Privacy Policy
Last updated: December 2024
ZapWizards ("we", "our", "us") is committed to protecting your personal data and ensuring transparency regarding how we collect, use, store, and protect information. This Privacy Policy explains how we process personal data when you visit our website, engage our services, or interact with us.
We comply with the General Data Protection Regulation (GDPR), applicable EU and German data protection laws, and other relevant regulations.
If you do not agree with any part of this policy, please discontinue your use of our website and services.
1. Data Controller
ZapWizards
Bolongarostr 102, 65929 Frankfurt am Main, Deutschland
Email: privacy@zapwizards.com
Website: https://zapwizards.de
If we process data on behalf of a client, we act as a Data Processor, and the client acts as the Data Controller.
2. Personal Data We Collect
2.1 Data You Provide Directly
- Name
- Email address
- Company name
- Job title
- Phone number
- Billing and address information
- Project details, service information, and messages
- Information submitted via forms (e.g., contact form, booking form)
2.2 Data Processed for Clients
When performing automation, AI, integration, or data engineering services, we may process:
- CRM records
- Internal operational data
- Structured or unstructured business documents
- Support tickets, logs, or workflow-related information
- Files shared for automation or processing
- Third-party system data accessed with your consent
We process this data only under your instructions and strictly for providing the contracted services.
2.3 Data Collected Automatically
- IP address
- Browser type & version
- Device information
- Pages visited and interaction logs
- Date, time, and duration of visits
- Referrer URLs
This data is collected through cookies and analytics tools (see Cookie Policy).
2.4 AI Processing (If Applicable)
When using our AI features, demos, or internal assistants:
- Text inputs, prompts, or documents you submit
- Metadata required for model operation
- System logs for security and troubleshooting
We do not use your data to train public AI models.
3. Legal Basis for Processing
We process personal data under the following GDPR bases:
- Art. 6(1)(a) Consent
- Art. 6(1)(b) Contract performance
- Art. 6(1)(f) Legitimate interests (security, marketing, quality improvement)
- Art. 6(1)(c) Legal obligations
- Art. 28 GDPR Data Processing Agreements when required
4. How We Use Your Data
We process personal data solely for the following purposes:
- To provide and manage our automation, AI, and integration services
- To respond to inquiries and support requests
- To maintain and improve our website
- To set up and manage client accounts
- To perform analytics and understand website performance
- To communicate updates, offers, and relevant service information (if consent is given)
- To fulfill legal, regulatory, or contractual obligations
We do not sell personal data.
5. Sharing of Data
We may share personal data with:
5.1 Service Providers
Only when necessary to deliver our services, such as:
- Hosting providers
- Email providers
- Analytics tools
- Project management tools
- Secure file storage systems
- AI processing platforms (e.g., OpenAI, Anthropic), used strictly as processors
All third parties are bound by contracts ensuring GDPR compliance.
5.2 Legal Obligations
If required by law, court order, or regulatory authority.
5.3 Subcontractors & Specialists
We may share limited data with vetted subcontractors (e.g., engineers, platform specialists) strictly under confidentiality and data-processing agreements.
6. International Data Transfers
We may transfer data to countries outside the EU/EEA when:
- Essential service providers operate globally
- AI processing occurs via international platforms
- Hosting or processing requires it
All transfers comply with GDPR, including:
- EU Standard Contractual Clauses (SCCs)
- Adequacy decisions
- Additional contractual and technical safeguards
7. Data Retention
We retain personal data only as long as needed for:
- Contractual service delivery
- Legal requirements
- Security, auditing, or compliance
- Legitimate business purposes
Client project data is deleted upon request or after service completion unless legally required to retain it.
8. Your Rights (GDPR)
You have the following rights:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("Right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent at any time
- Right to lodge a complaint with a data protection authority
To exercise these rights, contact us at privacy@zapwizards.com
9. Data Security
We implement strong technical and organizational measures to protect personal data, including:
While no system is 100% secure, we continually improve our security practices.
10. Automated Decision-Making / AI Usage
We do not use AI for automated decisions with legal or significant effects.
When AI processes data:
- It is used solely to perform or enhance the services you requested
- Inputs are not used to train public or shared models
- Outputs are validated by humans unless contractually automated
11. Children
Our website and services are not intended for individuals under 16. We do not knowingly process data relating to minors.
12. Links to External Sites
Our website may contain links to third-party websites. We are not responsible for their content or privacy practices.
13. Changes to this Policy
We may update this Privacy Policy when necessary to reflect:
- Legal requirements
- Operational changes
- Service improvements
The latest version will always be available on our website with the date updated.
14. Contact Information
For privacy questions, data requests, or concerns: