Your content isn’t
our business.

What passes through

When you enable transcription, the messaging connection service delivers new-message events to Zapzim. Eligible received and manually sent voice notes go to an AI speech-to-text service. Separate AI requests produce key points, optional translations or action items, and validated paragraph breaks without rewriting the transcription. History and recognized view-once or disappearing messages are not processed.

Results quote the source audio in its original conversation. Audio, full transcripts, prompts, generated replies, translations, action items, and tool payloads are processed in memory, not saved in Zapzim’s database or application logs. Optional recent context is the limited summary-storage exception described below. Short-lived encrypted jobs contain routing metadata, not message content. A delivery interrupted after sending begins may be lost rather than repeated.

What we keep

• Your name, login email, verification state, password hash, and necessary authentication records.
• Workspace names, memberships, and preferences, isolated by workspace.
• The connected owner’s number, connection identifier, and encrypted connection credentials while the connection exists.
• Discovered chat and group identifiers, bounded display names, and received/sent processing and group-consent settings—not a contact directory or message history.
• Encrypted credentials for integrations you connect, scoped to their workspace.
• An account referral token for acquisition attribution, when applicable.
• Short-lived processing markers and encrypted routing jobs; voice jobs expire after ten minutes and contain no audio or message text.
• Daily usage totals for 30 days, without per-message or per-contact records.
• Short-lived, keyed rate-limit identifiers. Session IP addresses and user-agent strings are not stored.
• If enabled, error monitoring receives only allowlisted technical error codes—not messages, request data, or raw exceptions.

Sessions have a 30-day rolling expiry. Passwordless login links expire after ten minutes and are single-use; verification links after one hour; password-reset links after 30 minutes and are single-use. Expired records require hourly metadata cleanup. Infrastructure backup expiry must be configured by the operator.

Optional recent context

Recent context starts off and requires explicit workspace-owner consent. If enabled, Zapzim keeps only encrypted derived key points, detected language, and the source timestamp for the latest 20 voice notes per chat. Keyed digests replace raw chat and message identifiers in this summary store. The rolling window expires after 30 days without new retained activity in that chat; it is not a transcript archive.

Prior summaries are sent to the text AI model to help resolve references in new voice notes. Turning context off removes the live summaries immediately. Disabling a group, disconnecting or removing the WhatsApp connection, or deleting the workspace also removes applicable summaries. Physical expiry cleanup and backup expiry remain operator responsibilities. Encryption does not make these summaries anonymous.

Your personal assistant and Todoist

Only the connected WhatsApp owner can request settings changes or connected task actions. Text and voice requests in the owner’s self-chat use the personal-assistant path; these voice requests are not returned as ordinary transcriptions. Fresh ordinary outgoing owner text up to 1,000 characters may also be sent to OpenRouter’s TypeSafe Decisions API for bounded intent classification, even without a keyword. Incoming messages and text sent through the API are excluded, and Zapzim does not persist this text. Classification never authorizes an action: the owner, workspace permissions, and applicable action-specific checks are independently verified. Verified quoted text may supply bounded context, but cannot authorize an action by itself.

Explicit owner research commands use OpenRouter’s Exa-backed bounded web-search tool; research is on by default and can be turned off in owner settings. Model-generated search queries are sent to Exa, and returned excerpts are supplied to the AI provider; a verified quote may be included as bounded context. Do not include personal details or secrets in research requests: query-minimization instructions are not guaranteed redaction. Exa may retain queries under its applicable terms. Exa has separate retention from inference ZDR; its retention duration and account controls are not asserted here. Zapzim does not durably store queries, quotes, or answers. The answer and sources are appended by editing the original command in the same conversation, where its participants can see them.

When you connect Todoist, explicitly requested task operations send validated task fields to Todoist. AI services interpret your request and may receive a bounded set of active task titles to match an explicitly requested completion. Confirmed task details are formatted locally for a private reply; only task-free outcomes may use AI reply writing. Zapzim does not store task payloads or provider responses; tasks remain in Todoist under its own policies. Disconnecting deletes the local credential; also revoke Zapzim’s grant in Todoist settings. Explicit translation of quoted audio in self-chat returns only the translation, without saving the audio or translated text.

Deleted-message recovery

Deleted-message recovery is a separate, default-off owner preference and is independent of transcription pause. When enabled, Zapzim makes bounded best-effort exact-message lookups through UazAPI and copies available original text and supported media up to 15 MiB only to the connected owner’s WhatsApp self-chat. It does not create a Zapzim archive or send recovered content for AI processing. Only originals created after opt-in are eligible; unavailable content and disappearing or view-once messages are skipped. Group recovery requires prior group approval and the current direction setting. Copies already delivered remain in WhatsApp and may persist in WhatsApp backups or under provider retention; turning recovery off does not delete them.

The provider boundary matters

The messaging connection service has separate retention. Its API specification describes storing messages and deleting messages older than seven days overnight. Zapzim disables public media links, but that does not disable the service’s message archive.

AI service providers: OpenRouter routes audio and text requests to AI providers. Prompt logging must be disabled, account-wide privacy controls configured, and each selected endpoint’s retention verified. Text, fallback audio, and paragraph-decision routes require zero-data-retention (ZDR) routing and deny data collection. This inference routing does not establish retention for the separate Exa web-search service used for owner research; Exa retention and account controls must be reviewed separately. The dedicated speech-to-text endpoint does not apply the same per-request provider-selection controls; its routing and retention must be verified at account and endpoint level before processing is enabled.

WhatsApp, recipients, and email: returned messages remain in the selected WhatsApp chat and may be retained by participants or their backups. Authentication emails go through the configured email service and your inbox; they never contain WhatsApp content.

Your controls

Workspace transcription starts paused. Direct chats initially allow received and sent voice notes once processing is enabled; you can change each direction per conversation. Groups start disabled individually. The first group audio triggers a private approval prompt and is discarded, as are other pre-approval notes. Approval applies only to future audio. Results appear in the original conversation, not in a private transcription inbox.

When group replies are enabled, the output is visible to that group’s participants. Explicit transcription of replied-to audio is also available; group audio must come from after that group’s approval. Connect only numbers you are authorized to use and ensure an appropriate basis for processing other people’s audio. Pausing ordinary transcription does not disable owner-authored personal-assistant requests in self-chat.

Pause processing, disconnect or remove a number, or delete a workspace from its dashboard. Remove owned workspaces before deleting your login from My account. A failed provider cleanup remains visible and retryable; we do not discard the credentials needed to finish it. Deletion cannot recall messages already accepted by a provider.

What this page is—and isn’t

This describes the application’s technical data-handling boundary. It is not a certification of an operator’s deployment or third-party compliance. Before a public launch, the operator must provide its legal identity, contact channel, subprocessors, applicable legal bases, and verified infrastructure and backup policies.