Zobel CRM Privacy Policy

This policy applies to the Zobel CRM at crm.zobelyachts.com, including its management, vendor, and technician features and its optional QuickBooks Online connection. Zobel Yacht & Boat LLC ("Zobel Yachts," "we," or "us") operates the CRM. Our separate website privacy policy covers marketing inquiries and advertising on zobelyachts.com.

The CRM may contain names, business contact and billing details, customer and vendor records, vessel details, equipment and maintenance history, work orders, technician assignments, work logs, labor and parts, photos, receipts, invoices, staff-uploaded work lists, and approval records. We also handle account identifiers, access roles, sign-in and security information, and records of important actions.

If an administrator connects QuickBooks Online, the CRM receives the connected company identifier and authorization tokens. An administrator may import a read-only copy of available accounting transactions for selected past periods and current reference lists, including customers, vendors, invoices, payments, bills, purchases, accounts, and related records. The CRM also stores identifiers and status information for invoices exported through the connection. An administrator reviews and initiates each invoice export. The CRM does not import payment-card credentials.

Information comes from Zobel staff, customers, vendors, technicians, their submitted records and attachments, and authorized integrations such as QuickBooks Online. The CRM also records technical and security information needed to operate and protect accounts.

We use CRM information to manage vessel relationships, schedule and document work, review vendor submissions and invoices, maintain business and audit records, provide support, and secure the service. We use QuickBooks-connected information to provide and support the requested accounting connection, including historical review, matching customers and service items, reconciling invoices and payments, creating approved invoice exports, preventing duplicates, and investigating sync errors. Staff may upload Word work lists to organize reconciliation and payment follow-up; a reviewer verifies suggested work before any customer contact or accounting change.

We do not use QuickBooks-connected information to train or fine-tune AI models, use it for targeted advertising, or sell it to data brokers. Marketing analytics on zobelyachts.com are addressed in the separate website privacy policy and are not part of the QuickBooks connection.

When enabled, OpenAI helps authorized staff analyze vessel documents and specifications, extract suggested details from receipts and vendor bills, organize inbound messages, summarize meeting notes, draft owner updates, and answer questions about CRM records the staff member may access. OpenAI may receive the relevant prompts, message text, documents or images, names and contact details, vessel and service records, and CRM-origin invoice information needed for the requested feature. Optional dictation sends short audio recordings to OpenAI for transcription.

An administrator may request AI sorting of imported QuickBooks transactions. The CRM sends selected fields such as transaction dates, document numbers, amounts, customer or vendor names, item and account names, and line descriptions to OpenAI to propose a broad work category. It does not send QuickBooks OAuth credentials or complete API responses for sorting. Staff may also ask AI to extract reconciliation and payment follow-up proposals from an uploaded Word list. The list text is sent to OpenAI for that analysis.

AI output can be inaccurate. Imported accounting records and staff lists remain in the CRM for review; proposed classifications and follow-up items do not change QuickBooks, mark an invoice paid, or contact a customer by themselves. AI does not approve payments or independently export invoices to QuickBooks. We do not use QuickBooks data to train or fine-tune AI models, and we do not authorize our AI provider to use it for model training. Contact us if you have questions about these uses of your information.

Authorized Zobel management users can access records needed for their work. Vendor and technician access is limited by role, assignment, and administrator-approved vessel access. We may share relevant information with the customer, vendor, technician, or service provider involved in a requested service, and with hosting, storage, email, security, and the AI providers described above that help operate the CRM. Information is also exchanged with Intuit when an authorized administrator uses the QuickBooks connection. We may disclose information when required by law or to protect people, property, or the service.

We use access controls and other reasonable safeguards. QuickBooks authorization tokens and imported accounting payloads are encrypted before storage. Extracted staff work lists and AI proposals are also encrypted before storage. No internet service can guarantee absolute security. We keep records while needed for operations and for reasonable accounting, audit, dispute, and legal purposes. Disconnecting QuickBooks stops future access through that connection; it does not automatically erase invoices or audit records already created.

You may ask us to access, correct, or delete information about you, subject to applicable recordkeeping obligations and the rights of other people. A QuickBooks company administrator can revoke the connection through the CRM or Intuit. We will review requests in light of the account relationship and applicable law.

We may update this policy as CRM features or data practices change. The current version and its effective date will be posted here. For privacy questions or requests, contact info@zobelyachts.com or Zobel Yacht & Boat LLC, 460 NE 28th St, Miami, FL 33137.