Privacy policy
Effective: June 8, 2022
Welcome, and thank you for your interest in Zapflow (“Zapflow”, “we,” or “us”), our website at https://www.zapflow.com (the “Site”), and all related web sites, downloadable software and other services provided by us.
This Privacy Policy (“Policy”) describes the information that we gather on or through the Service, how we use and disclose such information, and the steps we take to protect such information. By visiting the Site, or by purchasing or using the Service, you accept the privacy practices described in this Policy.
Table of contents:
- Definitions
- The Information We Collect
- How We Use the Information We Collect
- Your Rights and Choices
- Personal Data Retention Period
- Data Controller and Data Processor
- Interest Based Advertising
- Other items
- How to Contact Us
1. Definitions
- “Client” means a customer of Zapflow.
- “Client Data“ means personal data, reports, addresses, and other files, folders or documents in electronic form that a User of the Service stores within the Service.
- “Personal Data” means any information relating to an identified or identifiable natural person.
- “Public Area” means the area of the Site that can be accessed both by Users and Visitors, without needing to log in.
- “Restricted Area” means the area of the Site that can be accessed only by Users, and where access requires logging in.
- “User” means an employee, agent, or representative of a Client, who primarily uses the restricted areas of the Site for accessing the Service in such capacity.
- “Visitor” means an individual other than a User, who uses the public area, but has no access to the restricted areas of the Site or Service.
2. The information we collect
We collect different types of information from or through the Service. The legal basis for Zapflow’s processing of personal data are primarily that the processing is necessary for providing the Service in accordance with Zapflow’s Terms of Service and that the processing is carried out in Zapflow’s legitimate interests.
2.1. User-provided information
When you use the Service, as a User or as a Visitor, you may provide, and we may collect Personal Data such as name, email address, mailing address, employer/company name, domicile, mobile phone number, activity data, and credit card or other billing information. Personal Data also includes other information, such as geographic area, user preferences or time-zone, when any such information is linked to information that identifies a specific individual. You may provide us with Personal Data in various ways on the Service. For example, when you register for an Account, use the Service or contact our customer support.
2.2. Information collected by clients
A Client or User may store or upload into the Service Client Data. Zapflow has no direct relationship with the individuals whose Personal Data it hosts as part of Client Data. Each Client is responsible for providing notice to its customers and third persons concerning the purpose for which Client collects their Personal Data and how this Personal Data is processed in or through the Service as part of Client Data.
2.3. Automatically collected information
When a User or Visitor uses the Service, we may automatically record certain information from the User’s or Visitor’s device by using various types of technology, including cookies or “clear gifs". This automatically collected information may include IP address or other device address or ID, web browser and/or device type, the web pages or sites visited just before or just after using the Service, the pages or other content the User or Visitor views or interacts with on the Service, and the dates and times of the visit, access, or use of the Service. We also may use these technologies to collect information regarding a Visitor or User’s interaction with email messages, such as whether the Visitor or User opens, clicks on, or forwards a message. This information is gathered from all Users and Visitors.
2.4. Integrated services
You may be given the option to access the Service using your user name and passwords for certain services provided by third parties (each, an “Integrated Service”), such as using your Google or LinkedIn account, or otherwise have the option to authorize an Integrated Service to provide Personal Data or other information to us. By authorizing us to connect with an Integrated Service, you authorize us to access and store your name, email address(es), date of birth, gender, current city, profile picture URL, and other information that the Integrated Service makes available to us, and to use and disclose it in accordance with this Policy. You should check your privacy settings on each Integrated Service to understand what information that Integrated Service makes available to us, and make changes as appropriate. Please review each Integrated Service’s terms of use and privacy policies carefully before using their services and connecting to our Service.
2.5. Information from other sources
We may obtain information, including Personal Data, from third parties and sources other than the Service, such as our partners, advertisers, credit rating agencies, and Integrated Services. If we combine or associate information from other sources with Personal Data that we collect through the Service, we will treat the combined information as Personal Data in accordance with this Policy.
3. How we use the information we collect
We use the information that we collect in a variety of ways in providing the Service and operating our business, including the following:
3.1. Operations
We use the information to operate, maintain, enhance, and provide all features of the Service, to provide the services and information that you request, to respond to comments and questions and to provide support to users of the Service. We process Client Data solely in accordance with the directions provided by the applicable Client or User.
3.2. Improvements
We use the information to understand and analyze the usage trends and preferences of our Visitors and Users, to improve the Service, and to develop new products, services, feature, and functionality. Should this purpose require Zapflow to process Client Data, then the data will only be used in anonymized or aggregated form.
3.3. Communications
We may use a Visitor’s or User’s email address or other information to contact that Visitor or User (i) for administrative purposes such as customer service, to address intellectual property infringement, right of privacy violations or defamation issues related to the Client Data or Personal Data posted on the Service or (ii) with updates on promotions and events, relating to products and services offered by us and by third parties we work with.
3.4. Cookies and tracking technologies
We use automatically collected information and other information collected on the Service through cookies and similar technologies to: (i) personalize our Service, such as remembering a User’s or Visitor’s information so that the User or Visitor will not have to re-enter it during a visit or on subsequent visits; (ii) provide customized advertisements, content, and information; (iii) monitor and analyze the effectiveness of Service and third-party marketing activities; (iv) monitor aggregate site usage metrics such as total number of visitors and pages viewed; and (v) track your entries, submissions, and status in any promotions or other activities on the Service.
You can enable or disable the use of cookies by changing the browser settings. Cookies are required for the proper functioning of some features of Zapflow Service and Zapflow cannot guarantee the operability of Zapflow Service, if the cookie functionality is disabled.
3.5. Analytics
The following web analytic services are used to improve the user experience of our Website.
We use Google Analytics, a service for the marketing analysis of this website, of Google Inc. (“Google”). Google Analytics uses codes consisting of text and numbers, which will be stored on your computer and which allow for an analysis of the use of the Websites (“Cookies”). The information generated by the Cookie about your use of the Websites (including your IP address) will be transferred to and stored by a Google Server. Google will use this information, to evaluate your use of the website, to prepare reports about the website activities for the website operators and to provide further services connected to the use of websites and the use of the Internet. Google may transfer this information to third parties, if legally obliged to do so or if third parties process these data on behalf of Google. In no case, Google will connect your IP address with other data from Google.
We use Intercom, a third-party analytics service provided by Intercom, Inc. (“Intercom”) to help understand your use of our services and to communicate with you by sending you service-related notifications in the Posts interface. Posts uses Intercom to collect data for analytics purposes when you use our services. Intercom analyzes your use of our website and/or service and our relationship with you, so that we can improve our services. For more information on the privacy practices of Intercom, please check https://www.intercom.com/terms-and-policies#privacy. Intercom’s services are governed by Intercom’s terms of use, which can be found at http://docs.intercom.io/terms.
We use HubSpot to help us analyze and understand Site traffic and user experiences. Some content that appears on this Site is hosted by HubSpot and may use cookies. HubSpot uses persistent cookies to recognize return visitors. HubSpot does not collect any PII information nor is any data linkage made with your PII information to them. Read HubSpot's privacy policy here: https://www.hubspot.com/privacy-policy/
For authorized users of the Zapflow web application, we use We use Heap Analytics as a third-party analytics service to help us analyse and improve the web application performance and security. Heap Analytics collects log file information from your browser when access the Zapflow web application. Log file information may include anonymous information such as your web request, Internet Protocol (“IP”) address, browser type, information about your mobile device, referring / exit pages and URLs, number of clicks and how you interact with links on the Service, domain names, landing pages, pages viewed, and other such information. You can see Heap’s privacy policy here: https://heap.io/privacy.
4. Your rights and choices
- You have the right to receive Our confirmation whether Your personal data will be processed or not, or whether they already have been processed.
- You have the right to check your own data stored in the personal data file and to request Us to correct or remove any incorrect or outdated personal data.
- You may also forbid the processing of your personal data for direct marketing purposes. If you receive commercial emails from us, you may unsubscribe at any time by following the instructions contained within the email.
- You may opt out from the collection of navigation information about your visit to the Site by Google Analytics by using the Google Analytics Opt-out feature.
- If Zapflow processes the registered person’s personal data based on consent, you have the right to cancel such consent. Cancelling this consent might disable this person from using Zapflow’s services.
5. Personal data retention period
We only retain the Personal Data collected from a User for as long as the User’s account is active or otherwise for a limited period of time as long as we need it to fulfill the purposes for which we have initially collected it, unless otherwise required by law. Billing information is retained for a period of 7 years as of their provision to Zapflow in accordance with the Finnish accounting and taxation laws.
6. Data controller and data processor
Zapflow does not own, control, or direct the use of any of the Client Data stored or processed by a Client or User via the Service and does not directly access such Client Data except as authorized by the Client, or as necessary to provide Services to the Client and its Users. Only the Client or Users are entitled to access, retrieve, and direct the use of such Client Data. Zapflow is largely unaware of what Client Data is being stored or made available by a Client or User to the Service.
Because Zapflow does not collect or determine the use of any Personal Data contained in the Client Data and because it does not determine the purposes for which such Personal Data is collected, the means of collecting such Personal Data, or the uses of such Personal Data, Zapflow is not acting in the capacity of data controller in terms of the European Union’s General Data Protection Regulation (Regulation (EU) 2016/679, hereinafter “GDPR”) and does not have the associated responsibilities under the GDPR.
Zapflow should be considered only as a processor on behalf of its Clients and Users as to any Client Data containing Personal Data that is subject to the requirements of the GDPR. Except as provided in this Privacy Policy, Zapflow does not independently cause Client Data containing Personal Data stored about the Services to be transferred or otherwise made available to third parties, except to third party subcontractors who may process such data on behalf of Zapflow in connection with Zapflow’s provision of Services to Clients. Such actions are performed or authorized only by the applicable Client or User.
The Client or the User is the data controller under the Regulation for any Client Data containing Personal Data, meaning that such party controls the manner such Personal Data is collected and used as well as the determination of the purposes and means of the processing of such Personal Data.
Zapflow is not responsible for the content of the Personal Data contained in the Client Data or other information stored on its servers (or its subcontractors’ servers) at the discretion of the Client or User nor is Zapflow responsible for the manner in which the Client or User collects, handles disclosure, distributes or otherwise processes such information.
7. Interest based advertising
We work with a variety of third parties to attempt to understand the profiles of the individuals who are most likely to be interested in the Zapflow products or services so that we can send them promotional emails, or serve our advertisements to them on the websites and mobile apps of other entities. These third parties include advertising networks.
In collaboration with these third parties, we collect information about our customers, prospects and other individuals over time and across different platforms when they use these platforms or interact with them. Individuals may submit information directly on our Sites or on platforms run by third parties, or by interacting with us, our advertisements, or emails they receive from us or from third parties. We may use special tools that are commonly used for this purpose, such as cookies, beacons, pixels, tags, mobile advertising IDs, flash cookies, and similar technologies. We may have access to databases of information collected by our business partners.
The information we or third party collect enables us to learn what purchases the person made, what ads or content the person sees, on which ads or links the person clicks, and other actions that the person takes on our Sites, or in response to our emails, or when visiting or using third parties’ platforms.
We, or the third parties with which we work, use the information collected as described above to understand the various activities and behaviors of our customers, Site visitors and others. We, or these third parties, do this for many reasons, including: to recognize new or past visitors to our Sites; to present more personalized content; to provide more useful and relevant ads - for example, if we know what ads you are shown we can try not to show you the same ones repeatedly; to identify visitors across devices, sales channels, third party websites and Sites, or to display or send personalized or targeted ads and other custom content that is more focused on a person’s perceived interest in products or services similar to those that we offer.
Our interest-based ads may be served to you in emails or on third-party platforms. We may serve these ads about our products or services or send commercial communications directly ourselves or through these third parties.
Visitors may opt out of receiving interest based advertising by advertising networks that may be delivered to them on our platform and other websites by visiting the following websites: https://www.aboutads.info/consumers; and https://www.networkadvertising.org. These features will opt a Visitor out of many – but not all - of the interest-based advertising activities in which we or third parties engage.
8. Other items
8.1. Changes
Please revisit this page periodically to stay aware of any changes to this Policy, which we may update from time to time. If we modify the Policy, we will indicate the date of the latest revision. Your continued use of the Service after the revised Policy has become effective indicates that you have read, understood, and agreed to the current version of the Policy.
8.2. Change of ownership
Information about Users and Visitors, including Personal Data, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets and only if the recipient of the User or Visitor Data commits to a Privacy Policy that has terms substantially consistent with this Privacy Policy.
Client Data may be physically or electronically transferred to an acquirer, or successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets, for the sole purpose of continuing the operation of the Service, and only if the recipient of the Client Data commits to a Privacy Policy that has terms substantially consistent with this Privacy Policy.
8.3. Security
We follow generally accepted industry standards to protect the information submitted to us, both during transmission and once we receive it. We maintain appropriate administrative, technical, and physical safeguards to protect Personal Data against accidental or unlawful destruction, accidental loss, unauthorized alteration, unauthorized disclosure or access, misuse, and any other unlawful form of processing of the Personal Data in our possession. This includes, for example, firewalls, password protection and other access and authentication controls. We use SSL technology to encrypt data during transmission through public internet, and we may also employ application-layer security features to further anonymize Personal Data.
However, no method of transmission over the Internet, or method of electronic storage, is 100% secure. We cannot ensure or warrant the security of any information you transmit to us or store on the Service, and you do so at your own risk. We also cannot guarantee that such information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards. If you believe your Personal Data has been compromised, please contact us as set forth in the “How to Contact Us” section.
8.4. Users under the age of 18
Zapflow does not knowingly collect or solicit personal data from anyone under the age of eighteen (18) or knowingly allow such persons to use the Zapflow Service. If you are under eighteen (18), please do not send any information about yourself to us.
8.5. Sub-processors
Zapflow uses subcontractors for data processing. Data can be transferred outside the EU/EEA within the scope of the applicable legislation.
8.6. Links to other sites
Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
9. How to contact us
Please contact us with any questions or comments about this Policy, your Personal Data, our use and disclosure practices, or your consent choices by email at legal@zapflow.com.
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