Privacy Policy.
How ZOQENA handles information used across vendor compliance, document, account, and public-facing workflows.
Last updated: August 14, 2026
Overview
What this policy covers.
ZOQENA provides vendor and contractor compliance software for organizations and vendors. This Privacy Policy describes the types of information processed through the platform and how that information is used in ZOQENA workflows.
Account and profile information
When an account is created, ZOQENA processes information used to identify and operate the account, such as a name, email address, role, and organization or vendor relationship. Authentication information is also processed as needed to provide secure account access.
Organization, project, and vendor information
Organizations can create and manage information about vendors, contractors, projects, properties, requirements, and related compliance activity. Vendor profiles can include business and contact information used to support those relationships.
Access to this information is scoped according to the authenticated user, organization, vendor, and applicable relationship. Private organization and vendor records are not intended to be generally accessible to unrelated users.
Uploaded documents
Vendor compliance workflows can include documents such as Certificates of Insurance, trade licenses, and W-9 forms. These documents are handled as private application data and are made available only through authorized workflows and relationships.
Raw uploaded documents and private document URLs are not intended for public display through ZOQENA Passport or other public marketing pages.
Credential extraction and evaluation
ZOQENA can process uploaded documents to extract information relevant to vendor compliance, such as the named insured, insurance type, coverage limit, effective date, expiration date, or trade-license information.
Extracted information can be stored as structured credential data and compared with requirements configured by an organization. The resulting information may also be used for review, expiration tracking, correction workflows, re-evaluation, reporting, and audit history.
For documents that may contain highly sensitive information, such as W-9 forms, ZOQENA is designed to avoid unnecessarily exposing or using sensitive taxpayer identifiers in public or ordinary compliance views.
Public Passport and private data
ZOQENA Passport can include a public-facing vendor summary as well as private account functionality.
Public Passport views are designed to expose only limited, privacy-safe information. Sensitive information such as raw documents, private document URLs, W-9 data, Social Security numbers, taxpayer identification numbers, employer identification numbers, and insurance policy numbers is not intended for public display.
Contact and sales inquiries
If you submit a Contact or Contact Sales form, ZOQENA processes the information you provide so the inquiry can be reviewed and answered. Depending on the form, this can include your name, email address, company, approximate vendor count, and message.
Operational communications
ZOQENA may use account and contact information to deliver communications needed for platform workflows, such as correction requests, compliance-related notifications, scheduled reports, account activity, or responses to inquiries.
Guest correction workflows
An organization may send a vendor a secure, time-limited link that allows the vendor to respond to a correction request without creating an account. Information submitted through that workflow becomes part of the applicable vendor compliance record and can be reviewed by authorized organization users.
Compliance and audit history
ZOQENA can maintain records of compliance-related activity, including requirement evaluations, document processing, correction activity, vendor responses, manager review, re-evaluation, and status changes. These records help preserve the history behind a compliance result.
Cookies and technical information
The application may use cookies, session information, or similar technical mechanisms that are necessary to authenticate users, maintain sessions, operate platform functionality, and protect access to the service.
Questions or requests about your information
You may contact ZOQENA with questions or requests concerning information associated with your account or use of the service. Any request is handled subject to applicable law and any technical, contractual, security, or legal obligations that apply.
Changes to this policy
This Privacy Policy may be updated as ZOQENA, its features, or its data-handling practices change. The “Last updated” date above identifies the version currently published on this page.
Privacy and security work together.
For more information about access controls, private documents, API keys, guest correction links, and connected workflows, review the ZOQENA Security page.
Read About SecurityQuestions about this Privacy Policy?