Privacy Policy

1. Introduction

At Zapoin, we value your trust and are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our AI-powered voice receptionist and online booking services, dashboard, website, and related solutions.

By accessing or using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with any terms of this policy, please do not access or use Zapoin.

2. Information We Collect

We collect several types of information to provide and improve our services to both business owners (our "Subscribers") and their end clients (our "Customers"):

• Account Information: When business owners register, we collect details such as name, email address, phone number, business profile, password, billing credentials, and workspace settings.
• Booking & Customer Data: To process scheduling, we collect details inputted by Customers or transcribed from AI calls, including name, phone number, email address, appointment date, time, and service selections.
• Voice Recordings & Transcripts: When Customers interact with our AI receptionist, voice audio may be recorded to process natural language inquiries, transcribe conversation inputs, and train our language processing models.
• Usage Data: We collect metadata, log files, browser type, IP addresses, and diagnostic information to monitor application performance and secure our endpoints.

3. How We Use Your Information

Zapoin uses the collected information for various business purposes, including:

• To provide, operate, and maintain our AI receptionist and scheduling system.
• To process booking transactions, send SMS confirmations, and issue WhatsApp reminders.
• To verify appointments, detect slots availability, and automatically handle cancellations.
• To analyze, optimize, and improve the speech recognition, transcription accuracy, and conversational flow of our AI.
• To secure our network, prevent spam, enforce rate limiting, and protect against fraudulent bookings.
• To communicate product updates, billing changes, or support inquiries with Subscribers.

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We only share information in the following circumstances:

• With Business Subscribers: If you are a Customer scheduling a booking, your profile, contact info, and appointment logs are shared directly with the business you are booking with.
• Third-Party Service Providers: We share necessary details with partners who assist in providing our service, such as Supabase (database), Twilio (SMS/notifications), and AI processing engines for voice-to-text transcription.
• Legal Obligations: We may disclose information if required by law, court order, or to protect the rights, property, and safety of Zapoin, our users, or others.

5. Security and Data Retention

We employ industry-standard administrative, physical, and technical security measures (such as SSL encryption and token authentication) to protect your information against unauthorized access, loss, or alteration.

Voice audio files uploaded for transcription are processed instantly and deleted immediately from temporary memory once transcribing finishes. We retain customer profiles and booking information only as long as necessary to fulfill the services requested by our Subscribers or to comply with accounting and regulatory requirements.

6. Your Privacy Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including the right to access, edit, delete, or limit the processing of your data.

Customers can clear their saved guest booking profile details from browser storage or request profile deletion directly through our AI chat interface. If you wish to delete your booking data from a specific business's records, please contact the business directly or reach out to us at our support address.

7. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us at: