Last updated: 7 September 2026
Zapfalcon Ltd (Companies House 17183793, ICO registration ZC217044)
Apartment 407 Tayleur Apartments, Waterman Walk, Salford, Greater Manchester, M50 3AQ, United Kingdom
hello@zapfalcon.io
These terms are written in plain English on purpose. Where a plain sentence and a legal sentence would say the same thing, we use the plain one.
1. What these terms cover
1.1 These terms govern the pilot use of Zapfalcon (the “Service”) by the customer named in the Pilot Order (“you”). The Service is a lead capture and follow-up product for B2B sales teams at events: a mobile app for capturing leads at the stand, and a web admin for managing events, routing, follow-ups, reports and integrations.
1.2 The Data Processing Agreement (“DPA”) forms part of these terms. If the two conflict on a data protection point, the DPA wins.
1.3 The Pilot Order records who you are, your start date, the number of users, and any agreed pricing for after the pilot.
2. The pilot
2.1 Free for three months. The pilot runs for three months from the start date in the Pilot Order. No fees are charged during the pilot.
2.2 What happens at the end. Before the pilot ends we will offer you paid terms in writing. If you accept, the Service continues under those terms. If you do not accept, the pilot ends and Section 13 (Ending and your data) applies. Nothing converts to a paid plan automatically, and we will never charge you without a written agreement on price.
2.3 In return. During the pilot we ask for honest feedback on what works and what does not, and we may ask to describe the pilot publicly as a case study. Any case study will be agreed with you in writing before publication, and you can say no.
2.4 It is a pilot. The Service is new. You may encounter bugs. We will fix what we can quickly, and we will tell you plainly when something is not yet built rather than pretend it is.
3. Accounts and users
3.1 Your admin creates the workspace and invites team members. You are responsible for who you invite and for what they do in the Service.
3.2 One login, one person. Each account is for a single named individual. Sharing a login between people breaks lead attribution, follow-up ownership and reporting, which are the things the product exists to provide, and is not permitted.
3.3 Keep passwords and portal links safe. Passwords must be at least 12 characters with mixed character types; the Service enforces this. Follow-up owners who use the portal link receive a personal link by email; treat it as a password.
3.4 Tell us at hello@zapfalcon.io as soon as you know or suspect an account has been compromised.
4. Using the Service properly
4.1 Your leads, your responsibility. When your team captures a lead, by scanning a badge, photographing a business card, typing details or recording a voice note, you are collecting personal data about that person. You are the data controller for that data. You are responsible for having a lawful basis to collect it and for telling the person, in whatever way suits your stand, that their details will be stored and used for follow-up.
4.2 Voice notes. A voice note is a recording of your rep describing the conversation. It may capture the other person’s voice. Make sure your reps record in a way that is lawful where the event takes place. Zapfalcon transcribes the recording and then deletes the audio; only the text is kept.
4.3 Acceptable use. You must not use the Service to collect data you have no right to collect, to harass or spam anyone, to upload malicious content, to reverse-engineer or copy the Service, or in breach of any law. You must not use it for anyone under 18.
4.4 Attendee lists. If you upload an attendee list from an event organiser, you confirm you are entitled to use it for matching against captured leads.
5. Your data
5.1 You own it. All leads, notes, transcripts, attendee lists and other content you put into the Service (“Customer Data”) belong to you. You give us permission to process it only to provide the Service to you, as described in these terms and the DPA.
5.2 We do not sell it, mine it, or use it to train AI models. Customer Data is processed by our AI providers under contracts that prohibit training on it.
5.3 AI features. The Service uses AI to transcribe voice notes, write a short brief about each lead, suggest tags, and read business cards. AI output can be wrong. Briefs and tags are suggestions for a human to check, not facts. You should review anything AI-generated before relying on it.
5.4 Export. You can export your leads as a CSV at any time, including notes, transcripts and AI briefs, from the Leads page.
6. Integrations
6.1 HubSpot. If you connect HubSpot, you give the Service a key issued by your own HubSpot account. We use it only to do what the Integrations page says: create or update contacts, add a visit note, create follow-up tasks, and read task status back. We never change who owns a contact in your CRM, never overwrite a field that already has a value, and never delete from your CRM. HubSpot processes that data under your contract with HubSpot, not ours.
6.2 Webhooks. If you configure an outbound webhook, we send lead and task data to the address you choose. Where that data goes after that is your responsibility. Payloads can be signed with a secret you set; if you do not set one, they are sent unsigned.
6.3 Disconnecting. You can disconnect any integration at any time. Disconnecting stops future sends; it does not retrieve data already sent.
7. Availability and support
7.1 We aim to keep the Service available at all times but do not guarantee any uptime level. There is no service-level agreement during the pilot.
7.2 The mobile app stores captured leads on the device when offline and syncs when connectivity returns. Do not delete the app or sign out on a device holding unsynced leads.
7.3 Support is by email at hello@zapfalcon.io. During the pilot we will respond as quickly as we can and prioritise anything that stops you capturing or following up at a live event.
7.4 We may change or improve features during the pilot. We will not remove a feature you rely on without telling you first.
8. Confidentiality
8.1 Each of us will keep the other’s confidential information confidential and use it only for the pilot. Confidential information does not include anything already public, already known, or independently developed. Your Customer Data is your confidential information.
9. Intellectual property and feedback
9.1 The Service, its software, design and documentation belong to Zapfalcon Ltd. You get a right to use them for the pilot; nothing else transfers.
9.2 If you give us feedback or suggestions, we may use them to improve the Service without owing you anything. We will not identify you as the source without your agreement.
10. Data protection
10.1 Zapfalcon Ltd is registered with the Information Commissioner’s Office (ZC217044). Our processing of Customer Data on your behalf is governed by the Data Processing Agreement.
10.2 We process a small amount of data as controller in our own right, being your users’ account details and our audit records, as described in our Privacy Notice.
11. What we promise, and what we do not
11.1 We promise to provide the Service with reasonable skill and care and to comply with the DPA.
11.2 Otherwise the Service is provided as it is. We do not promise it is error-free, that AI output is accurate, or that it will meet every requirement you have.
11.3 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
11.4 Subject to 11.3, neither of us is liable to the other for loss of profit, loss of business, or indirect or consequential loss.
11.5 Subject to 11.3, our total liability to you under these terms is limited to the greater of GBP 1,000 and the fees you have paid us in the twelve months before the claim. During a free pilot that means GBP 1,000.
12. Term
12.1 These terms start on the pilot start date and continue until the pilot ends under Section 2.2 or either of us ends them under Section 13.
13. Ending, and your data
13.1 Either of us may end the pilot at any time on 14 days’ written notice. We may end it immediately if you breach Section 4 (Using the Service properly) or Section 3.2 (One login, one person) and do not fix it within 7 days of being told.
13.2 Your data when it ends. For 30 days after the end date you can still sign in to export your leads as CSV. On request we will also provide a complete export of your workspace. After 30 days we delete your workspace data, except audit records of deletions (which contain only the identifying details needed to evidence the deletion) and anything we are legally required to keep.
13.3 Deletion is real. Deleting a lead in the Service removes the lead and everything attached to it, being notes, transcript, AI brief, tags and tasks, and writes an audit record. Voice recordings are already deleted at transcription time and are never retained. Copies of leads you synced to your own CRM stay in your CRM; they are yours to manage there.
14. General
14.1 We may update these terms for future pilots. We will not change these terms during your pilot without your agreement.
14.2 Notices go by email: to you at your admin’s email address, to us at hello@zapfalcon.io.
14.3 Neither of us is responsible for delays caused by events outside our reasonable control.
14.4 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
14.5 If any part of these terms is unenforceable, the rest still applies. Nobody except you and us has rights under these terms.