Privacy Policy

Last updated: October 19, 2025

1. General Information

ZappService (NevergetOld, Lda., corporate entity no. 510372945, headquartered in Torres Vedras, Portugal) is committed to protecting the privacy of users of our website zappservice.com and zappservice.app.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website or use our online tools.

2. Information We Collect

2.1 Information Provided Voluntarily

Contact data (name, email, phone) when requesting demonstrations or information
Business data when using our calculators and assessment tools
Information provided in contact forms or subscriptions

2.2 Information Collected Automatically

IP address and approximate location
Browser and operating system information
Pages visited and time spent on site
Analytics data through Google Analytics or Umami.is

2.3 Interactive Tools

Our calculators and assessment tools (Stock Calculator, Business Assessment, etc.) process data locally in your browser. Data entered in these tools is not sent to our servers, except when you expressly opt to request contact.

3. How We Use Your Information

We use your information to:

Respond to your requests: Contact, demonstrations, service information
Improve the website: Traffic and behavior analysis to optimize experience
Marketing: Send relevant information about our services (only with consent)
Legal compliance: Fulfill legal and regulatory obligations

4. Legal Basis for Processing

We process your data based on:

Consent: When subscribing to newsletters or accepting non-essential cookies
Legitimate interest: Website analysis and service improvement
Contract execution: When requesting information or demonstrations
Legal compliance: Tax and regulatory obligations

5. Information Sharing

We do not sell or rent your personal information to third parties. We may share data only in the following situations:

Service providers: Google Analytics, email marketing services (with data protection contracts)
Legal obligations: When required by law or competent authorities
Rights protection: To protect our legal rights or security

6. Data Retention

Contact data: 3 years after last contact or until consent withdrawal
Analytics data: 26 months (Google Analytics default period)
Form data: 2 years for marketing purposes (with consent)
Legal obligations: As required by Portuguese law (e.g., 10 years for tax data)

7. Your Rights

Under GDPR, you have the right to:

Access: Know what data we have about you
Rectification: Correct incorrect data
Erasure: Request deletion of your data
Restriction: Restrict data processing
Portability: Receive your data in structured format
Opposition: Object to data processing
Consent withdrawal: Withdraw consent at any time

To exercise these rights, contact us at privacy@zappservice.com.

8. Cookies and Similar Technologies

We use cookies for:

Essential cookies: Basic website functionality (no consent required)
Analytics cookies: Google Analytics for traffic statistics
Marketing cookies: Advertising campaigns and remarketing (only with consent)

You can manage your cookie preferences in your browser settings or through our cookie banner.

9. Security

We implement appropriate technical and organizational measures to protect your personal data, including:

SSL/TLS encryption for data transmission
Restricted access to personal data
Secure and regular backups
Continuous security monitoring
Team training in data protection

10. Voice Processing and Artificial Intelligence

10.1 Voice Features

ZappService offers optional voice processing features that allow you to create tasks and query information through voice commands.

Audio Processing:

Temporary storage: Audio files are processed in real-time and are NOT permanently stored
Duration: Audio is retained only during processing (typically less than 5 seconds)
Deletion: Audio data is automatically deleted after transcription
Transcription: Only transcribed text is stored for activity logging

10.2 AI Services Used

We use the following third-party AI services to process voice commands and extract information:

Mistral AI (Voxtral)

Purpose: Voice-to-text transcription
Data shared: Temporary audio file
Location: Servers in the European Union
Retention: Mistral does not retain audio data after processing
Security: Encrypted transmission via HTTPS
Privacy Policy: mistral.ai/privacy

OpenRouter (Claude/GPT)

Purpose: Natural language understanding and field extraction
Data shared: Transcribed text (no personally identifiable information)
Processing: Semantic analysis to identify intents and entities
Retention: OpenRouter does not store user data
Security: Secure API with TLS 1.3 encryption
Privacy Policy: openrouter.ai/privacy

Google Gemini (optional)

Purpose: Code review and quality analysis (development only)
Data shared: Anonymized source code (no customer data)
Usage: Exclusively for improving software quality
Privacy Policy: policies.google.com/privacy

10.3 Data Protection Measures

To ensure maximum protection of your data in voice processing:

Data minimization: We only process what's essential for functionality
Anonymization: We remove personal identifiers before AI processing
Encryption: All data is transmitted with TLS 1.3 encryption
No profiling: We don't create voice or behavioral profiles
User control: You can disable voice features at any time
Auditing: We log all accesses for security and compliance purposes

10.4 Your Rights Regarding Voice Processing

Opt-out: You can completely disable voice features
Deletion: You can request deletion of all your transcriptions
Access: You can request a copy of all your transcriptions
Correction: You can correct incorrect transcriptions

11. International Transfers

Some of our service providers (including AI services) may be located outside the European Union. In these situations, we ensure that:

Countries have an adequacy decision from the European Commission
Approved standard contractual clauses (SCCs) exist
Adequate safeguards for data protection are implemented
We conduct Transfer Impact Assessments (TIA) when necessary

12. Mobile App Data Collection

ZappService Mobile collects and processes the following data:

Camera Permission

Purpose: To capture photos of service work and equipment
Usage: Photos are attached to service activities and stored on your company's server
Storage: Photos are stored locally on your device until synced to the server

Location Permission

Purpose: To track service locations during active timers
Usage: Location data is associated with service activities
Storage: Location data is sent to your company's ZappService server

Microphone Permission (Voice)

Purpose: Voice commands to create tasks and query information
Usage: Audio processed in real-time, not stored
Storage: Only transcription is saved, audio is deleted

Personal Data

Name, email, and employee information
Service activities and work records
Customer information (as needed for service delivery)

13. Policy Changes

This Privacy Policy may be updated periodically. Significant changes will be communicated through:

Website notice 30 days in advance
Email to registered users
Update of the "last updated" date at the top of this page

14. Contact Information

Data Controller:

NevergetOld, Lda.
Headquarters: Torres Vedras, Portugal

Contact for privacy questions: 📧 Email: hello@zappservice.com

Supervisory Authority: National Data Protection Commission (CNPD)
Website: www.cnpd.pt