Privacy Policy

1. Introduction

Zentriq Software (“we”, “us”, “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use Zentriq Agent for Microsoft Dynamics 365 Business Central, Zentriq Connect (which links your own AI assistant, such as Claude or ChatGPT, to Business Central), Zentriq Capture and Zentriq Core (Business Central extensions that bring the vendor documents emailed to your company’s capture address into Business Central), the Zentriq web dashboard, and the Zentriq PunchOut Chrome extension (collectively, the “Services”).

We comply with the Swiss Federal Act on Data Protection (nFADP), the EU General Data Protection Regulation (GDPR), and other applicable data protection laws.

2. Data Controller

The data controller is:

3. Data We Collect

3.1 Account Information

When you sign in via Microsoft Entra ID, we receive:

• Your name and email address
• Microsoft account identifier
• Organization/tenant information

3.2 Cart Data (PunchOut Extension)

When you capture a cart, the Chrome extension sends the page content to our AI parsing service. This data is:

• Processed in real-time by Claude (Anthropic) to extract structured cart items
• Not permanently stored, data is discarded after processing
• Never used to train AI models

3.3 Business Central Data (Zentriq Agent)

When you interact with the Zentriq Agent chat embedded in Business Central, the following data flows occur:

Sent to our backend (zentriqsoftware.com):

• The text of your messages and conversation history
• Your Business Central tenant ID, environment name, and company name (used to authenticate API calls back to your BC instance)
• The current record context if you opened the chat from an “Ask Zentriq” button (e.g. vendor number, customer number), used so the assistant understands what you are looking at
• Your authenticated email address

Sent to Anthropic (Claude):

• Your message text and conversation history
• BC data fetched on your behalf to answer your question (e.g. a list of open purchase orders, an item card), only what is needed to answer the specific question

What is NOT sent:

• We do not export your full BC database
• We do not send credentials, passwords, or API keys
• We do not use your data to train AI models, Anthropic’s zero data retention policy applies to our API usage

Storage and retention: Conversation history is stored in our PostgreSQL database (EU region) so you can resume past conversations. Conversations are retained until you delete them or close your account. You may request deletion at any time via privacy@zentriqsoftware.com.

3.4 Business Central Data (Zentriq Connect)

Zentriq Connect lets you link your own AI assistant, such as Claude (Anthropic) or ChatGPT (OpenAI), to your Business Central through the Model Context Protocol (MCP), using Zentriq’s safe tools. This data flow differs from the Zentriq Agent (§3.3) in one important way, which we state plainly:

Where the reasoning happens. With the Zentriq Agent, AI inference runs on our own EU infrastructure (§5). With Zentriq Connect, the reasoning is performed by your AI assistant. Any Business Central data your assistant reads through Connect is therefore transmitted to your AI provider (Anthropic for Claude, OpenAI for ChatGPT) and processed under the agreement you have with that provider, not under Zentriq’s subprocessor agreements. We host and operate Connect in the EU, but we are not the data controller for, and do not control, the processing your AI provider performs on your instructions.

What Zentriq does on this path:

• Authenticates the connection. You connect either via OAuth sign-in (recommended) or a private link. We store only a cryptographic hash of the resulting token, in the EU; the plaintext is shown to you once and never stored.
• Executes the tools you invoke against your Business Central: read-only queries, entity lookups, listing your draft proposals, an optional server-side ledger control scan, and staging drafts you approve inside BC. Connect can never post, pay, or delete: writes only ever create drafts for your approval in the ERP.
• Records activity metadata (which tool ran, when, success or failure, and a short non-sensitive label) so you can see connector activity on your dashboard.

What we do NOT do on this path:

• We do not store the Business Central records your assistant reads through Connect: they pass through the tool call and are returned to your assistant.
• We do not use any Connect data to train AI models.

Your controls. The connection is scoped to the Business Central environment and company you choose when you authorize it, inherits exactly the permissions of the account that authorized it, and is revocable at any time from your dashboard (Connect page → Disconnect), which stops all connected assistants immediately.

3.5 Documents and Business Central Data (Zentriq Capture)

Zentriq Capture reads the documents emailed to your company’s capture address (an address at in.zentriqsoftware.com), such as vendor invoices and credit memos, and places them in the Zentriq Document Journal in Business Central, where your users check and register them. It works with Zentriq Core, which Business Central installs with it. The following data flows occur:

Received by our backend (zentriqsoftware.com):

• The emails sent to your capture addresses: the sender’s address, the subject, and the attached PDF files, images and electronic invoices (XML). Other attachments are ignored, and the text of the email is not used.
• From Zentriq Core, each time it checks its connection: an installation identifier generated in your Business Central, your Microsoft Entra tenant ID, the environment name, and the company ID and name. No user names or email addresses are sent.

Read from the documents: the vendor’s name, VAT number and IBAN, the document type, number, dates and payment terms, the purchase order number, the currency, the totals and VAT, the lines (article code, description, quantity, unit, price, discount and VAT), and the payment data of a Swiss QR-bill (account, reference, amount, payee and message). Electronic invoices (UBL, CII, Factur-X) are read from their XML without an AI model. Other documents are read by an AI model from their text and, where needed, from images of their pages.

Read from your Business Central to match each document, through the connection an owner or admin of your organization made from the Zentriq dashboard:

• Vendors: number, name and VAT registration number
• The line translations and vendor names that Zentriq Capture has learned in your Business Central
• Items (number and name) and item references (reference number and item number) for the article codes on the document
• Posting G/L accounts: number, name and category
• The purchase order the document refers to, with its lines: item or account number, description, quantities ordered, received and invoiced, and unit cost

Of this data, our backend keeps only what was matched to each document (the vendor, the items or accounts, and the purchase order figures of its lines), in the record described under Storage and retention below.

Written to your Business Central: each document as an entry in the Zentriq Document Journal, with the data read and matched and a link from which your Business Central downloads the file, and the capture address of each inbox.

What stays in your Business Central: Register creates the purchase invoice or credit memo in your Business Central and attaches the file to it. These documents, and what Zentriq Capture learns from your choices (line translations, vendor names, vendor profiles), are stored in your Business Central and remain under your control. Our backend does not receive the documents created at Register.

Usage records: for each document read we record the date, the number of pages, the document type, the file name and the vendor name read. They count documents and pages against your organization’s credits and monthly page allowance, and Zentriq Core shows the monthly totals in Business Central.

Purposes: we use this data to read each document and place it, matched to your Business Central data, in your journal; to recognize the Business Central company that installed Zentriq Core, so that we can approve it and allocate its capture address; to count documents and pages for billing; and to retry and investigate documents that could not be processed. When a document cannot be processed, an error entry is written in your journal and Zentriq staff receive a notice with the sender, subject and file name.

Where it is processed:

• Resend, our email provider, receives the emails sent to capture addresses and passes the attachments to our backend.
• Our backend runs on Vercel in Frankfurt (EU). The files are stored in a private Vercel Blob store in the EU (Frankfurt), and the records described here in our PostgreSQL database in the EU (Frankfurt).
• Documents other than electronic invoices are read by Anthropic’s Claude model, which we use through AWS Bedrock in the EU: requests are sent to Frankfurt, and AWS may process them in another EU region (Ireland, Paris, Stockholm, Milan or Spain). We do not use the documents to train AI models.
• Your Business Central stays in the region where Microsoft hosts it; we read from it and write to it through its API.

Storage and retention: The files received are kept in our file storage until you ask us to delete them; they are not deleted automatically, including when your account or your organization’s account is deleted. The record of each document received (sender, subject, file name, processing status, and the data read and matched) and the usage records are kept while your account is active and are deleted with your organization’s account. The registration data sent by Zentriq Core is kept after a company disconnects, so that the same installation is recognized if it connects again, and is deleted on request. Data written to your Business Central stays there until you delete it. You may request deletion at any time via privacy@zentriqsoftware.com.

3.6 Usage Data

We collect anonymous usage metrics (page views, feature usage, error rates) to improve our services. No personal data is included in analytics.

4. How We Use Your Data

• Service delivery: To authenticate you, process cart captures, provide the Zentriq Agent, and read the documents sent to Zentriq Capture (section 3.5)
• Billing: To manage subscriptions via Stripe (we do not store card details)
• Communication: To send service-related notifications (no marketing without consent)
• Improvement: To analyze anonymized usage patterns and improve our services

5. Subprocessors

We rely on the following subprocessors to deliver the Services. Each is bound by a data processing agreement and processes personal data only on our instructions.

Zentriq Connect: your AI provider is not our subprocessor. When you use Zentriq Connect (§3.4), the AI provider that reasons over your data is the one you choose, Anthropic (Claude) or OpenAI (ChatGPT), acting under your own agreement with that provider. In that role they are a recipient determined by you, not a Zentriq subprocessor, and their data-residency and retention terms are those of your own account with them. The subprocessors listed above (Microsoft, Vercel, Neon) support Connect only for sign-in, tool execution against your Business Central, hashed-token storage, and activity metadata, all in the EU.

For a Data Processing Agreement (DPA) and the current subprocessor list, see our Data Processing Agreement.

6. Data Retention

We retain account data for the duration of your account. Cart data is processed in real-time and not retained. Usage logs are retained for 90 days. Zentriq Capture data, including its usage records, is kept as described in section 3.5. Zentriq Connect authorizations (hashed tokens) are retained until you revoke them or disconnect; expired tokens are purged automatically. You can request account deletion at any time, which also deletes your connector authorizations.

7. Your Rights

Under GDPR and nFADP, you have the right to:

• Access, request a copy of your personal data
• Rectification, correct inaccurate data
• Erasure, request deletion of your data
• Portability, receive your data in a structured format
• Object, object to data processing
• Withdraw consent, at any time, without affecting prior processing

To exercise your rights, email privacy@zentriqsoftware.com.

8. Cookies

We use essential cookies required for authentication and session management. With your consent, our public marketing website also sets non-essential cookies: an affiliate-referral cookie (FirstPromoter's _fprom_tid, used to attribute sign-ups to partners) and anonymous usage analytics (Vercel Analytics). These non-essential cookies are only set after you accept them in our cookie banner, and you can withdraw consent at any time using the “Cookie settings” link in the footer. We do not use advertising cookies and do not sell your data.

9. Security

We implement industry-standard security measures including TLS encryption in transit, encrypted storage at rest, regular security audits, and access controls.

10. Changes to This Policy

We may update this policy periodically. Significant changes will be communicated via email or in-app notification. Continued use of our Services constitutes acceptance of the updated policy.

11. Contact

For privacy-related inquiries, contact us at privacy@zentriqsoftware.com.