Last Updated: January 15, 2021
At Zaplify, we are determined to protect your integrity. It is important to us that you feel safe when submitting your personal information to us. We therefore openly process your data with your integrity in focus.
In this privacy policy (the “Privacy Policy”, “Policy”), which applies to anyone who in any way uses Zaplify’s services or products (the “Service”) and/or otherwise has contact with us, we describe how and why we process your personal data and what rights you have under applicable personal data legislation.
Unless otherwise specified, it is Zaplify LLC, (“Zaplify”, “we”, “us”)) who is responsible for the processing of your personal data.
You are always welcome to contact us with questions regarding this policy or other data protection issues. Contact details can be found at the end of the Policy.
1 What is Personal Data?
Personal Data is all information that can be directly or indirectly attributed to a natural living person. Examples of this are social security numbers, e-mail addresses, but even encrypted data if they can be linked to natural persons.
2 What is the “Processing” of Personal Data?
The concept of processing is broad and covers most things one can do with Personal Data. Everything from collection and storage to modification, use or deletion constitutes “processing”.
3 When do we collect your Personal Data?
We collect information from various sources possible in accordance with applicable data protection regulation.
- Information you submit to us yourself
We collect and process Personal Data that you provide to us, e.g. when you visit our website, buy our service, contact us or use our digital channels.
- Information collected when you use our services
When you use our services, we record information about your use. This information includes which of our services you use and how you behave through our service. For example, we use Google Analytics, Google API and other tools to record information. This information may include cookies and unique identification files.
- Data from other sources
We collect personal information, e.g. names and e-mail addresses, which you have provided to our partners and other sub-suppliers. We may also collect and update your contact information through third-party services. We do this to ensure that we always have up-to-date information about you and to be able to submit offers of our own and selected partner’s products and services as well as provide the service to you as a client.
4 Why do we process your Personal Data?
For us to provide services to you and other clients, we must process your personal information.
We process your information mainly to:
- Manage and provide our services
- Manage customer service issues and other inquiries
- Provide information and promote our partners or client’s services and goods that you may be interested in
- Improve our services, for example by researching and evaluating customer satisfaction or the market
5 On which legal ground are we processing your Personal Data?
To process Personal Data, it is required a legal basis. Zaplify processes Personal Data on the following grounds:
- Because Personal Data processing is necessary for us to fulfill an agreement we have with you, e.g. to provide a service you have purchased
- Because Personal Data processing is necessary to fulfill a legal obligation, e.g. accounting obligations
- Because we have a legitimate interest in processing your Personal Data to communicate to you about goods and services you previously purchased or might be interested in.
- When the Personal Data processing is allowed because you have given your consent to it.
6 How long will we save your information?
Your Personal Data will only be processed for as long as it is necessary for the purposes for which it was collected – for example, as long as we must fulfill the obligations we have as a result of an agreement with you.
We may save the data longer if required by law or to safeguard our legal interests, e.g. whether a legal process is in progress.
Your Personal Data will be deleted or anonymized when they are no longer relevant to the purposes for which they have been collected.
7 Do we share your Personal Data?
Only the people who need to process Personal Data for the purposes mentioned above have access to your Personal Data.
We may share your personal information with companies and suppliers who provide services for us, e.g. for communicating offers and to maintain or support our IT-systems. These companies may only process your Personal Data following our instructions and may not use your Personal Data for their purposes unless specifically agreed with you.
We may also share the personal information necessary to establish, enforce and exercise Zaplify’s legal interests, such as collecting debts.
We may also share your personal information if it is required by law or government regulations, for example if we must submit information to the relevant jurisdictional Tax Agency or Competition Authority.
8 Where is your information processed?
We aim to process your personal information within the EU. If we use service providers that transfer your Personal Data to countries outside the EU and the EEA, we will take steps to protect your data in accordance with applicable legal requirements, for instance by demanding that the supplier protect the data following applicable data protection rules. If you would like to know more about what protective measures we have taken, please contact us.
9 Security measures to keep your Personal Data safe
We employ appropriate technical and organizational security measures to help protect your Personal Data against loss and to guard against access by unauthorized persons. We regularly review our security policies and procedures to ensure that your Personal Data is secure and protected.
10 Google user data
Zaplify provides the ability to integrate with your Gmail account to let our Service help you send e-mails via Gmail API. Since the service is designed to integrate into Gmail it is necessary for the service to connect to your Google account.
To provide the automated service of sending, processing and monitoring messages created by the user and approved to be sent through Zaplify’s service, we need to read, compose, and modify Gmail message bodies (including attachments), metadata, headers, and settings.
To minimize the amount of Personal Data collected and to request the API scope(s) as narrow as possible, but still to provide accurate functioning and statistics from the Service, we will only read specific parts of an incoming email by singling out key words suitable to administrate, identify and query the messages assignable to our Service. We do not read the entire content of any specific message unless expressly agreed to by the Client. Reasons for such approval would be for necessary security purposes such as investigating abuse, to comply with applicable law or for quality improvements in internal operations. Operations for quality improvements will be set forth only when the data is aggregated and anonymized.
The only information we store is your e-mail address of the Gmail account connected to the Service, the authentication tokens, and identifiers for messages and conversations sent through the Service. We only use this information to provide the following services:
- Creating and sending e-mail through Zaplify’s services on behalf of the Client
- Tracking of replies to messages sent through our services
We do not store incoming e-mails from your Gmail account.
We will not use Gmail data for serving our own or any third-party advertisements.
Any of your Gmail data collected or processed by us will not be shared with any third parties other than stated in section 8.
You can always revoke Zaplify’s access to your Gmail account by contacting us at hello@zaplify.com or here. If you decide to do so, we will lose access to your Gmail account and will no longer be able to provide you campaign sending services through Gmail API. We delete all data collected from your Gmail account upon request.
The following scopes are used with our Service:
- https://www.googleapis.com/auth/gmail.metadata
- https://www.googleapis.com/auth/gmail.readonly
- https://www.googleapis.com/auth/gmail.send
11 LinkedIn
Installing the Zaplify chrome extension allows us only to receive access to your session cookie to perform automated profile visits, personalized connections and messaging access on LinkedIn
12 Your rights
Access to, and correction of your data
As a registered client, you have the right to request the correction of incorrect information at any time or change the personal information you have provided. You also have the right to see what personal information we have recorded about you. You do this by requesting an extraction from registers.
Revoke consent with future effect
If we process your Personal Data on the basis that you have the right to withdraw your consent regarding future processing at any time.
Oppose processing
You have the right to oppose our processing of your Personal Data we carry out with a balance of interest as a legal ground. You can opt-out advertising and communication at any time. You can unsubscribe by clicking on a link in the current mailing or contact us (see contact details below).
Deletion
In some circumstances, you have the right to have your Personal Data deleted. However, this does not apply if, for example, we are required by law to preserve the information.
Limitation of processing
You may also be entitled to request that the processing of your Personal Data to be restricted. However, if you request the processing of your data to be restricted, it may mean that we no longer can fulfill our possible obligations to you during the time the processing is limited.
Data portability
In the event that you wish to transfer your data from us, you also have the right to receive a copy of the Personal Data relating to you collected in a structured, machine-readable format (right to data portability). This right only covers the information that you have shared with us.
13 About cookies
When you visit our website, we use cookies. We will soon be updating our cookie policy.
14 Complaints
Should you be dissatisfied with our way of processing your Personal Data, please first contact us at hello@zaplify.com. If you are not satisfied with our way of handling your complaint, you can submit your complaint to the competent supervisory authority.
15 Contact information to Personal Data controller
If you have further questions about our data protection or if you wish to exercise our rights as above, you can easily reach us at gdpr@zaplify.com.
16 Changes to the Privacy Policy
We reserve the right to make changes to our privacy policy. You will always find the latest version on the site. This will be communicated to you in case of updates that are crucial to our processing of Personal Data (for example, modification of stated purposes).
17 User tracking
We use Leadoo’s tracking service to follow what users are doing on the site and combine this behavioral data with other data we can gather from e.g. chat interactions. Leadoo uses etag tracking in order to hook together the same user’s behavior over several sessions. Please check out Leadoo Marketing Technologies Ltd’s Privacy Policy (https://leadoo.com/privacy-policy/) for more information on what is tracked and what your rights are. Leadoo works as the Processor and we work as the Controller for the data in terms of GDPR. You can stop the tracking by emptying your browser’s cache after the visit. For more on how Leadoo works as a GDPR compliant processor, see https://leadoo.com/privacy-policy-processor/
