Privacy Policy

Last updated October 12, 2026.

Showline is a customer relationship management platform and marketing service operated by Sounds by Zan LLC ("Sounds by Zan", "we", "us"). This policy explains what information we collect when you use Showline, how we use and protect it, and the choices you have.

Who This Policy Covers

This policy covers two groups:

• Our customers: the businesses that use Showline, including dental and med spa practices, clinics, contractors and other service teams.
• End customers of our customers: the leads, prospects, clients and patients whose information our customers enter into Showline.

Our customers are the controller of their end customers' data. We process that data on their behalf.

What We Collect

From our customers

• Account information: business name, team member names, email addresses, phone numbers and login credentials.
• Billing information: payment method details and billing contact. Payments are processed by a third party payment processor; we do not store full card numbers.
• Usage information: pages viewed, features used, device, browser, approximate location from IP address and timestamps.

From end customers

• Contact details entered or captured through forms, ads and messaging channels: name, email, phone, address, language preference and the campaign or source that produced the lead.
• Conversation history: text messages, WhatsApp, Instagram and Facebook messages exchanged with our customer, plus notes and tags added by our customer's team.
• Appointment history: scheduled consultations, confirmations, show status and outcomes.
• Payment and treatment information where our customer records deposits, balances, financing or services sold.
• For dental, medical and other healthcare customers this may include protected health information (PHI) covered by HIPAA.

We do not collect special categories of data on our own initiative. Any sensitive data in Showline is entered by our customer in the course of serving their end customers.

How We Use It

We use information to:

• Deliver, maintain and improve the Showline platform and the managed advertising service.
• Keep records of calls, deposits, appointments and revenue for each customer and each campaign.
• Communicate with our customers about their account, support requests and product updates.
• Comply with legal obligations and respond to lawful requests.
• Prevent fraud, abuse and misuse of the platform.

We Do Not Sell Your Data

We do not sell personal information to anyone.

We do not share end customer data with Facebook, Instagram, Google or any other advertising platform for the purposes of audience building, retargeting or lookalike targeting. Information that leaves Showline for an ad platform is limited to aggregated reporting metrics tied to our customer's own campaigns.

Our customers can choose to send event data, such as a lead or a close, to their own ad accounts for conversion reporting. That export is initiated by the customer and goes only to the customer's own accounts.

How We Protect It

• All data is transmitted over TLS.
• Data at rest is encrypted on our hosting provider.
• Access is restricted to Showline staff who need it to operate the service, under written confidentiality obligations.
• We review access logs and run periodic security reviews.
• Payment card data is handled by a PCI compliant payment processor.

HIPAA Safeguards

For customers that are covered entities or business associates under HIPAA, such as dental and medical practices, Sounds by Zan will sign a Business Associate Agreement. Under that agreement we implement administrative, physical and technical safeguards consistent with the HIPAA Security Rule, including:

• Unique user accounts with access limited to each person's role.
• Audit logging of access to protected health information.
• Encryption of PHI in transit and at rest.
• A documented incident response procedure, including breach notification within the time frames required by HIPAA.
• Workforce training on the handling of PHI.

Protected health information is used only to provide the service to the covered entity. It is not used for marketing, advertising or any purpose not permitted by the Business Associate Agreement.

How Long We Keep Data

We retain customer and end customer data for as long as the customer's Showline account is active. On termination we delete or return customer data within 60 days unless a longer retention period is required by law. Backups are overwritten on a rolling schedule.

Your Rights

If you are an end customer whose information is in Showline, your rights are honored by the business that collected your information. You can ask that business to access, correct or delete your data, and we will support them in responding to your request.

If you are a Showline customer, you can access, export or delete the data in your account at any time from the dashboard, or by contacting us.

Contact for Privacy Requests

We respond to privacy requests within 30 days.

Changes to This Policy

We may update this policy from time to time. The date at the top reflects the most recent change. Material changes will be communicated to customers before they take effect.