ZapVox — Privacy Policy

Supplier identification

TECHMED SERVIÇOS MÉDICOS LTDA — CNPJ 46.367.941/0001-69
Rua Prof. Rômulo Almeida, 52, Ed. Lafayette Velloso — Acupe de Brotas — Salvador/BA — CEP 40290-030 — Brasil
Contact: [email protected] · zapvoxia.com.br

ZapVox is operated by the legal entity above, responsible for the contractual relationship, billing and support. With regard to personal data, ZapVox acts in two roles: it is the controller of your account data (name, e-mail, plan, payment status and usage records — Brazilian LGPD, art. 5, VI; card data is handled by Stripe or PayPal and never passes through us) and the processor ("operador") of the content you submit to the Service (audio, transcripts, translations, summaries and contact names — LGPD, art. 5, VII), processed on your behalf and under your instructions. When you use ZapVox in a professional activity with third parties' data, you are the controller of that content. The terms of that processing are in Annex I of the Terms of Use.

1. Introduction

This Privacy Policy describes how the ZapVox extension ("we", "us", "our") collects, uses, and protects user information ("you"). ZapVox is a browser extension for Chrome/Edge that transcribes, translates, and summarizes audio messages on WhatsApp Web.

Last updated: October 8, 2026

2. Data We Collect

2.1 How each type of data is handled

• Audio messages: Audio is sent for transcription to our cloud service, which forwards it to one of the AI providers listed in Section 8 (Groq, Google, Cloudflare or OpenAI) — or directly to Groq/OpenAI when you use your own API key (BYOK); in BYOK mode the audio does not pass through our servers. Raw audio is never stored to disk. Details in the "AI providers: who receives what, training and retention" section.
• Reminders (local): Reminders you create are stored only in your browser and fire locally via chrome.alarms. Since extension version 3.16.32, they are not copied to our servers (see section 2.2).
• Cached transcriptions: Transcribed text is stored in chrome.storage.local for up to 90 days or until the cache reaches 7 MB — whichever comes first. When either limit is hit, the oldest transcriptions are deleted automatically to make room. This avoids reprocessing and powers the search across your transcriptions. This data stays exclusively in your browser.
• Settings: Most of your preferences stay in your browser only — feature toggles, per-chat adjustments, hardware profile, interface language. A small set, tied to your account, is stored on the server so it also applies on your other devices: translation target language, auto-transcribe received audios, auto-transcribe sent audios, show topics by default, show cost estimate, trial-ending notice — and the yes/no for your own key (BYOK). These are preferences: none of them carries message content, contact names or phone numbers. They are listed in the table in section 2.2 and protected by Row-Level Security — only you can read yours. About your own key, this still holds: we store only that it exists — never the key, never the provider, never the usage.
• Engine choice: The transcription mode you pick (Auto / your own API key / Cloud only) and the AI model are stored exclusively in chrome.storage.local and are not sent to our servers.
• Counters in your browser: The extension keeps local counters (for example, total transcriptions and today's usage) to draw the popup panel. These counters are not sent anywhere — they live in your browser and go away with it.
  
  To avoid any confusion: this does not mean your usage is invisible to us. The server keeps your usage record (usage_logs, described in section 2.2) to enforce your plan's limits and curb abuse. They are two different things: the counter you see in the popup is local; the limit the server enforces is the server's.
• Who inside ZapVox sees what: To provide support, bill you and curb abuse, our team can see, linked to your account: your sign-up e-mail and name, plan and payment status, your usage record (how many operations, when, audio length in seconds, which AI provider served it and whether it succeeded) and the extension version. What the team cannot see, because it does not exist on the server: the content of what you transcribed, translated or summarized, your chat names, your phone numbers and your own API key.
• Local cascade telemetry (opt-in, v3.4.0+): If enabled by the user, diagnostic counters for the transcription cascade (how many times each cascade Phase resolved the audio) are stored locally in chrome.storage.local. This data never leaves your browser — it is used only for you to review on the popup's Diagnostics screen. No message identifier, contact name, content, or audio metadata is recorded. The telemetry is strictly a whitelist of permitted technical phases. The "Local diagnostic telemetry" toggle controls collection and the "Clear" button resets the counter.
• Sentiment analysis cache (v3.4.9+): When you click the 🎭 Sentiment button, the analysis result is stored in chrome.storage.local (key zapvox_sentiment_cache) under the same 90-day and 7 MB limits, so the sentiment chip survives page reloads without reprocessing. The associated message identifier is the same sanitized hash used by the transcription cache. This data never leaves your browser and is automatically purged by the same 90-day and 7 MB limits.

2.2 Data sent to servers (only when necessary)

2.3 Local storage for extension functionality

To provide a smooth experience, ZapVox temporarily stores the following technical data in your own browser (never on our servers):

• Contact name cache: Sender names are stored locally for up to 30 days for quick display in transcriptions. These names are the same ones already visible in your WhatsApp Web. They leave the browser in one situation only, described in the table in section 2.2: along with the audio during transcription, as a spelling hint — and you can turn that off in Settings.
• Per-contact notes (v3.7.0+): Notes you write via the 📌 button live in chrome.storage.local (key zapvox_notes_v1), up to 500 characters per contact, and are never sent to any server. They go away when you delete the note, clear the extension's data or uninstall it.
• Diagnostic logs: A circular buffer of up to 200 entries is maintained locally for debugging. Logs contain only anonymized name initials (e.g., "JS***"), never full names, and are not transmitted externally.
• Console sanitization (v3.4.4+): All diagnostic logs printed to the browser console (visible via F12) have phone numbers sanitized to ***@ before being printed. This means that, even if you share a console screenshot with technical support, no WhatsApp phone number leaks.

2.4 Data we do NOT collect

• Browsing history or activity outside WhatsApp Web
• Contacts, photos, videos, or text messages from WhatsApp
• Microphone, camera, or location data
• Payment information (processed by Stripe or PayPal, depending on the method you choose; we have no access to card data or to your PayPal account)
• Fingerprinting data (GPU, detailed hardware, etc.) — the browser identifier in Section 2.5 is a random number, not derived from your hardware

2.5 Browser identifier (one active browser per account)

Context: the extension may be installed on several computers, but the account is active on one at a time — activating it on one computer automatically disconnects the previous access; simultaneous use requires the "Additional computer" add-on (see Terms, Section 4.1).

To ensure your account is used by a single person at a time — as set out in Section 4.1 of the Terms of Service — ZapVox needs to tell one browser from another. To that end:

• What it is: a random identifier (UUID) generated by the extension itself on first run and stored in chrome.storage.local. It is accompanied by a generic, human-readable label (e.g., "Chrome · Windows"), derived only from browser type and operating system, so you can recognize on screen which browser is active.
• What it is NOT: it is not fingerprinting. It is not derived from your hardware, GPU, fonts, screen resolution, or any signal that could track you across websites. It is a random number with no meaning outside ZapVox, and cannot identify you on any other service.
• What we use it for: to know which browser is your account's active one, to display the switch notice with the "Use here" button, and to enforce the account usage rules (Terms, Section 4): the extension detects and records the browsers/computers connected to the account, and those records may support measures against abuse — such as limiting, suspending or blocking the account, at any time — in the event of credential sharing or simultaneous use that was not purchased. It is not used for advertising, behavioral profiling, or cross-site tracking.
• Legal basis (LGPD): performance of the contract and legitimate interest in preventing fraud and abusive shared-account use, with minimal impact on your privacy.
• Retention: we keep only the most recent record per user (one per account) — we do not build a device history. The record is deleted along with the account (Section 8), and the local identifier disappears when you uninstall the extension or clear its data.

2-A. Sign-in with Google or Microsoft — what we receive and why

You sign in to ZapVox with your Google or Microsoft account (OAuth authentication brokered by Supabase). From that sign-in we receive only: your name, your e-mail address, the URL of your profile picture and a unique account identifier. We do not request or receive access to your Gmail, Drive, Contacts, Calendar or any other data in your Google or Microsoft account — the only scopes requested are openid, email and profile.

What we use it for: creating and identifying your ZapVox account, showing your name and picture in the dashboard, and sending the account's own e-mails (receipts, contractual notices and, if you opted in, product news). This data is not used for advertising, is not sold and is not shared with third parties beyond the subprocessors the service needs, listed in Section 8 (Supabase for authentication and database, Resend for e-mail delivery, Stripe for billing).

For how long: as long as your account exists. When you delete the account from the dashboard (Section 6), name, e-mail, picture and identifier are erased; of the picture we store only the URL provided by the provider, never the file.

Revocation: you can withdraw the permission at any time at myaccount.google.com/permissions (or in your Microsoft account settings). Your ZapVox account keeps existing; only sign-in through that provider stops working until you authorize it again.

Our use of data received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

3. API Keys (BYOK)

If you choose to use your own API keys (Bring Your Own Key — BYOK), they are:

• Encrypted with AES-GCM 256-bit before being stored
• Protected by PBKDF2 with 600,000 iterations and a unique random salt per user
• Stored exclusively in your browser's chrome.storage.local
• Never sent to our servers—they are used directly with Groq/OpenAI. Important: in BYOK mode, the audio/text goes from your browser straight to your key's provider, and usage is debited from the quota/credits of your own account with that provider (Groq has a free tier; OpenAI charges per use, paid by you directly to them). BYOK covers the AI features (transcription, translation, summary, sentiment); plan features are not changed
• When your key starts being used: on the Free plan with Automatic mode, your key is used first. On Pro (and Trial/Annual/Biannual), our cloud is used first and, upon reaching 80% of that feature's daily limit, the extension switches to your key — from that point on the audio/text no longer passes through our servers and goes straight to your key's provider. With no key configured, nothing changes: the cloud is used up to the plan's limit and stops there.

4. Security

• AES-GCM 256-bit encryption for BYOK keys
• PBKDF2 with 600,000 iterations (OWASP standard) and unique random salt per user
• Communication exclusively via HTTPS
• JWT tokens with expiration and automatic refresh
• Rate limiting on Edge Functions to prevent abuse
• Payload validation on all messages (content script ↔ background)
• Restrictive Content Security Policy in manifest.json

5. Browser Permissions

6. Your Rights

ZapVox is operated from Brazil and the processing of your personal data is governed by Brazil's Lei Geral de Proteção de Dados (LGPD, Law No. 13,709/2018). Under it you have the right to:

• Access: Request what data we hold about you
• Correction: Correct inaccurate data
• Deletion: Erase your account and all your data yourself, instantly, from the dashboard (My account → Delete my account and my data), or by asking us by e-mail Step by step: how to delete your data.
• Portability: Receive your data in a readable format
• Revocation of consent: Disable auto-transcription anytime via the extension popup
• Information about sharing: Understand how your data is shared with third parties

We answer requests of this kind from anyone, wherever you live — we do not require you to be in Brazil to ask for access, correction or deletion of your data.

To exercise any of these rights, write to [email protected] — or, for deletion, use the dashboard button. This is the channel of the person in charge of personal-data processing (LGPD, art. 41), for data subjects and for the Brazilian National Data Protection Authority; ZapVox is a small-scale processing agent (ANPD Board Resolution No. 2/2022). We reply within 15 days.

7. International Data Transfers

Some data (settings, cached transcripts, reminders) stays in your browser, but audio transcription and other AI features rely on cloud processing, so your data may be transferred to and processed on servers outside Brazil, mainly in the United States — where our infrastructure (Supabase) is located — and on the infrastructure of each AI provider listed in Section 8, according to the region in which it operates. The transfer complies with the LGPD (arts. 33 et seq.), relies on the contractual guarantees and data-protection commitments offered by those providers, is limited to what is necessary to provide the Service, and uses encryption in transit via HTTPS. For your account data, by using ZapVox you consent to this transfer (LGPD, art. 33, VIII); for the content you submit as controller, the terms are in Annex I of the Terms of Use.

8. Third Parties and Subprocessors

9. Data Retention

• Transcripts: they stay in your browser only, in a local cache that clears itself after 90 days, or sooner if the cache reaches 7 MB (in which case the oldest go first). The transcribed text is not stored on our servers — it is generated, returned to your screen and discarded. The audio is never stored either: it is processed and discarded immediately (practice verified in the code).
• Contact name cache: 30 days (automatic, local)—removable via Settings
• Diagnostic logs: Last 200 entries in circular buffer (local)—removable via Settings
• Cascade telemetry (opt-in, local): Counters in chrome.storage.local — never transmitted. Resettable via the "Clear" button in the popup.
• usage_logs (Supabase): The usage record (user_id, operation, date and time, audio length, provider and model, status and cost) is kept for 40 days and deleted by an automatic daily routine (40, and no less, because the monthly quota needs to see the whole month). No content, and no personal data beyond your account identifier.
• JWT session: Stored in chrome.storage.local until logout or refresh-token expiration (~30 days). We chose local over session to avoid forcing a re-login every time Chrome opens — Supabase RLS is the primary defense layer.
• Scheduled messages and reminders: since extension version 3.16.32, the text, recipient and times stay only in the browser where they were created — which is why they do not appear on other computers or in the dashboard. Our servers keep only the sending log (date and time of each send, with no content or recipient) and the anti-duplicate code for each send, deleted after 30 days. Copies from earlier versions are deleted when the extension updates and, permanently, on 2026-10-15.
• Conversations with the site assistant: questions asked to the Help Center assistant are recorded to measure whether it answers well and to curb abuse. Do not use that field for sensitive data. If you fill in the chat contact card (name, e-mail and, optionally, phone) and tick that you want a reply, we keep it only to reply to you — never for advertising, never shared with third parties. Filling it in is optional: the assistant answers just the same without it. These contacts are deleted automatically after 12 months, and sooner at any time if you ask at [email protected].
• Account data: Retained while the account is active; erased instantly when you delete the account from the dashboard (Section 6). Payment records remain anonymized for the tax-retention period.
• BYOK keys: Until you remove them or clear extension data
• Processed audio: Discarded immediately after transcription (never stored)

10. Minors

ZapVox is not intended for children under 13 years of age. We do not intentionally collect data from children. If you believe a minor has provided data, please contact us for immediate removal.

11. Chrome Web Store Limited Use Disclosure

ZapVox complies with the Chrome Web Store's Limited Use policy:

• Permitted use: Data collected is used exclusively to provide and improve the features described in this policy (transcription, translation, summary).
• No advertising: Your data is never used for personalized advertising, retargeting, or ad targeting.
• No data sales: Your data is never sold, licensed, or shared with third parties for commercial purposes.
• No human access: No employee or contractor accesses your personal data except in case of legal obligation or with your explicit consent.
• Limited transfers: Data is only transferred to the subprocessors listed in Section 8, exclusively to provide extension features.

11-A. Distribution through extension stores (Chrome, Edge and Firefox)

ZapVox is distributed through the Chrome Web Store (Google), Microsoft Edge Add-ons and Firefox Add-ons (Mozilla). To publish and update the extension we send those stores the program package. Mozilla additionally requires the extension's source code, because the package is minified — this is a mandatory condition to publish there, applied to every extension in that situation, and the material is used only by Mozilla's review team, under confidentiality.

What the stores NEVER receive, under any circumstance:

• Audio, transcriptions, translations, summaries or any content from your conversations.
• Your name, e-mail, plan, usage history or any account data.
• Your API keys (BYOK) — they stay encrypted in your browser only and never leave it, neither to us nor to third parties.
• Your glossary, scheduled messages, reminders or settings.

What we send is the program, not your data. Source code describes how the extension works; it does not — and could not — contain any user's information. This section does not change any commitment in Sections 7 and 11: data transfers remain limited to the subprocessors listed there.

12. Changes to This Policy

We may update this policy periodically. Significant changes will be communicated via notification in the extension or in the changelog. The last updated date will always be visible at the top of this page.

13. Contact

For questions, data requests, or to exercise your rights:

Email: [email protected]

Developer: Diegomaier Nunes Neri

Related documents: Terms of Service

In-app feature notices

To suggest features you haven't used yet (and avoid repeating ones you already use), the extension looks only at which features you have already used — a signal that already exists in your account. These notices collect no new data and never use the content of your messages or audios. You can turn them off in Settings → What's new.

AI providers: who receives what, training and retention

Audio sent for cloud transcription is processed by one of the AI subprocessors listed in Section 8 — Groq, Google (Gemini), Cloudflare (Workers AI) or OpenAI. Which one handles each request depends on availability and on the feature used, is decided by us and may change without notice; the list does not — it only changes with an update to this Policy. Google (Gemini) may receive the audio, not only the text. Translation, summary and sentiment analysis are handled by Groq, Google (Gemini) or Cloudflare. In BYOK mode, processing happens directly at your own key's provider (Groq or OpenAI), without passing through us.

Model training. ZapVox does not use your content to train artificial-intelligence models. When each provider was contracted, its terms then in force stated that content sent through the API is not used to train models. Those terms belong to the providers and may change without our involvement; we review the list and the conditions periodically and update this Policy when something changes.

Retention by providers. We store neither the audio nor the text. Each provider follows its own retention policy: some may keep the content for a limited period, of up to 30 days, for security and abuse prevention, under their own rules. That period belongs to the provider, not to us, and is stated in each provider's policy (links in Section 8).