Your information.
Handled thoughtfully.

Information We Collect

We may collect information you voluntarily provide when interacting with ZeroChaos Consulting, including:

• Contact information: Your name, email address, phone number, and company name.
• Business information: Your organization, industry, services of interest, and information about operational challenges.
• Consultation information: Appointment details, scheduling preferences, intake responses, and meeting communications.
• Project information: Business requirements, processes, documentation, and other information you authorize us to review in connection with consulting services.
• Meeting documentation: Transcripts, notes, action items, and summaries created during authorized consultations or client meetings.

Our website hosting and scheduling providers may also process certain technical information, including IP addresses, browser details, device information, and service activity, to operate and secure their systems.

We encourage visitors not to submit passwords, financial account credentials, highly sensitive personal information, or confidential business records through general website forms.

How We Use Your Information

We use information collected for legitimate business purposes, including:

• Responding to inquiries and consultation requests.
• Scheduling, confirming, and managing appointments.
• Understanding operational challenges and identifying potential solutions.
• Delivering consulting services and preparing related documentation.
• Communicating about ongoing or potential engagements.
• Preparing requested proposals, recommendations, and follow-up materials.
• Maintaining appropriate business and administrative records.
• Protecting our website, systems, and business operations.
• Complying with applicable legal and contractual obligations.

We may send appointment confirmations, reminders, and relevant follow-up communications related to consultations you request.

We do not sell personal information, automatically enroll website visitors in promotional campaigns, or share contact information with unrelated advertisers for their independent marketing purposes.

Website Hosting and Technology Providers

ZeroChaos Consulting uses established third-party technology services to operate its website, communicate with prospective clients, and support consulting operations.

Netlify

Our website is hosted using Netlify.

Information submitted through our website's contact and consultation forms is processed and stored through Netlify Forms. Form submission notifications may also be delivered to our business email account.

Microsoft 365

We use Microsoft 365 services, including Outlook, Microsoft Bookings, Microsoft Teams, and Power Automate, for business communications, scheduling, virtual meetings, and appointment-related automation.

Information submitted through Microsoft Bookings may include contact details, appointment preferences, and other information necessary to schedule and manage consultations.

OpenAI / ChatGPT

Where appropriate and authorized, we may use OpenAI's ChatGPT to assist with meeting documentation, summarization, business analysis, drafting, and preparation of consulting materials.

Information processed by these providers is subject to their respective terms, privacy practices, service configurations, and applicable agreements.

Meeting Transcription and AI-Assisted Documentation

To accurately capture business requirements and reduce administrative work during consultations, ZeroChaos Consulting may use Microsoft Teams transcription during client meetings.

When transcription is used:

• Participants will be informed before transcription begins.
• Any consent required by applicable law will be obtained.
• Audio and video recordings will not routinely be created for this purpose.
• Transcripts may be used to document discussions, summarize requirements, identify action items, and prepare follow-up materials.

With appropriate client authorization, meeting transcripts or relevant excerpts may be submitted to ChatGPT to assist with creating meeting summaries, analyzing operational challenges, preparing recommendations, and documenting project requirements.

We seek to limit information shared with AI services to what is reasonably necessary for the authorized business purpose.

AI-generated materials may contain inaccuracies. ZeroChaos Consulting reviews AI-assisted work before relying on it for client communications, recommendations, or business decisions.

Meeting transcripts and AI-generated notes are treated as confidential business information and are not publicly disclosed or used for promotional purposes without explicit authorization.

Clients may raise concerns about transcription or AI-assisted processing before a meeting. Where practical, we will discuss alternative documentation methods.

Client Confidentiality and Portfolio Use

We respect the confidentiality, intellectual property, and business interests of our clients.

ZeroChaos Consulting will not publicly disclose or publish a client's:

• Company name or identity in connection with an engagement.
• Company logo or brand assets.
• Testimonial or endorsement.
• Project details, internal processes, or operational challenges.
• Project outcomes, performance improvements, or measurable results.

Any such portfolio or promotional use requires explicit prior client authorization.

When requesting authorization, we will explain what information we propose to publish and how it will be presented.

Permission to use information in a portfolio or testimonial is separate from the client's agreement to receive consulting services.

Confidentiality obligations established through client agreements will also apply where relevant.

Information Sharing

We do not sell, rent, or trade personal information.

We may disclose information in limited circumstances, including:

• To technology providers necessary to operate our website and business systems.
• To service providers supporting an authorized consulting engagement.
• When required by law, regulation, or a valid legal process.
• When reasonably necessary to protect our rights, investigate misuse, or address security incidents.
• In connection with a legitimate business transaction, subject to applicable obligations.

We limit sharing to information reasonably necessary for the relevant purpose.

We do not share client information with unrelated third parties for their independent advertising or promotional activities.

Data Retention and Deletion

For prospective clients who do not enter into a consulting engagement, ZeroChaos Consulting generally retains contact inquiries, consultation records, meeting transcripts, and associated notes for up to 12 months following the last meaningful interaction.

Information related to active or completed consulting engagements may be retained longer where reasonably necessary for:

• Contractual obligations.
• Business recordkeeping and administration.
• Legal or regulatory requirements.
• Dispute resolution or enforcement of agreements.

We review stored information and take reasonable steps to delete or appropriately dispose of records that are no longer required.

Information maintained in third-party systems, including stored conversations and uploaded files in AI services, may be subject to separate provider retention, deletion, backup, and security procedures.

Deletion from our active business records does not necessarily result in immediate removal of all copies held in provider backups or systems.

Information Security

We take reasonable administrative and technical precautions to help protect information entrusted to ZeroChaos Consulting.

Our approach includes using established technology providers, restricting access to business information, and limiting processing to legitimate business purposes.

We also seek to reduce unnecessary collection and sharing of sensitive information.

Despite these precautions, no system, electronic transmission, or method of storage can be guaranteed completely secure.

Cookies, Analytics, and Tracking

ZeroChaos Consulting does not currently use Google Analytics, advertising pixels, or dedicated visitor-behavior tracking tools on its website.

We do not use website visitor activity for targeted advertising.

Our website hosting provider and integrated third-party services may use essential cookies or process technical information required for functionality, security, and service delivery.

If we introduce analytics, advertising technology, or other tracking services in the future, we will review and update this Privacy Notice and implement any notices or choices required by applicable law.

Your Privacy Rights and Choices

Depending on applicable law, you may have rights to:

• Request access to personal information we maintain about you.
• Request correction of inaccurate information.
• Request deletion of personal information.
• Ask how information is collected, processed, or shared.
• Request changes to communication preferences.

You may submit a privacy-related request using the contact details provided below.

We will review requests and respond in accordance with applicable legal requirements.

Certain records may need to be retained to satisfy contractual, legal, security, or legitimate business obligations.

Third-Party Websites and External Services

Our website may contain links to third-party websites, scheduling platforms, or other external services.

These services may maintain their own privacy policies, terms, and data-handling practices.

ZeroChaos Consulting is not responsible for the independent privacy practices of third-party websites that we do not control.

We encourage visitors to review the applicable privacy notices when using external services.

International Data Processing

Some technology providers used by ZeroChaos Consulting may process or store information in locations outside your state or country of residence.

Such processing is subject to the provider's applicable safeguards, contractual commitments, and legal obligations.

Children's Privacy

ZeroChaos Consulting provides professional business consulting services and does not intentionally direct its website or services toward children.

We do not knowingly seek personal information from children through our business contact or consultation forms.

If we learn that children's personal information has been collected in circumstances requiring deletion, we will take appropriate action.

Changes to This Privacy Notice

We may update this Privacy Notice to reflect changes in our services, business practices, technology providers, or applicable legal requirements.

When changes occur, we will publish the revised notice on our website and update its effective date.

Contact Us

If you have questions regarding this Privacy Notice, would like more information about how your data is handled, or wish to make a privacy-related request, please contact:

ZeroChaos Consulting
Colorado, United States

Email: kameron@zerochaosconsulting.com
Website: https://zerochaosconsulting.com

ZeroChaos Consulting
Simplify. Optimize. Transform.

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