lives: For hosted customers, ingested documents and their vectors are stored in a Qdrant vector database; spreadsheet data is stored in Postgres tables; account information is stored in our operational database. All storage is encrypted at rest using AES-256.

Encryption: All data in transit is encrypted via TLS 1.3. Connections to third-party services use their respective secure APIs.

Retention: We retain your data for the duration of your account's active status. Upon account termination, we delete all your data within 90 days, unless a longer retention period is required by law. You may also request earlier deletion at any time.

Backups: We maintain encrypted backups for disaster recovery purposes. Backups are retained for up to 30 days.

For self-hosted deployments: Storage, encryption, retention, and backups are entirely governed by your own infrastructure and policies. Ezbi has no access to or control over your self-hosted data.

Third-party services & connectors

Ezbi integrates with third-party services that you choose to connect: Google (Sheets, Docs, Drive, Gmail, Calendar), Microsoft (Excel, Word, OneDrive, SharePoint, Teams, Outlook, Calendar), Slack, Asana, ClickUp, Jira, Linear, Notion, Confluence, Fireflies, Read.ai, and Otter, among others.

When you connect a third-party service through Easy MCP: We access only the data and permissions you explicitly authorize. Data is processed in accordance with this privacy policy while under our control. The third-party service's own privacy policy and terms govern how they handle your data within their platform. You may revoke any integration at any time through your Easy MCP settings.

Ezbi is not responsible for the privacy practices of third-party services. We recommend reviewing their respective policies.

Third-Party Authentication & Data Integration

EZBI utilizes Google and Microsoft Authentication (OAuth) to provide secure account login and identity verification. Additionally, users may explicitly choose to connect EZBI to their Google Workspace or Microsoft environments to import data. When linking these accounts, EZBI only accesses the specific files, spreadsheets, or documents (e.g., via Google Drive file picker) that the user intentionally selects for integration into their secure Easy MCP server. Data retrieved from these third-party APIs is used solely to provide core application functionality, such as AI chat context and automated business reporting, and is stored in accordance with our data retention and security protocols.

SMS, WhatsApp & Mobile Notifications

Users may choose to provide their mobile phone number to receive system alerts, notifications, and updates via SMS or WhatsApp, based on their custom EZBI alert configurations.

By providing your phone number and enabling notifications, you consent to receive automated text messages or WhatsApp messages from EZBI related to your account activity.

Message frequency varies based on your alert settings. Message and data rates may apply.

You can opt out of SMS messages at any time by replying "STOP" to any message. Reply "HELP" for customer support or assistance.

Mobile Data Sharing Exclusions: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with or sold to any third parties.

Your rights & choices

Depending on your location, you may have rights under applicable data protection laws:

Access and portability: You can request a copy of your personal data in a structured, machine-readable format.

Correction: You can update or correct inaccurate personal data.

Deletion: You can request deletion of your personal data and connected content.

Restriction: You can request that we limit processing of your data under certain circumstances.

Objection: You can object to processing based on legitimate interests.

Withdraw consent: Where processing is based on consent, you can withdraw it at any time.

Non-discrimination (CCPA): We will not discriminate against you for exercising any of your CCPA rights.

To exercise these rights, contact us at [email protected]. We will respond within 30 days (or within the timeframe required by applicable law) and may need to verify your identity.

Legal basis for processing (EEA/UK)

For users in the European Economic Area and United Kingdom, we process personal data under the following legal bases:

Contractual necessity: Processing necessary to provide the Ezbi services you have signed up for.

Legitimate interests: Processing for security, fraud prevention, product improvement, and analytics — balanced against your rights and interests.

Consent: Where you have given explicit consent (e.g., optional analytics cookies, marketing communications).

Legal obligation: Where required to comply with applicable law.

International data transfers

Ezbi is based in the United States. If you are located outside the US, your data will be transferred to and processed in the United States. We ensure that appropriate safeguards are in place for such transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission, or other mechanisms recognized under applicable data protection laws.

For self-hosted deployments, you control where your data resides and no international transfer by Ezbi occurs.

Children's privacy

Ezbi services are not directed to individuals under the age of 16, and we do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete it.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you via email (to the address associated with your account) and/or through a notice on our website prior to the change becoming effective. The "Last updated" date at the top of this page will be revised accordingly.

Your continued use of Ezbi after any changes indicates your acceptance of the updated policy.

Contact us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:

Email: [email protected]

For EEA/UK residents: You also have the right to lodge a complaint with your local data protection supervisory authority.

For California residents: You may contact us at [email protected] with "CCPA Request" in the subject line.