One place for how ZappFlow handles information, how this website uses cookies and similar technologies, and the terms that apply when you browse or contact us through the site.
This section explains what personal information ZappFlow may collect, why we use it, who we may share it with and the choices and rights available to you.
We do not need or want more personal data than is reasonably useful for those purposes.
ZAPPFLOW LTD (company number SC888057) is responsible for the personal information described in this privacy notice when it acts as the controller.
Registered office: G/F, 17 Walker Street, Edinburgh, United Kingdom, EH3 7NE.
For privacy questions, requests or objections, contact sales@zappflow.com.
Depending on the context, we may use personal information to:
The lawful basis depends on the activity. It may include contract, legitimate interests, legal obligation or consent where consent is required or chosen as the appropriate basis.
ZappFlow may identify and contact organisations or business contacts where we reasonably believe our services may be relevant. This can involve professional information available from business websites, directories or similar public sources.
Where personal data is involved, we assess the appropriate lawful basis under data protection law. Legitimate interests may be appropriate for proportionate B2B activity where the use is reasonably expected and does not override the individual's rights.
Electronic marketing rules can differ depending on whether the subscriber is a corporate body, an individual, a sole trader or certain partnerships. We do not treat legitimate interests as a way to override consent requirements that apply under PECR.
You can object to direct marketing at any time. If you ask us to stop, we may retain limited information on a suppression list so that we can respect that request in future.
We may use carefully selected service providers where needed to operate the website and business, for example hosting, form handling, analytics, communications, cloud infrastructure, payment/accounting services and technical platforms used in a project.
Where another provider processes personal data for us, we expect appropriate contractual and security protections. Some providers may process information outside the UK. Where data protection law requires safeguards for international transfers, we use or rely on the appropriate transfer mechanism.
We may also disclose information where required by law, to professional advisers, or where reasonably necessary to establish, exercise or defend legal rights.
The Accessibility Audit, Lighthouse / Performance Audit and Cookie & Tracking Audit process a public website address that you choose to submit. ZappFlow may fetch public pages, render them in an automated browser and process technical evidence such as page structure, accessibility findings, performance data, scripts, cookies, consent behaviour and related website metadata in order to produce the requested audit.
The free audit tools use human verification, request validation and quota controls to prevent automated abuse. This can involve processing limited technical identifiers such as IP-derived or browser-derived pseudonymous keys and short-lived audit or session records. Audit responses are returned to the browser and are not intended as permanent storage for website or customer data.
Only submit website addresses that you are authorised to test. The public audit tools are designed for publicly accessible websites and are not intended for password-protected systems, private applications or confidential environments.
ZappFlow provides optional interactive AI demonstrations, including the AI Receptionist, Internal AI Assistant, Customer AI Agent and Operations System Builder previews. Information you choose to submit to these demos is processed to generate the requested response or demonstration.
For the AI Receptionist preview, ZappFlow may fetch a limited number of public pages from the website address you provide and use that public content to create a temporary business profile. If you add or correct business context before starting the call, that information is used as temporary context for the demo. During a live voice session, microphone audio, generated speech and conversation content are processed by OpenAI so the conversation can take place.
The public receptionist preview is deliberately read-only. It is not connected to the business's real calendar, CRM, payment systems, messaging systems or phone routing unless explicitly stated otherwise. Do not provide passwords, payment-card information, authentication codes, confidential customer data, special-category personal data or other sensitive information to a public demo.
The Internal AI Assistant can accept temporary documents and manual context that you choose to provide. The Customer AI Agent can accept temporary customer-safe documents. These files are used to create a temporary knowledge environment for the demo. Do not upload passwords, payment-card information, authentication secrets, regulated records, special-category personal data, confidential customer records or material you are not authorised to submit.
The Operations System Builder can accept an optional representative CSV or XLSX workbook. The workbook is parsed temporarily to identify sheets, columns, sample structure and likely workflow relationships. The public demo is intended for sanitised or representative operational data, not confidential customer records or sensitive personal data. Generated application records, activity and operational values are illustrative dummy data unless explicitly stated otherwise.
Temporary AI knowledge sessions are designed to last for approximately 30 minutes. ZappFlow requests deletion of temporary OpenAI files and vector stores when a session ends or expires, and the vector stores are also configured with a short automatic expiry as a backstop. Browser-close cleanup is best-effort, so users should not treat the public demos as storage for sensitive information.
ZappFlow uses Cloudflare Turnstile, signed temporary sessions, request validation and technical rate limits to protect the free AI demos from automated abuse. Temporary website-derived receptionist profiles are retained only for the short period needed to operate the demo. ZappFlow does not store raw call audio or raw call transcripts in its demo analytics store. Aggregate usage events and pseudonymous security/rate-limit identifiers may be processed to operate, protect and improve the service.
ZappFlow configures supported OpenAI API requests not to be stored for application history, but OpenAI and other infrastructure providers may process or retain information in accordance with their own service terms, security requirements and privacy documentation.
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and any related legal, accounting, security or dispute-resolution requirements.
The appropriate period depends on the type of information and relationship. We consider whether an enquiry is still active, whether a client relationship exists, contractual and accounting obligations, limitation periods, security requirements and whether we need a limited suppression record to honour a marketing objection.
Depending on the circumstances, UK data protection law may give you rights to access your personal information, correct it, request deletion, restrict or object to processing, receive certain data in a portable format, and withdraw consent where processing relies on consent.
You have an absolute right to object to personal data being used for direct marketing.
To make a request, contact sales@zappflow.com. You also have the right to complain to the UK Information Commissioner's Office if you believe your information has been handled unlawfully.
This section covers cookies, pixels, browser storage, scripts and similar technologies that can store or access information on a device.
Where consent is legally required, non-essential technology should not be activated before that consent is given.
The site separates necessary functionality from optional analytics and marketing technology. Google Analytics 4 and Meta Pixel are not loaded until you enable the relevant category through the site's cookie controls.
Google and Meta may create or read their own cookies or similar identifiers after the relevant category is enabled. Their cookie names and durations can change with provider configuration, so we review this information when the site's tracking setup changes.
On your first visit, the site lets you accept all optional technology, reject non-essential technology, or manage Analytics and Marketing separately. Optional tracking stays off until you make a positive choice to enable it.
You can change or withdraw that choice later using the same controls. If you withdraw a category that was previously enabled, the site stops loading that provider on subsequent page loads and removes the common first-party identifiers it can control.
You can also reopen these controls from Cookie settings in the footer on any page.
Website tooling changes over time. If we add, remove or materially change analytics, advertising or other storage/access technologies, we will update the information on this page and the consent or objection controls where necessary.
These terms apply to using zappflow.com and contacting ZappFlow through the website. They are not a substitute for the agreement governing a paid client project.
Paid work starts under the scope, price, ownership terms and other conditions agreed for that specific project.
You may use this website for lawful purposes, including learning about ZappFlow, reviewing examples of our work and capabilities, and contacting us about a potential project.
You must not deliberately interfere with the site's operation, attempt unauthorised access to systems or data, introduce malicious code, scrape or use the site in a way that breaches applicable law, or misuse forms and interactive features.
We aim to keep website information accurate and useful, but the site is general information rather than professional legal, financial, investment, regulatory or other specialist advice.
Some product-style interfaces, records, workflow states, scores and values shown on ZappFlow pages are illustrative demonstrations designed to explain a capability. Unless expressly identified as a verified client result, they should not be read as a claim that a particular client achieved that metric or outcome.
We may update, remove or change website content without notice.
ZappFlow's free website audits and AI / operations previews are provided to demonstrate technical capability and help identify areas worth investigating. Automated findings, scores, generated workflows, suggested actions and AI responses can be incomplete or require human verification.
The Accessibility Audit does not certify WCAG or ADA compliance. The Cookie & Tracking Audit is technical evidence rather than legal advice or a compliance certificate. Performance and Lighthouse-style results can vary between runs, devices, locations and third-party services. AI and operations previews are demonstrations and should not be treated as production systems or as authority to take real-world actions unless a separate production implementation has been agreed.
You remain responsible for reviewing any output before relying on it for legal, regulatory, accessibility, security, operational or commercial decisions.
Unless stated otherwise, the website design, copy, branding, graphics, demonstrations and original site content are owned by or licensed to ZappFlow and are protected by applicable intellectual property laws.
You may view and use the site for normal personal or internal business evaluation. You may not reproduce, republish, sell, systematically extract or commercially exploit substantial parts of the site without permission, except where the law allows it.
Intellectual-property ownership for client deliverables is not governed by this clause. It is determined by the written agreement for the relevant project.
Submitting an enquiry, requesting a quote, using the project-intake form or discussing a possible build does not oblige either party to proceed.
Any estimate, example scope or preliminary technical discussion is subject to refinement until the parties agree the relevant commercial and project terms.
If we agree to provide paid services, the proposal, statement of work, order, contract or other written terms accepted for that project will govern the engagement, including scope, fees, payment, delivery, intellectual property, confidentiality, support, warranties and liability as applicable.
The website may link to or integrate with third-party websites and services. ZappFlow does not control those third parties and is not responsible for their independent content, availability, security or privacy practices.
We do not guarantee that the public website will always be available, uninterrupted, secure or free from errors. We may suspend, withdraw or change parts of the site when reasonably necessary.
To the fullest extent permitted by law, ZappFlow is not responsible for losses arising solely from reliance on general website content or from temporary website unavailability. Nothing in these terms excludes or limits liability where it would be unlawful to do so.
These website limitations do not replace or override the liability terms agreed separately for paid client services.
We may revise this legal page to reflect changes to the website, our services or applicable law. The date at the top shows when it was last updated.
These website terms are issued by ZAPPFLOW LTD, company number SC888057, registered in Scotland. Separate proposals, statements of work or client agreements may set their own governing law and jurisdiction for paid work, and those project-specific terms take precedence where they apply.
For data requests, marketing objections, cookie questions or anything on this page, contact us directly.
