Privacy Policy

Last updated: September 29, 2026

This Privacy Policy explains how ZAP CRM (“we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with the ZAP CRM mobile application (the “App” or “Service”).

1. Who This Policy Covers

ZAP CRM is used by businesses (“Customers”) and their authorized staff (“Users”) to manage contacts, calls, and related CRM data. If you are a User, your organization's administrator may control your Customer Account and may have its own privacy notices governing your employment or engagement. If you are a person whose contact information was entered into the App by a Customer, please refer to Section 8 (“Contacts of Our Customers”).

2. Information We Collect

2.1 Information You or Your Organization Provide

• Account and profile information: name, phone number, email address, role, and other details provided during sign-up or by your administrator.
• Company information: company name, address, business hours, greetings/IVR messages, staff list, escalation rules, and company documents you upload.
• Contacts: with your permission, the App reads and syncs contacts from your device's address book to enable contact screen-pop and CRM matching. Contact data (name, phone numbers, and related fields) may be stored on our servers as part of your Customer Account's CRM data.
• Communications content: notes, call outcomes, dictated text (via voice-to-text), and documents you create or upload in the App.

2.2 Information Collected Automatically

• Call data: call logs (numbers dialed/received), timestamps, duration, status such as completed/missed/rejected, and, when enabled by your organization, call audio recordings.
• Microphone/voice data: the App uses the device microphone to (a) capture live call audio for voice calls placed or received through the App, and (b) power voice-dial and voice-dictation features using the device's speech recognition service. Voice input used for speech recognition is processed to convert speech to text; see Section 2.3 for who performs this processing.
• Device and technical information: device identifiers, push-notification token (via Firebase Cloud Messaging), app version, OS version, network status, and diagnostic/crash data.
• Usage data: feature usage and in-app activity needed to operate and improve the Service.

2.3 Information from Third Parties

• Speech recognition: voice dial and dictation use the Android operating system's speech recognition service (the recognizer available on your device, e.g. your device manufacturer's or Google's), which may process audio to return recognized text to the App.
• VoIP/telephone provider: calls placed and received through the App are routed using a third-party voice/telephony infrastructure provider, which processes call signaling and audio to connect your calls.
• Push notifications: we use Firebase Cloud Messaging (Google) to deliver notifications (e.g. incoming-call alerts), which requires a device push token.

We do not collect precise device location, camera/photo data, or financial/payment card information through the App.

3. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the App's features (calling, contacts, dictation, documents, staff/schedule management, notifications);
• Authenticate you via OTP sign-in and secure your account;
• Enable call routing, incoming-call alerts, and audio playback/recording where configured by your organization;
• Convert speech to text for voice dial and dictation;
• Maintain CRM records (call history, contact activity, notes) for your organization;
• Provide customer support and respond to inquiries;
• Monitor, maintain, and improve the App's performance, security, and reliability;
• Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not use call recordings, contact data, or voice input for third-party advertising.

4. Call Recording

Where your organization enables call recording, calls placed or received through the App may be recorded and stored as part of your Customer Account's CRM data, and may be accessible to authorized administrators or staff within your organization for quality assurance, training, dispute resolution, or record-keeping.

Your organization, as the Customer, is responsible for providing any legally required notice to call participants and obtaining any required consent before recording.

If you are contacted by a ZAP CRM user, you may hear a disclosure indicating the call may be recorded, consistent with applicable law.

5. How We Share Information

We share information only as follows:

• Within your organization: with your organization's administrators and authorized staff, as configured through Settings, staff roles, and escalation rules.
• Service providers: with vendors who process data on our behalf, including cloud hosting, telephony/VoIP infrastructure, push notification delivery (Firebase/Google), and analytics or crash-reporting providers, under contractual confidentiality and data-protection obligations.
• Legal and safety reasons: to comply with applicable law, legal process, or governmental request; to enforce our Terms of Service; or to protect the rights, property, or safety of ZAP CRM, our users, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.

We do not share your personal information with third parties for their own independent marketing purposes.

6. Data Retention

We retain personal information, call logs, recordings, and other Customer Content for as long as your Customer Account is active, or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods for specific data types (e.g., call recordings) may be configured by your organization or governed by your subscription agreement. Upon account or organization termination, we delete or anonymize data in accordance with our data retention practices and applicable law, unless a longer retention period is required.

7. Your Choices and Rights

• Permissions: you can grant or revoke the App's access to Contacts, Microphone, Notifications, and Bluetooth at any time through your device's settings. Revoking a permission may disable related features (e.g., revoking Microphone will disable calling and voice dictation).
• Notifications: you can manage push notification preferences through your device settings.
• Access/correction/deletion: depending on your role, you may be able to view or edit your profile and contact data directly in the App. For requests you cannot complete yourself (e.g., deletion of your account or personal data), contact your organization's administrator or us at legal@zapcrm.ai.
• Regional rights: depending on where you live, you may have additional rights under laws such as the GDPR (EEA/UK), CCPA/CPRA (California), or India's Digital Personal Data Protection Act, including rights to access, correct, delete, or object to certain processing. To exercise these rights, contact us at legal@zapcrm.ai; we may need to verify your identity and may direct requests to your organization's administrator where they control the data.

8. Contacts of Our Customers

If a ZAP CRM User adds your contact details (e.g., name and phone number) to the App, we process that information on behalf of, and at the direction of, that Customer, who is responsible for ensuring it has a lawful basis to share information with you. If you have questions about how your information is used, please contact the business that used ZAP CRM to contact you. You may also contact us at legal@zapcrm.ai, and we will direct your request as appropriate.

9. Data Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration, including encryption in transit, access controls, and secure infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. International Data Transfers

Your information may be stored and processed in any country, including countries other than where you are located. Where required, we use appropriate safeguards for such transfers in accordance with applicable data protection law.

11. Children's Privacy

The App is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from individuals under the age of 18 (or the applicable age of digital consent in your jurisdiction). If you believe a child has provided us with personal information, contact us at legal@zapcrm.ai so we can delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the App or by other reasonable means before the changes take effect. The “Last updated” date at the top of this policy indicates when it was last revised.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

ZAP CRM — https://zapcrm.ai

Email: legal@zapcrm.ai