Zapploy

Privacy Policy

Last updated: February 4, 2026

At Zapploy, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Zapploy (the "Service").

1. Information We Collect

1.1 Information You Provide

  • Account Information: Email address, name, and password when you create an account
  • Waitlist Information: Email address and app preferences when you join our waitlist
  • Payment Information: Billing address and payment method details (processed securely by our payment processor, Stripe)
  • Preferences: Your scheduling rules, buffer preferences, communication style, and autonomy settings
  • Communications: Information you provide when contacting support or providing feedback

Messaging Channels (Optional) and Communication Identifiers

Zapploy can support multiple communication channels. Text messaging is optional—you can also interact purely through the web app, a mobile app (if available), and/or supported third-party messaging platforms (for example, WhatsApp, Signal, Discord, Telegram), and we may add other channels in the future.

If you choose to use messaging features through any supported channel, we may collect:

  • Channel identifiers you provide or connect (for example, a phone number for SMS/MMS or WhatsApp, a username/handle, a chat ID, a workspace/server ID, or similar identifiers depending on the channel)
  • Verification information where applicable (for example, one-time passcodes, timestamps, and verification status)
  • Message content you send to us (or through the Service) and, where applicable, messages we send to you
  • Messaging metadata (such as sender/recipient identifiers, timestamps, delivery status, carrier/platform information, message identifiers, and basic device/network data)
Phone Number and Text Messaging (SMS/MMS)

If you choose to use text messaging with Zapploy, we may collect:

  • Phone number you add to your account (and whether it is verified)
  • Verification information (for example, one-time passcodes, timestamps, and verification status)
  • Message content you send to us and, where applicable, messages we send to you
  • Messaging metadata (such as sender/recipient number, timestamps, delivery status, carrier information, and message identifiers)

You can use text messaging with Zapploy in two ways:

  1. You message our Zapploy number. If you initiate a text to a Zapploy phone number, we will collect and process that message and related metadata to respond and to provide the Service.
  2. You request to add a phone number to your account. We will verify that number (for example, by sending a code) before enabling text messaging features tied to your account.

1.2 Information from Connected Services

When you connect third-party applications, we access only the data necessary to provide our Service, such as:

  • Calendar Data: Event titles, times, locations, attendees, and descriptions to detect conflicts and manage your schedule
  • Email Data: Email metadata (sender, recipient, subject, timestamps) and content to extract tasks and provide inbox management
  • Task Data: Task lists, due dates, and completion status from connected task management apps
  • Contact Data: Contact names and email addresses to identify participants and suggest attendees
  • Travel Data: Itinerary information from travel apps to coordinate your schedule around trips
  • Messaging Data (if applicable): If you connect or use a supported messaging integration/channel, we access only the permissions and data you grant (or provide via the channel) to enable messaging-related features.

Each capability only requests the specific permissions it needs. You can review and revoke permissions at any time in your account settings.

1.3 Automatically Collected Information

  • Device Information: Browser type, operating system, and device identifiers
  • Usage Data: Pages visited, features used, and actions taken within the Service
  • Log Data: IP address, access times, and referring URLs
  • Activity Logs: Records of all actions taken by Zapploy on your behalf (viewable in your Activity Log)

2. How We Use Your Information

We use the information we collect to:

  • Provide the Service: Sync your data across apps, detect conflicts, and perform actions on your behalf
  • Personalize Your Experience: Learn your preferences and apply them consistently
  • Improve the Service: Analyze usage patterns to enhance features and fix issues
  • Communicate with You: Send service updates, security alerts, and support messages through supported channels you use (for example, email, in-app, SMS/MMS, or connected messaging platforms)
  • Verify and secure accounts: Verify phone numbers or other channel identifiers (where applicable), reduce fraud and abuse, and protect account access
  • Process Payments: Handle subscription billing and prevent fraud
  • Comply with Legal Obligations: Meet legal requirements and respond to lawful requests

3. How We Share Your Information

We do not sell your personal information. We may share your information only in the following circumstances:

3.1 Service Providers

We work with trusted third-party service providers who assist us in operating the Service, such as:

  • Stripe: Payment processing
  • AWS: Hosting and infrastructure
  • Google Analytics: Product analytics
  • Twilio: Messaging and communications (e.g., SMS/MMS, verification)
  • Messaging/communications providers: If you enable messaging features (including SMS/MMS or other supported channels), we may use one or more providers to send and receive messages, deliver verification codes, and process delivery events.

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

3.2 Third-Party Integrations and Platforms

When you connect third-party applications (Google, Microsoft, etc.), we send data back to these services as necessary to perform actions you request (e.g., creating calendar events, sending emails).

If you use messaging via third-party platforms (for example, WhatsApp, Signal, Discord, Telegram), those platforms may process communications under their own terms and privacy policies. We share information with those platforms as needed to deliver messages and operate the features you enable.

3.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.

4. Data Security

We implement industry-standard security measures to protect your data:

  • Encryption: All data is encrypted in transit (TLS) and at rest
  • Access Controls: Strict access controls limit who can access your data
  • OAuth Tokens: We use OAuth 2.0 for third-party integrations; we never store your passwords for connected services
  • Regular Audits: We regularly review our security practices and infrastructure
  • Minimal Data Collection: We only collect data necessary to provide the Service

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

5. Data Retention

We retain your data as follows:

  • Account Data: Retained while your account is active and for 30 days after deletion
  • Activity Logs: Retained for 90 days to enable undo functionality and audit trails
  • Connected Service Data: Cached temporarily to provide the Service; refreshed regularly from source
  • Analytics Data: Anonymized and aggregated data may be retained indefinitely for service improvement
  • Communication identifiers (e.g., phone numbers, usernames/handles): Retained while your account is active (or until you remove them), and for 30 days after account deletion
  • Messages and messaging metadata (across channels): Retained only as long as needed to provide the Service, troubleshoot, enforce our terms, and meet legal obligations. For verification codes, we retain them for a short period only (typically minutes to hours), and we store verification status longer.

You can request deletion of your data at any time. See "Your Rights" below.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete data
  • Deletion: Request deletion of your personal data
  • Portability: Request your data in a portable, machine-readable format
  • Restriction: Request restriction of processing in certain circumstances
  • Objection: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent for processing where consent is the legal basis

To exercise these rights, contact us at privacy@zapploy.com. We will respond within 30 days.

Messaging Preferences and Opt-Out

  • SMS/MMS: If you have opted in to receive text messages from Zapploy, you can opt out at any time by replying STOP to a message (or by disabling text messaging features in your account settings, if available). You may receive a final confirmation message.
  • Other messaging channels: You can typically stop receiving messages by disconnecting the channel integration (if applicable) and/or adjusting your preferences in Zapploy. Depending on the platform, you may also be able to block the Zapploy account/bot within that platform.

7. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA:

  • Right to know what personal information is collected, used, and shared
  • Right to delete personal information
  • Right to opt-out of the sale of personal information
  • Right to non-discrimination for exercising privacy rights

We do not sell personal information. To exercise your CCPA rights, contact privacy@zapploy.com.

8. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), UK, or Switzerland:

  • Legal Basis: We process your data based on contract performance (to provide the Service), legitimate interests (to improve the Service), and consent (where required)
  • Data Transfers: Your data may be transferred to and processed in the United States. We use appropriate safeguards such as Standard Contractual Clauses
  • Supervisory Authority: You have the right to lodge a complaint with your local data protection authority

9. Cookies and Tracking

We use cookies and similar technologies to:

  • Keep you signed in to your account
  • Remember your preferences
  • Understand how you use the Service
  • Improve and personalize your experience

You can control cookies through your browser settings. Disabling cookies may affect the functionality of the Service.

10. Messaging Disclosures (All Channels)

If you choose to use messaging features with Zapploy (including SMS/MMS and other supported messaging platforms):

  • Optional: Messaging through any specific channel is optional. You may be able to use Zapploy exclusively through the web app or mobile app without enabling third-party messaging channels.
  • Consent: By enabling a messaging channel, connecting an account, adding/verifying an identifier (such as a phone number), or initiating a message to Zapploy through a supported channel, you consent to receive messages from Zapploy through that channel related to your use of the Service (including verification, account notices, and service-related communications).
  • Message frequency: Varies based on your usage and settings.
  • Fees: Message and data rates may apply, depending on your carrier and/or messaging platform and your plan.
  • Delivery: Carriers and platforms are not liable for delayed or undelivered messages.
  • Third-party platforms: When you use third-party messaging platforms, their own terms, policies, and technical characteristics apply, and we do not control their operations.
  • No emergencies: Do not use messaging features to contact emergency services.

11. Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If we learn we have collected data from a child under 16, we will delete it promptly.

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. For significant changes, we may also notify you by email and/or in-app notice.

Your continued use of the Service after any changes indicates your acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

  • Email: privacy@zapploy.com
  • Data Protection Officer: dpo@zapploy.com