Last updated: November 10, 2025
ZapMeetz and its affiliates’ (“ZapMeetz,” “we,” “us,” and “our”) goal is to make meetings more efficient. This Privacy Policy will help you understand how we collect, use and disclose your personal information and assist you in exercising the privacy rights available to you.
Capitalized terms not defined in this Privacy Policy have the meanings set forth in our Terms of Service.
This Privacy Policy applies to personal information processed by us, including on our websites (e.g., zapmeetz.com, and any other websites that we own or operate), our mobile applications, our application program interfaces, our meeting platform services, and our related online and offline offerings (collectively, the “Services”). This Privacy Policy also explains our use of cookies, as described in more detail in our Cookie Policy.
This Privacy Policy does not apply to any third-party websites, services or applications, even if they are accessible through our Services. In addition, a separate privacy notice, available upon request if it applies to you, governs processing relating to our current employees and contractors.
The personal information we collect depends on how you interact with our Services.
In this section we describe all the ways we use your personal information, and the legal bases we rely on to do so.
In certain situations, we require your data to pursue our legitimate interests in a way which is reasonable for you to expect as part of running our business and which does not materially affect your rights and freedoms. We have identified below what our legitimate interests are.
When we process your information based on your consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on such consent before it is withdrawn. To exercise your rights, see the Contact Us section of this Privacy Policy.
We use your personal information for a variety of business purposes, including: as enumerated below. Each section starts by describing how we use the data, followed by which of your data we may use for such purpose, and ending with the legal basis for such data use.
This includes: the processing of all categories of information except for Candidate Information.
Legal Basis: Performance of the contract with you. Necessary for our legitimate interests to recover debts due to us. Necessary for our legitimate interests to respond to and communicate with you (where we do not have a contractual relationship or legal obligation to do so). Necessary to comply with a legal obligation (including national data protection and consumer protection laws, for example to respond to requests in relation to personal information processed about the individual)
This includes: the processing of your Account Information Communication Information, Customer Content, Sweepstakes, Contests, Surveys and Events Information and Customer Service Information.
Legal Basis: Performance of the contract with you. Necessary to comply with a legal obligation (including national data protection and consumer protection laws).
This includes: the processing of your Account Information, Communication Information, Technical Information, Customer Content, Usage Data, and Customer Service Information
Legal Basis: Performance of the contract with you. Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise). Necessary to comply with a legal obligation (including national data protection and information security laws)
This includes: the processing of your Usage Data and, if “Content Training” is toggled on within your administrative user settings, Customer Content. We take steps to de-identify and aggregate data to protect your privacy for data we use to train AI models. Click here for more information about the steps we take to protect your privacy.
Legal Basis: Necessary for our legitimate interests (to keep our Services updated and relevant).
This includes: the processing of your Sweepstakes, Contests, Surveys and Events Information and Communications Information.
Legal Basis: Performance of a contract with you. Necessary for our legitimate interests (to study how customers use our products/services, and to develop them and grow our business).
This includes: the processing of your Surveys and Events Information and Account Information, Communications Information, and Use of Services Information.
Legal Basis: Necessary for our legitimate interests (to study how customers use our products/services, and to develop them and grow our business).
This includes: the processing of your Account Information, Communications Information, and Usage Data.
Legal Basis: Necessary for our legitimate interests (to develop our products/services and grow our business) (where consent is not required by marketing laws – in which case consent shall be relied upon).
This includes: the processing of your Account Information and Communication Information.
Legal Basis: In certain situations, we seek consent before sending marketing materials to individuals and in such cases consent is our lawful basis for sending marketing to you.
Where we do not obtain consent, we rely on our legitimate interests (to develop our products/services and grow our business) as our lawful basis for sending marketing materials to you.
If you have any questions about our marketing practices or if you would like to withdraw your consent or opt out of the use of your personal information for marketing purposes, you may contact us as set out in the Contact Us section of this Privacy Policy.
This includes: the processing of your Account Information, Communications Information, and Usage Data.
Legal Basis: Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy). If required by marketing laws, we seek consent before serving advertisements to individuals and in such cases consent is our lawful basis for sending marketing to you. Please see Section 8 for your options on how to opt out of our marketing communications.
This includes: the processing of Customer Content in connection with your use of the Services) and any media you choose to share in connection with a bug report.
Legal Basis: Consent.
This could include any personal information we process about you.
Legal Basis: Necessary to comply with a legal obligation (including national data protection, cyber security, export control, sanctions and surveillance laws). Necessary for our legitimate interests (to enforce our agreements, to seek professional advice, or to establish, exercise or defend a legal claim).
This includes: the processing of Candidate Information and Communication Information.
Legal Basis: Necessary for our legitimate interests (to screen candidates and consider your suitability for a position). Entry into a contract with you.
We may choose to de-identify and create aggregated information out of any personal information you provide to us. For example, we could aggregate information about email addresses our users use to identify legitimate email providers versus spam providers, or we could aggregate the number of users who use a particular feature to determine which features are popular.
Legal Basis: Necessary for our legitimate interests (to use personal information to create de-identified and/or aggregated information, such as de-identified demographic information, de-identified location information, and information about the device from which you access our Services. De-identified and/or aggregated information is used for several purposes, including research, industry analysis, analytics, and any other legally permissible purposes.)
The personal information we process may be transferred to, processed and stored in jurisdictions which may have data protection laws that are different from the laws where you are located (and, in some cases, may not be as protective), and may be subject to access requests from governments, courts, or law enforcement in those jurisdictions according to applicable laws. We endeavor to safeguard your personal information in accordance with the requirements of applicable laws.
Specifically, all personal information we process is transferred to, processed and stored in the United States, where our headquarters and our main servers are located. Our group affiliates and our third party service providers and partners operate in the geographies identified on https://www.zapmeetz.com/sub-processors/ . This means that when we collect your personal information, we will process it in any of these countries.
Where we transfer your personal information to countries and territories outside of the European Economic Area (“EEA”), Switzerland and the UK which have been formally recognized as providing an adequate level of protection for personal information, we rely on the relevant “adequacy decisions” and “adequacy regulations” from the European Commission, Swiss and UK authorities.
Where the transfer is not subject to an adequacy decision or derogation under the applicable law, we take appropriate safeguards to ensure that your personal information will remain protected in accordance with this Privacy Policy and applicable laws. These safeguards include implementing the Module 2 of European Commission’s Standard Contractual Clauses as issued on 4 June 2021 under Article 46(2) GDPR for transfers originating in the EEA, Switzerland (with amendments required under the applicable Swiss law) and the UK Addendum permitted under Article 46(2) of the UK GDPR for the transfer of data originating in the UK.
You can access Standard Contractual Clauses implemented into ZapMeetz's Customer DPA here. We have also implemented Standard Contractual Clauses into contracts with our third party service providers and partners. If you have any questions or concerns related to international data transfers, please contact us using the information set forth below.
ZapMeetz (for the purposes of this section, “ZapMeetz”, “we”, or “us”) complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. ZapMeetz has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. ZapMeetz has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the DPF Principles, the DPF Principles shall govern. To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/.
The Federal Trade Commission has jurisdiction over our compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF.
The types of personal information we receive in the U.S., as well as the purposes for which we collect and use it, are set out in Section 3 and 4 above. We will give you an opportunity to opt out where personal information we control about you is to be disclosed to an independent third party, or is to be used for a purpose that is materially different from those set out in this Privacy Policy. If you otherwise wish to limit the use or disclosure of your personal information, please contact us via the contact details set out below.
Information about the types of third parties to which we disclose personal information and the purposes for which we do so is described in Section 5 above. If we have received your personal information in the U.S. and subsequently transfer that information to a third party acting as an agent, and such third party agent processes your personal information in a manner inconsistent with the DPF Principles, we will remain liable unless we can prove we are not responsible for the event giving rise to the damage.
Please note that, under certain circumstances, we may be required to disclose your personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
If you are from the EEA, UK or Switzerland, you have the right to request access to the personal information that we hold about you and request that we correct, amend, or delete it if it is inaccurate or processed in violation of the DPF Principles. If you would like to exercise these rights, please write to us at the contact details provided below. We may request specific information from you to confirm your identity and we will respond to your request in accordance with the DPF Principles and applicable data protection laws. You may also opt-out of receiving marketing communications from us by writing to us at the contact details provided below or by clicking on the “unsubscribe” or “opt-out” link in the marketing emails we send you.
We commit to resolve DPF-related complaints about our collection and use of your personal information. EU, UK and Swiss individuals with inquiries or complaints regarding our handling of personal information received in reliance on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF should first contact us using the contact details provided below. We will investigate and attempt to resolve any DPF-related complaints or disputes within forty-five (45) days of receipt.
If you have an unresolved DPF complaint that we have not addressed satisfactorily, we have further committed to refer unresolved complaints to JAMS Data Privacy Dispute Resolution Program, an independent dispute resolution provider located in the U.S. made available free of charge. For more information or to submit a complaint please visit: https://www.jamsadr.com/DPF-Dispute-Resolution.
Under certain conditions, more fully described on the Data Privacy Framework website, you may be entitled to invoke binding arbitration when other dispute resolution options do not satisfactorily resolve your concerns.
We reserve the right to amend this section from time to time consistent with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF requirements.
General. You have the right to opt out of certain uses of your personal information.
Email. If you receive an unwanted marketing email from us, you can use the unsubscribe link found at the bottom of the email to opt out of receiving future marketing emails. Note that you will continue to receive transaction-related emails regarding products or Services you have requested. We may also send you certain non-promotional communications regarding us and our Services, and you will not be able to opt out of those communications (e.g., communications regarding the Services or updates to our Terms of Service or this Privacy Policy).
Mobile Devices. We may send you push notifications through our mobile application. You may at any time opt out from receiving these types of communications by changing the settings on your mobile device.
AI. Learn more about how you can manage your AI features and content training here.
Cookies and Interest-Based Advertising. For more information about our use of cookies and your choices, please see our Cookie Policy. You have the right to decide whether to accept or reject cookies. If you are located in the European Union, you can change your cookie preferences through our cookie consent tool, which you can access at any time by clicking “Manage cookies” in the footer of our website (you may need to log out of your ZapMeetz account to access the footer). You can also stop or restrict the placement of Technologies on your device or remove them by adjusting your preferences as your browser or device permits. Please note that cookie-based opt-outs are not effective on mobile applications. However, you may opt out of personalized advertisements on some mobile applications by following the instructions for Android and iOS.
The online advertising industry also provides websites from which you may opt out of receiving targeted ads from data partners and other advertising partners that participate in self-regulatory programs. You can access these websites and learn more about targeted advertising and consumer choice and privacy, at www.networkadvertising.org/managing/opt_out.asp, http://www.youronlinechoices.eu/, https://youradchoices.ca/choices/, and www.aboutads.info/choices/.
Please note you must separately opt out in each browser and on each device.
“Do Not Track” and “Global Privacy Consent”. Do Not Track (“DNT”) and Global Privacy Consent (“GPC”) signals are a privacy preferences that users can set in certain web browsers. We do not respond to DNT signals; however, we do recognize and process GPC signals by certain web browsers. If we are able to reasonably associate a GPC signal with an identifiable consumer, we will treat it as a request to opt-out of the “sale” or “sharing”/processing for targeted advertising of that consumer’s personal information (as such terms are defined by the California Consumer Privacy Act). You can also opt out of the “sale” or “sharing” of your personal information by clicking on the “Manage Cookies” link in the footer of zapmeetz.com.
In accordance with applicable law (including in the EU/UK, California, Connecticut, Colorado, and other U.S. states with comprehensive privacy laws), you may have the right to:
If you would like to exercise any of these rights, please contact us as set forth below. If you are not satisfied with how we process your request, you may have a right to appeal our decision under applicable law. Where such an appeal right exists, if so required by applicable law, we will inform you of such right and how to initiate an appeal.
We will process such requests in accordance with applicable laws. To protect your privacy, we will take steps to verify your identity before fulfilling your request. Only you, or someone legally authorized to act on your behalf, may make a verifiable consumer request related to your personal information. You may also make a verifiable consumer request on behalf of your minor child. To designate an authorized agent, please contact us as set forth below.
Please note that if you use our Services on behalf of an organization (e.g., your employer), that organization may be responsible for fulfilling the individual rights requests referenced above.
We store the personal information we receive as described in this Privacy Policy for as long as you use our Services or as necessary to fulfill the purpose(s) for which it was collected, provide our Services, resolve disputes, establish legal defenses, conduct audits, pursue legitimate business purposes, enforce our agreements, and/or comply with applicable laws. The specific retention periods depend on the nature of the information and why it is collected and processed and the nature of the legal requirement.
When we have no ongoing legitimate business need or legal reason to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. You may request deletion of your personal information at any time as noted in “Your Privacy Rights”, above, but that will require you to delete your account with us, as we need your personal information to maintain your account.
We take steps to ensure that your information is treated securely and in accordance with this Privacy Policy. More information about our security practices are available here.
We may communicate with you electronically regarding security, privacy, and administrative issues relating to your use of the Services. If we learn of a security system’s breach, we may attempt to notify you electronically by posting a notice on the Services, by mail or by sending an email to you.
The Services may contain links to other websites/applications and other websites/applications may reference or link to our Services. These third-party services are not controlled by us. We encourage our users to read the privacy policies of each website and application with which they interact. We do not endorse, screen or approve, and are not responsible for, the privacy practices or content of such other websites or applications. Visiting these other websites or applications is at your own risk.
This Supplemental Notice for California Residents supplements our Privacy Policy and only applies to our processing of personal information that is subject to the California Consumer Privacy Act of 2018 (as amended from time to time) (“CCPA”). The CCPA provides California residents with the right to know what categories of personal information ZapMeetz has collected about them,whether ZapMeetz disclosed that personal information for a business purpose (e.g., to a service provider), whether ZapMeetz “sold” that personal information, and whether ZapMeetz “shared” that personal information for “cross-context behavioral advertising” in the preceding 12 months. California residents can find this information above, in the respective sections of this Privacy Policy, and below:
ZapMeetz collects the following Categories of Personal Information:
ZapMeetz Discloses to the following Categories of Third Parties for a Business Purpose:
Sales of Personal Information and Sharing of Personal Information for Cross-Context Behavioral Advertising under the CCPA
Under the CCPA, ZapMeetz’s use of retargeting pixels or third party cookies as described above in this Privacy Policy may be considered: (1) a “sale” of personal information and/or (2) “sharing” personal information for “cross-context behavioral advertising.”
Based on how these terms are defined and interpreted under the CCPA, the following is a list of the categories of personal information ZapMeetz has “sold” or “shared” for “cross-context behavioral advertising” in the last twelve months:
Additional Disclosures for California Residents
Notice of Right to Opt-Out of “Sale” of Personal Information and/or “Sharing” for “Cross-Context Behavioral Advertising”. California residents have the right to opt out of the “sale” of personal information and the “sharing” of personal information for “cross-context behavioral advertising.” California residents may exercise these rights by clicking on the “Manage Cookies” link in the footer of zapmeetz.com (users may need to log out of their ZapMeetz account to access the footer) and following the instructions on that page.
Disclosure Regarding Individuals Under the Age of 16. ZapMeetz does not have actual knowledge of any “sale” of personal information of minors under 16 years of age. ZapMeetz does not have actual knowledge of any “sharing” of personal information of minors under 16 years of age for “cross-context behavioral advertising.”
Disclosure Regarding Sensitive Personal Information. ZapMeetz only uses and discloses “sensitive personal information” as defined by the CCPA for the following purposes:
Additional Privacy Rights for California Residents
Non-Discrimination. California residents have the right not to receive discriminatory treatment by us for the exercise of their rights conferred by the CCPA.
If you are a California resident and would like to exercise any of your rights under the CCPA (including the rights included in Section 9 of the Privacy Policy above), please contact us as set forth below. We will process such requests in accordance with applicable laws.
If you are a resident of Nevada, you have the right to opt out of the sale of certain Personal Information to third parties who intend to license or sell that Personal Information. You can exercise your right by contacting us as described below with the subject line “Nevada Do Not Sell Request” and providing us with your name and the email address associated with your account. As defined by Nevada Revised Statutes Chapter 603A, we do not currently sell Personal Information of Nevada residents.
The Services are not directed to children under 13 ((or other age as required by local law - please see Section 3. In many jurisdictions, including California and the EU, the Services may not be used by anyone under 16), and, except for limited circumstances set forth below, we do not knowingly collect personal information from children. If you learn that your child has provided us with personal information without your consent, you may contact us as set forth below. If we learn that we have collected a child’s personal information in violation of applicable law, we will promptly take steps to delete such information and terminate the child’s account, or, if appropriate and possible, seek written consent from such child’s guardian.
Although our Services are designed for a general audience, in some cases students under the age of thirteen may use the Services pursuant to an agreement we have with the student’s educational institution. For more details regarding our processing of personal information that we collect from children in the United States, please see our Supplemental Privacy Policy for Children attached hereto as Exhibit A.
If you are located in the European Economic Area or the UK, you have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.
ZapMeetz integrates with Google APIs so customers can connect their Google accounts, calendars and meeting information. Consistent with Google’s app-data-policy guidance, we provide the disclosures below for everyone who authorizes a Google connection inside ZapMeetz.
Depending on the scope you authorize, we may access Google profile information (name, email, avatar), Google Calendar metadata (calendar ids, meeting titles, start/end times, attendee lists, conferencing links) and Google Meet recording URLs. We only request the minimum scopes required to schedule, update, or synchronize meetings through the ZapMeetz platform.
We use Google user data to power meeting scheduling, availability checks, reminders, analytics, and related collaboration features. Calendar data is cached in our production databases so we can render widgets and notifications. We retain this data only while your ZapMeetz workspace keeps the Google integration active or until you disconnect it. Data is stored in encrypted databases within the United States. We never combine Google data with unrelated datasets for profiling or advertising.
We share Google user data solely with subprocessors that enable core ZapMeetz functionality (for example, hosting providers, observability vendors, and communication platforms). Each subprocessor is under written data protection terms, may only access the information that is necessary to deliver its service, and may not use Google data for any other purpose. We do not disclose Google user data to advertisers, brokers, or unaffiliated third parties.
Google data in transit is encrypted using TLS 1.2+ and data at rest is encrypted using industry-standard AES-256. Access is restricted through role-based controls, device verification, and mandatory multifactor authentication for personnel. We log and monitor access to Google data, run routine penetration and vulnerability testing, and notify customers of any incident in accordance with our Security Section 11.
ZapMeetz never sells Google user data and never uses it for personalized advertising or marketing segmentation unless explicitly permitted by Google policies for a specific use case. Our use of Google data is limited to providing and improving ZapMeetz meeting services as described above.
We may revise this Privacy Policy from time to time at our sole discretion. If there are any material changes to this Privacy Policy, we will notify you as required by applicable law.
If you have any questions about this Privacy Policy or our privacy practices, or if you wish to submit a request to exercise your rights as detailed in this Privacy Policy, please contact us at:
ZapMeetz
7901 4th Street N, Suite 300
St. Petersburg, FL 33702
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