Privacy Policy — Zap2Doc Insights
This policy covers Zap2Doc Insights, including the conversion, payment, storage and analytics practices described below.
Last updated: October 28, 2026
1. What we collect
- The .zip file you upload (your WhatsApp export)
- Your email address — to send the download link
- Basic analytics data via Google Analytics (pages visited, device type, country)
- When you buy, your order details (order ID, amount, currency, payment provider) and your session's Google Analytics identifier, so we can tell which visit led to a sale
- The page where your visit started and the website that sent you there (its domain only, never what you searched for), plus any campaign tags in the link. Your browser keeps your first visit for up to 30 days; both are saved with your order when you upload a file, so we can tell which page led to it
- How the pages are used, recorded by Microsoft Clarity: clicks, scrolling, mouse movement and the layout of each page, so we can find what gets in the way. The content of your conversation shown on screen (messages, names, previews, transcription samples) and everything you type are masked before the recording leaves your browser
2. How we use your data
- Your .zip file is processed to generate your PDF document
- Audio messages are sent to OpenAI's transcription API for automatic transcription after you pay. Before payment nothing is transcribed unless you ask: if you request a sample on the configure screen, up to the first minute of one voice message is sent to the same API
- Your email is used to send the document download link. If you explicitly opt in, we also use it for low-volume Zap2Doc product updates; you can unsubscribe at any time.
- Analytics data helps us understand how the service is used and improve it
- If you paid without an email and leave one with your feedback, we use it only to reply to that feedback
- Conversion without Insights:The text of your conversation is never sent to an AI model. Only voice messages are, to OpenAI and only for transcription — and, if you ask for it on the configure screen, the speech in your videos: their audio track is analysed on our own server to find the parts with speech, and only those parts are sent. OpenAI does not use data sent through its API to train its models. No account is needed to convert a chat
3. Data storage and deletion
- For the individual converter, your .zip file is deleted within 24 hours after processing.
- Files in Zap2Doc Business. Exports awaiting payment are stored until the batch expiry, which can exceed 24 hours. If a paid conversion fails, the export and saved transcription may be retained for a retry for up to 7 days after the last processing attempt. Generated PDFs remain available for at least 7 days after generation, according to the retention period applicable to the account.
- In the individual converter, the generated PDF is available for 7 days after generation, then automatically deleted. Business PDFs follow the retention period described above.
- Preview files are deleted after payment
- Conversation content is processed and temporarily stored to generate PDFs and transcribe audio, using the services listed below. Files and saved transcriptions follow the retention periods described here.
- A transcription sample you asked for is stored with your order and deleted with it
- Email addresses are kept for order fulfillment, and for product updates only when you explicitly opt in
Zap2Doc Insights
When you buy Zap2Doc Insights, the conversation text in the purchased range and its transcripts are sent to OpenAI to write the briefing. OpenAI does not use API data to train its models by default.
We keep the transcripts needed for Insights until the briefing is written, for no more than 24 hours after purchase. The Insights PDF is deleted with the conversation PDF. The briefing and its cited excerpts are stored with your order until the files expire.
The AI handoff buttons only copy a prompt to your clipboard. We do not send it or your conversation to another AI service; you choose where to paste it.
The text sent for analysis includes participant names, message dates and times, message content and available transcripts within the purchased range. Attachment labels may include filenames. The briefing can contain personal or sensitive information present in the conversation.
OpenAI may retain prompts and responses in abuse-monitoring logs, normally for up to 30 days, with exceptions under its policy. This retention is separate from our file-deletion periods.OpenAI data controls
4. Payments
Payments are processed by Stripe (credit/debit card, Apple Pay, Google Pay), Mercado Pago (Pix, card) or dLocal (local payment methods in Latin America: Peru, Colombia, Chile, Mexico, Argentina). We never see or store any card information — everything is handled directly by the payment provider.
5. Cookies
We use Google Analytics (GA4) for usage statistics. Browsing on its own is not tied to your identity, but when you complete a purchase we store that session's Google Analytics identifier with your order, which links it to your email address. We run no advertising tags and do not sell or share your data for advertising. Microsoft Clarity may set its own cookies to recognise the pages of one visit; Microsoft's privacy statement: https://privacy.microsoft.com/privacystatement
6. Third-party services
- Cloudflare R2 — temporary file storage
- OpenAI — audio transcription and conversation analysis for Insights
- Stripe / Mercado Pago / dLocal — payment processing
- Brevo — transactional and opt-in marketing email delivery
- Google Analytics — site usage analytics
- MaxMind GeoLite2 — country lookup from your IP address, on our own server, to show the price and payment method for your country. This product includes GeoLite Data created by MaxMind, available from https://www.maxmind.com
- Microsoft Clarity — usage recordings, with conversation content and typed text masked
- Sentry — error reports from the website and our servers (browser, page and error details)
- Netlify — website hosting
- Railway — our servers and database
7. Contact
Questions about privacy? Reach us at: contact@zap2doc.com
Zap2Doc is operated by Codestrom Ltda., a company registered in Brazil, which is responsible for the processing described in this policy. Contact: contact@zap2doc.com