Privacy notice

The short version

Your workspace is a separate database held in France (EU). We are a processor for the employee data inside it: you decide what goes in and why, and we only touch it to run the service or when you ask us to help. Nothing is sold, nothing is used to train anything, and no third-party analytics, advertising or tracking service runs on the product.

Two relationships, not one

For your employees' data, you are the controller and we are the processor. You decide what to record about your staff and on what lawful basis. We process it on your instructions, under the terms of service, and for no other purpose.

For your own account data, we are the controller. That means the names and contact details of the people who administer and pay for the workspace, the verification documents you submit, your invoices, and our support correspondence with you.

What we hold

• Inside your workspace: whatever you put there — employee records, attendance, leave, pay, documents, messages, files, meeting recordings. We do not inspect it and we do not profile it.
• About your account: company name, billing address and VAT number, the account owner's name, email and phone, and the verification documents (company registration, proof of address, photo ID, VAT certificate where it applies).
• Operationally: sign-in times, IP addresses and user agents in the security and audit logs; which operator entered your workspace for support, when, and the reason they gave.
• If you contact us: what you sent and what we replied, kept with the ticket.

Why

• To provide the service — performance of our contract with you.
• To verify who we are selling to — our legitimate interest in not handing other people's payroll data to an unverified sign-up, and in some cases a legal obligation.
• To keep it secure — our legitimate interest, and yours: audit trails, rate limiting, IP blocking and the records of support access all exist to make misuse visible.
• To invoice you and keep our books — legal obligation.

Who can see it

Inside your workspace, exactly who your own permission map says — you control that, and the menu is built from it. Our own staff cannot open your workspace at will: it takes a single-use link that expires, a reason that is recorded, and your users see a banner on screen for the whole session. Areas protected by the Financial Security PIN stay locked to us, because unlocking one needs your PIN and we do not have it.

We use no third-party sub-processors for the product itself. Chat, video, recording and file storage all run inside the service. Transactional email leaves through whichever mail provider your installation is configured with — named in your contract, and nowhere else.

How long

• While you are a customer: as long as your workspace exists. You can delete records inside it at any time.
• After you leave: a verified copy is kept for 60 days so you can have the data back, then destroyed. We send a last download link before it goes.
• Verification documents: kept while current and for as long as we must retain them for anti-fraud and accounting purposes, then deleted.
• Invoices and accounting records: as long as the law requires, which in England and Wales is longer than you remain a customer.
• Meeting recordings: removed on the schedule your workspace is configured with, unless a host marks one to keep. The host is warned before anything is removed.

Your rights

You can ask for a copy of what we hold about you, have it corrected, have it deleted, or object to our processing it. If you are an employee of one of our customers, ask your own employer first — the data is theirs to control, and we will refer you to them. For your own account data, write to support@zapronixdigital.com and we will answer within one month.

A complete export of a workspace is always available on request, in standard PostgreSQL format that any Postgres can restore. We do not hold your data hostage in a format only we can read.

Security

Passwords are hashed, never stored or recoverable. The credentials vault is separately encrypted with a key held outside the database. Payroll, bank details and the vault need a second factor — the Financial Security PIN — as well as a password. Audit entries are hash-chained, so an altered history fails verification instead of passing unnoticed. Every workspace is backed up nightly, read back and checksummed.

If something goes wrong that affects your data, you will hear it from us. We will tell you what happened, what we know, what we did, and what you need to do — within 72 hours of becoming aware, and sooner if we can. Found a problem yourself? support@zapronixdigital.com.

Cookies

The product sets a session cookie and a CSRF token, both strictly necessary, and remembers a few interface preferences in your browser. There is no advertising or analytics cookie anywhere on this site. See the cookie notice.

Changes

If we change anything that matters, we tell existing customers by email before it takes effect, and the date at the top of this page changes. We do not quietly rewrite a policy and rely on you rereading it.