Last updated: 27 July 2026
This Privacy Policy explains how Zapfalcon (“we”, “us”, “our”) collects, uses, and protects information when you visit zapfalcon.io, submit our waitlist form, or use the Zapfalcon app. We have written this in plain language. If anything is unclear, email us at hello@zapfalcon.io.
Who we are
Zapfalcon is event lead capture and follow-up software for B2B teams, operated by Zapfalcon Ltd, a company registered in England and Wales. This policy covers both our marketing website (zapfalcon.io) and the Zapfalcon product (the mobile app and web admin dashboard).
The website (zapfalcon.io)
What we collect on the website
We collect only what you actively submit to us through the waitlist form on this site:
- Your first name
- Your work email address
- Your company name
- Approximate number of events your team attends per year
- The CRM your team currently uses
We also automatically collect basic technical information when you visit the site, including your IP address, browser type, device type, and pages you visit. This is standard web server log data.
Why we collect it
Waitlist form submissions are used only to review your application for early access, contact you about the product, and shape what we build. Technical log data is used to keep the site running and to detect abuse.
Website third-party services
We use a small number of services to operate the site. Each may process some of your data:
- Hostinger hosts the website and stores form submissions in the WordPress database. Their privacy policy is at hostinger.com/privacy-policy.
- Fluent Forms is the WordPress plugin that captures your waitlist submission. Submissions are stored in our WordPress database on Hostinger; no data is sent to the Fluent Forms vendor.
- Cloudflare Turnstile protects the waitlist form from bots. When you submit the form, Cloudflare receives a verification token and your IP address for the sole purpose of confirming you are human. See cloudflare.com/privacypolicy.
- Google Fonts is used to load the site’s typeface (Inter). When your browser loads a page, it makes a request to Google’s font servers, which can see your IP address. See policies.google.com/privacy.
- CookieYes manages cookie consent on the site. See cookieyes.com/privacy-policy.
The Zapfalcon app
The Zapfalcon mobile app and web admin dashboard are used by sales teams at events to capture and follow up on business leads. Zapfalcon accounts are created for members of a business workspace (typically your employer or event team).
What we collect in the app
Account information. When an account is created for you, we store your name, work email address, and role within your workspace, plus your login credentials (passwords are stored in hashed form and are never visible to us).
Lead information you capture. The core purpose of the app is capturing details of people you meet at events. Depending on how a lead is captured, this can include their name, company, job title, email address, phone number, and any notes or tags you add. This information is entered by you or scanned from materials the lead has shared, such as a business card or event badge.
Photos you take. The app uses your device camera, with your permission, to scan business cards, event badges, and QR codes. Images are processed to extract contact details. Camera access is used only when you actively choose to scan.
Voice notes you record. The app uses your device microphone, with your permission, to record short voice notes attached to a lead. Voice notes are transcribed to text so they can be read, searched, and summarised. Microphone access is used only when you actively choose to record.
Usage and technical information. We collect basic information needed to run the service, such as app version, device type, and actions taken in the app (for example, when a lead was captured or a follow-up task completed). This supports features like activity timelines, follow-up tracking, and team reporting.
What we do NOT collect. The app does not collect your device’s GPS location. It does not access your contacts, calendar, files, or messages.
Why we collect it
We use this information solely to provide the Zapfalcon service: capturing leads, scoring and routing them to the right team member, sending follow-up notifications, booking meetings, and reporting on outcomes for your team. We do not sell your data. We do not share it with advertisers. We do not use it for ad targeting.
Who controls this data
Zapfalcon workspaces belong to our business customers (for example, your employer). Your workspace administrator controls the lead data in the workspace, including who can access it and when it is deleted. Zapfalcon Ltd processes this data on the customer’s behalf to provide the service.
App third-party services
We use a small number of service providers to operate the app. Each processes data only on our instructions:
- Supabase provides our database and backend infrastructure, hosted in the European Union. See supabase.com/privacy.
- Google Cloud Vision performs text recognition on business card and badge images you scan, to extract contact details. See policies.google.com/privacy.
- OpenAI processes voice note audio to produce transcriptions and short summaries. See openai.com/policies/privacy-policy.
- ZeptoMail (Zoho) sends transactional emails from the service, such as follow-up notifications and account emails, from EU infrastructure. See zoho.com/privacy.html.
- Expo Application Services is used to build and deliver the mobile app. See expo.dev/privacy.
If a customer connects an optional integration (such as a CRM or Slack notifications), lead data is shared with that service at the customer’s direction, under that service’s own privacy terms.
Security
Data is encrypted in transit using HTTPS/TLS. Our backend and database are hosted in the EU with access controls limiting data to the workspace it belongs to.
How long we keep your data
Website waitlist submissions are kept for as long as we are operating the waitlist and considering applications. If we decide not to invite you to the beta, or if you ask us to delete your data, we will remove it within 30 days of that decision or request.
App account and lead data is kept while the workspace subscription is active, or until the workspace administrator deletes it. When a workspace is closed, its data is deleted within 30 days unless the customer requests earlier deletion.
Deletion requests. Anyone can request deletion of their personal data by emailing hello@zapfalcon.io. If your data was captured as a lead by one of our customers, we will coordinate with that customer, as they control the workspace. We respond within 30 days.
Cookies
This site uses a small number of cookies, managed through CookieYes. You can review and change your cookie choices via the cookie banner on your first visit, or by clicking the cookie settings link in the footer.
Your rights
If you are in the UK, EU, or another region with comparable privacy laws, you have the right to:
- Ask what data we hold about you
- Ask us to correct it
- Ask us to delete it
- Ask us to stop using it for marketing
- Lodge a complaint with your local data protection authority
To exercise any of these rights, email hello@zapfalcon.io. We will respond within 30 days.
Children
Our website and app are not intended for anyone under 18. We do not knowingly collect data from minors.
Changes to this policy
We will update this page if our data practices change. The “Last updated” date at the top will reflect the most recent change.
Contact
For any privacy question, email hello@zapfalcon.io.