Privacy Policy

Colabi (operated by Zenyx PTY LTD) — how we collect, use, retain and delete your data.

Last Updated: 24 July 2026

Thank you for choosing Colabi. We are committed to protecting your personal information and your right to privacy. This policy explains what information we collect, how we use it, who we share it with, how long we keep it, and the rights you have over it. If you have any questions, contact us at support@colabi.co.

This policy applies to information collected through our website app.colabi.co, our mobile applications, and any related services, sales, marketing or events (together, the "Services").

1. What Information Do We Collect?

Personal information you provide to us

We collect information you voluntarily provide when you register, use the Services, or contact us. Depending on how you use Colabi, this can include:

Name and contact data (first and last name, email address, postal address, phone number).
Credentials (passwords and similar security information used for authentication).
Business content you create in the Services — workflows, tasks, customer records, forms, messages, uploaded files and AI conversations.
Payment information you provide to our payment processor (we do not store full card numbers).

Information collected automatically

We automatically collect certain technical information when you use the Services, such as IP address, browser and device characteristics, operating system, language preferences, referring URLs, and information about how and when you use the Services. Where you enable it, we also collect location data used for task allocation.

Information from connected third-party accounts (including Google)

Colabi lets you connect third-party accounts — including Google Workspace (Gmail) and Microsoft — so the Services can act on your behalf, such as sending email as you. When you connect an account, we receive OAuth tokens and only the specific data permitted by the access scopes you grant. For Gmail, Colabi requests send-only access and uses it solely to send messages you or your configured automations initiate. You can revoke this access at any time from your Google Account (myaccount.google.com/permissions) or from within Colabi.

2. How Do We Use Your Information?

We use the information we collect to:

Provide, operate and maintain the Services, including creating and running your workflows, tasks and automations.
Facilitate account creation, authentication and login.
Send you administrative, service and security communications.
Process payments and manage billing.
Protect, secure and improve the Services and prevent fraud and abuse.
Comply with our legal obligations and enforce our terms.

We rely on legitimate business interests, the performance of our contract with you, your consent, and compliance with legal obligations as the bases for this processing.

3. How We Use AI and Third-Party AI Services

Colabi uses artificial intelligence to help you draft content, run automations and analyse your business data. To do this we send relevant content to third-party AI service providers via their APIs. We use the following providers, each on a paid API tier under which submitted data is not used to train their models:

Google (Gemini API) — general text generation and orchestration.
Anthropic (Claude API) — content and page generation.
OpenAI — audio transcription (speech-to-text).
ElevenLabs — text-to-speech voice synthesis.
HeyGen — avatar video generation.
Tavily — web search for business research.

We do not sell your data, and we do not permit these providers to use your data to train or improve generalized or foundational AI/ML models. Access to third-party accounts (such as Gmail) is used only to deliver the feature you asked for.

Google Workspace Limited Use. Colabi's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we do not transfer or use Google Workspace data to develop, improve or train generalized or foundational AI/ML models, and we do not allow humans to read this data except with your consent, for security or to comply with law, or where the data has been aggregated and anonymized.

4. Will Your Information Be Shared With Anyone?

We share information only in the following circumstances:

Service providers / subprocessors: with vendors who help us operate the Services — including cloud hosting (AWS), payment processing (Stripe), email delivery, and the AI providers listed in Section 3 — bound by contract to protect your data.
With your consent: where you have asked us to, for example to send email through your connected Gmail or Microsoft account.
Legal reasons: where required to comply with applicable law, legal process, or governmental request, or to protect the rights, safety and property of Colabi, our users or others.

We do not sell your personal information.

5. Data Retention and Deletion

We retain your personal information only for as long as we need it to provide the Services to you and for the purposes described in this policy. When you stop using the Services or delete your account, we delete or de-identify your information as set out below.

Retention

Account and business content is retained for the life of your account.
Data received from Google APIs (including OAuth tokens and any data accessed under the scopes you grant) is retained only as long as needed to provide the connected feature, and is deleted when you disconnect the integration or delete your account.
We retain a limited set of records where legally required — for example billing, payment and tax records — for the period required by law (typically up to 7 years), after which they are deleted.
Anonymized or aggregated data that can no longer identify you may be retained.

Deletion

You can request deletion of your account and associated data at any time by emailing support@colabi.co from your registered email address with the subject "Delete my account", or by following the steps on our Account Deletion page. We action verified deletion requests within 30 days and email you to confirm once complete. On deletion we permanently remove your profile and login details, your business content (workflows, tasks, customers, forms, messages, uploaded files and AI conversations), any location data, and usage and diagnostic data tied to your account, except for the limited legally-required records noted above. You can also revoke Colabi's access to your Google account independently at any time via myaccount.google.com/permissions.

6. How Do We Keep Your Information Safe?

We have implemented appropriate technical and organizational measures designed to protect the security of the personal information we process, including encryption in transit, access controls and isolation of customer data. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Privacy Rights

Depending on your location, you may have the right to access, correct, update, port or delete your personal information, and to object to or restrict certain processing. To exercise these rights, contact us at support@colabi.co.

8. Do We Make Updates to This Policy?

Yes. We may update this policy from time to time. The updated version will be indicated by an updated "Last Updated" date and will be effective as soon as it is accessible. We encourage you to review it periodically.

9. How Can You Contact Us?

Colabi is operated by Zenyx PTY LTD. If you have questions or comments about this policy, or wish to exercise your privacy rights, email us at support@colabi.co.