Terms and Conditions

Last Updated: June 28, 2026

1. Acceptance of Terms

By accessing or using the Zone OS CRM platform (the "Service"), you are agreeing to these Terms and Conditions with Zone OS CRM, LLC (operating in the United States) and its partner entity, McKenzie Group of Companies (MGC) (collectively, "Zone-OS", "we", "our", or "us"). If you do not agree to all terms and conditions, you must not use our Service.

2. Description of Service

Zone-OS CRM provides a multi-tenant Software-as-a-Service (SaaS) enterprise resource planning (ERP) platform designed to manage customer relationships, bookings, invoicing, communications, employee time tracking, payroll processing, and financial operations across 22+ industries. Zone-OS reserves the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice to active subscribers.

3. Data Roles & Processing Relationship

Zone OS operates as a Data Processor (under GDPR and international data protection frameworks) and as a Service Provider (under U.S. state privacy laws) with respect to Customer Data and Employee Data processed through the platform. You — the subscribing business — are the Data Controller and bear responsibility for the lawfulness of the data you input, process, and instruct us to handle on your behalf.

Zone OS processes data exclusively pursuant to your documented instructions and the functionality of the Service. We do not independently determine the purposes or means of processing your Customer Data or Employee Data. Our obligations as Data Processor are further detailed in our Privacy Policy.

4. Subscription, Billing & Cancellation

Zone-OS is a subscription-based service billed in advance on a recurring basis (monthly or annually). All fees are non-refundable, including for partial periods of service, except as required by applicable law. If a payment method fails, we provide a 7-day grace period to update your billing information before access to premium features is temporarily restricted. Accounts that remain past due for 30 days may be subject to account suspension.

Upon cancellation, your access to the Service will continue through the end of the current billing period. Following cancellation, operational Customer Data will be scheduled for deletion in accordance with our data retention policy (see Section 10). Tax, payroll, and compliance data subject to mandatory legal retention holds will be preserved in an encrypted archive as required by law.

5. Acceptable Use Policy (AUP)

You agree to use the Service strictly for lawful business purposes. You are explicitly prohibited from:

  • Sending spam, unsolicited messages, or engaging in phishing or social engineering attacks.
  • Uploading or transmitting viruses, malware, ransomware, or destructive code.
  • Using the Service to store or process illegal content, or highly sensitive regulated data (e.g., HIPAA-protected health information) without a separate, signed Data Processing Agreement.
  • Attempting to reverse engineer, decompile, destabilize, or compromise the security of the platform, including any attempts to bypass rate limiting, access controls, or tenant isolation boundaries.
  • Using payroll or financial features to conduct money laundering, structuring, or any activity in violation of the Bank Secrecy Act (BSA) or applicable anti-money laundering (AML) regulations.
  • Misrepresenting the nature of the financial services provided through the platform. You must not use language that implies Zone OS is a bank, deposit-taking institution, or that funds held by Stripe's partner banks are "your bank account." Compliant language requires disclosures such as: "Financial account provided by [Partner Bank], Member FDIC."

6. Financial Services & Payroll Orchestration

Zone OS is not a bank, does not hold deposits, does not custody funds, and does not provide banking services. The Service provides technology infrastructure for payroll calculation and disbursement orchestration through Stripe Treasury. All fund custody, settlement, ACH processing, and regulatory banking compliance are performed by Stripe, Inc. and its partner banks, which are Member FDIC institutions.

You acknowledge that:

  • Financial Account Provider: Any financial accounts used for payroll disbursement or fund management are established and maintained by Stripe's partner banks, not by Zone OS.
  • Custom Connected Accounts: Your use of Stripe Treasury features requires onboarding as a Stripe Custom Connected Account. By completing the onboarding process, you agree to be bound by Stripe's Connected Account Agreement, which creates a direct legal relationship between you and Stripe.
  • Fraud Liability: While Stripe's partner banks handle macro-level banking compliance, you acknowledge that Zone OS bears contractual liability for user experience, data capture accuracy, and financial fraud losses arising from the platform's operations. Zone OS implements velocity monitoring, risk scoring, and fund holding periods to mitigate these risks.
  • Fund Holding Period: To mitigate the risk of negative balances due to fraudulent ACH transactions, all incoming funds processed through Stripe Treasury are subject to a minimum holding period (currently four (4) business days) before outbound disbursement instructions can be executed.
  • Identity Verification: Financial onboarding identity verification (including government ID, biometrics, and beneficial ownership) is collected and processed directly by Stripe via the ConnectJS embedded component. This data is tokenized by Stripe at the point of entry and is never stored on Zone OS servers in unredacted form.

7. Account Suspension & Termination

Zone-OS reserves the right to suspend or terminate your account at our sole discretion, with notice where practicable, if we have reason to believe you have: violated these Terms; engaged in fraudulent, abusive, or illegal activity; allowed your account to remain unpaid beyond the grace period; or if continued service would expose Zone OS, its partners, or other tenants to material legal or financial risk.

Termination does not relieve you of any obligations incurred prior to termination, including outstanding payment obligations and data controller responsibilities regarding Employee Data and tax records.

8. Data Ownership & Licensing

You retain full ownership of all data, text, files, documents, and information you input into Zone-OS ("Customer Data" and "Employee Data"). By using the Service, you grant Zone-OS a worldwide, non-exclusive, royalty-free license to host, store, process, back up, and transmit your data solely for the purpose of providing the Service to you. This license terminates upon deletion of the applicable data in accordance with our retention policy.

Zone OS retains ownership of all platform intellectual property, including but not limited to: software code, AI models, algorithms, user interface designs, documentation, and aggregate anonymized analytics derived from platform usage patterns (which do not contain or reveal any individual tenant's Customer Data or Employee Data).

9. Privacy, Consent & Regulatory Compliance

Your use of the Service is subject to our Privacy Policy, which is incorporated by reference into these Terms. You acknowledge and agree that:

  • Data Controller Obligations: As the Data Controller, you are responsible for obtaining all necessary consents from your employees, customers, and end users before inputting their personal information into the Service. You are responsible for responding to data subject requests from your own customers and employees, using the tools and data exports provided by the platform.
  • NJDPA Compliance: For New Jersey residents, you must ensure that your use of the platform complies with the New Jersey Data Privacy Act (NJDPA), including providing opt-out mechanisms and processing opt-out requests within 15 calendar days.
  • CCPA/CPRA Compliance: For California residents, you must ensure compliance with the California Consumer Privacy Act and California Privacy Rights Act, including supporting data subject access requests (DSARs) with a 45-day fulfillment window.
  • International Compliance: If you operate in jurisdictions with sovereign data protection legislation (including Guyana), you are responsible for ensuring that your use of the platform complies with local data localization, cross-border transfer, and Data Protection Commission registration requirements.

10. Data Retention & Deletion

Zone OS maintains a dual-namespace data retention strategy:

  • Operational Data (user accounts, activity logs, session data, non-tax demographics) is subject to immediate deletion upon a validated erasure request or account cancellation.
  • Compliance & Tax Data (legal names, EINs, tokenized SSN references, payroll ledger history, disbursement records) is subject to a mandatory four (4) year legal retention hold, calculated from the final day of the applicable tax filing year or final disbursement cycle, as required by the Internal Revenue Service (IRS) and the Fair Labor Standards Act (FLSA).

When a deletion request is processed for data subject to a legal hold, the operational record is permanently deleted and the compliance record is stripped of its active identity linkage, flagged with a legal hold, moved to an isolated encrypted archive, and excluded from all tenant dashboard views, search indexes, and automated processing. Archived records are permanently destroyed via automated cryptographic shredding once the mandatory retention period expires.

You acknowledge that requesting account cancellation does not override legal retention mandates. Tax and payroll records will be preserved for the legally required period regardless of account status.

11. Digital Signatures & Audit Trail

The Service provides electronic signature capabilities for contracts, waivers, and other legal documents in compliance with the Electronic Signatures in Global and National Commerce Act (ESIGN Act) and the Uniform Electronic Transactions Act (UETA). You agree that:

  • Electronic signatures captured through the Service are legally binding and carry the same legal weight as handwritten signatures.
  • All signing events generate a tamper-evident audit record that includes the signer's identity, timestamp, and system attribution metadata, sealed with a SHA-256 cryptographic hash.
  • Audit records are stored in append-only, write-once infrastructure for a minimum of five (5) years following the close of the transaction file.
  • You will not attempt to alter, forge, or repudiate electronic signatures captured through the platform.

12. Data Subject Access Requests (DSARs)

Zone OS provides mechanisms for processing Data Subject Access Requests in accordance with applicable privacy laws (NJDPA, CCPA/CPRA, GDPR). All DSARs submitted to Zone OS are subject to a verification process that may include multi-factor authentication, identity matching across multiple data points, and a declaration under penalty of perjury. Requests that cannot be verified to a high degree of certainty will be denied with instructions for appeal.

Zone OS limits DSAR processing to two (2) requests per consumer within a rolling 12-month period. Requests that conflict with mandatory tax or compliance retention holds will be partially fulfilled, with the retained data categories and legal basis clearly disclosed. Fulfillment timelines are: 45 calendar days for standard DSARs (CCPA) and 15 calendar days for NJDPA consent revocation or universal opt-out requests.

13. Service Availability & Support

We target 99.9% platform uptime but do not guarantee uninterrupted or error-free service. We perform scheduled maintenance and will provide advance notice of any planned downtime exceeding 30 minutes. Technical support is provided as outlined in your specific subscription tier. Emergency security patches may be deployed without advance notice.

14. Confidentiality

Each party agrees to maintain the confidentiality of the other party's confidential information, including but not limited to: business strategies, financial data, technical specifications, customer lists, and API credentials. Confidential information does not include information that: (a) is or becomes publicly available without breach; (b) was known to the receiving party prior to disclosure; (c) is independently developed; or (d) is required to be disclosed by law.

15. Indemnification

You agree to indemnify, defend, and hold harmless Zone OS CRM, LLC, McKenzie Group of Companies (MGC), and their respective officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or relating to: (a) your violation of these Terms; (b) your violation of any applicable law or regulation; (c) your use of the financial and payroll features in a manner that violates applicable banking, tax, or employment law; or (d) any claim by a third party (including your employees or customers) arising from your role as Data Controller.

16. Limitation of Liability & Disclaimer of Warranties

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZONE OS CRM, LLC AND MCKENZIE GROUP OF COMPANIES (MGC) DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

IN NO EVENT SHALL ZONE OS CRM, LLC OR MCKENZIE GROUP OF COMPANIES (MGC) BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

FINANCIAL SERVICES DISCLAIMER: ZONE OS IS NOT A BANK AND DOES NOT PROVIDE BANKING SERVICES. ALL FUND CUSTODY, SETTLEMENT, AND REGULATORY COMPLIANCE IS PERFORMED BY STRIPE'S PARTNER BANKS. ZONE OS SHALL NOT BE LIABLE FOR DELAYS, ERRORS, OR LOSSES ARISING FROM ACH PROCESSING, BANK PARTNER OUTAGES, OR REGULATORY ACTIONS TAKEN BY FINANCIAL REGULATORS AGAINST STRIPE OR ITS PARTNER BANKS.

OUR TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU TO ZONE OS DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED U.S. DOLLARS ($100.00).

17. Modifications to Terms

Zone-OS may update these Terms from time to time to reflect changes in our practices, technology, legal requirements, or regulatory guidance. We will notify you of any material changes via email to the account administrator and/or an in-app notification at least 30 days before the changes take effect. Your continued use of the Service after the effective date of the revised Terms constitutes your legally binding acceptance of the updated Terms. If you do not agree with the revised Terms, you must discontinue use of the Service before the effective date.

18. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of New Jersey, USA, without regard to its conflict of law provisions. Any dispute arising from or relating to these Terms shall be resolved through the following process:

  • Informal Resolution: The parties will first attempt to resolve any dispute informally by contacting legal@zone-os.co. We will attempt to resolve disputes within 30 business days.
  • Binding Arbitration: If informal resolution fails, the dispute shall be resolved exclusively through binding arbitration administered by a recognized arbitration organization, with proceedings conducted in the State of New Jersey. Each party shall bear its own costs of arbitration unless the arbitrator determines otherwise.
  • Class Action Waiver: You agree that any arbitration or proceeding shall be conducted on an individual basis and not as a class action, collective action, or representative action.

19. Severability

If any provision of these Terms is held to be unenforceable or invalid by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The unenforceable provision shall be modified to the minimum extent necessary to make it enforceable while preserving its original intent.

20. Contact

For questions regarding these Terms, please contact: