Privacy Policy

What Zaqven does

Zaqven is a workspace for small businesses that reads the messages and documents you connect — email, social media conversations, WhatsApp, and uploaded contracts — to organise them, flag contract deadlines, and draft replies with AI assistance. Everything below follows from that job: we process the data you connect so the product can do what you asked it to do, and nothing else.

Information we collect

• Account details — username, email address, and a password hash (never the password itself), or your Google account identity if you sign in with Google.
• Content you connect — email messages and attachments from mailboxes you link (Outlook, Gmail, or IMAP), messages and comments from social accounts you link (Facebook, Instagram, WhatsApp), and documents you upload.
• Workspace activity — contracts and deadlines extracted from your documents, replies drafted and sent, team chat within your workspace, and settings you choose.
• Technical basics — log and device information needed to run and secure the service.

How we use it

• To provide the service you signed up for: syncing the accounts you connected, detecting contracts and deadlines, organising conversations, and preparing AI-assisted drafts that you review.
• To secure accounts — verification codes, session management, and abuse prevention.
• To send the emails you asked for, such as deadline reminders and sign-in codes.

We do not sell your data, use it for advertising, or use it to train AI models.

Google user data — Limited Use

Zaqven's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Gmail data is used only to display your mailbox inside your workspace, detect contract-related messages and attachments, and send replies you individually approve. Gmail data is never used for advertising, never sold, never used to train AI models, and never read by a human at Zaqven except with your explicit permission for support, for security, or where required by law.

AI processing

Messages and documents in your workspace are processed by AI providers (currently OpenAI) to classify messages, extract contract terms, and draft replies. These providers process the content to provide the feature and do not use it to train their models. AI-generated drafts are suggestions for your review; documents generated from templates are not legal advice.

Who processes data for us

Zaqven runs on carefully chosen service providers, each processing data only to provide their function: Vercel (hosting), Neon (database), Cloudflare (file storage), OpenAI (AI processing), Resend (email delivery), Inngest (background jobs), and — only for the channels you connect — Microsoft, Google, Meta (Facebook, Instagram, WhatsApp), ElevenLabs (voice), and SignWell (e-signatures).

Security

Connection credentials — OAuth tokens and mailbox passwords — are encrypted at rest with keys held outside the database. Passwords are stored only as salted scrypt hashes. Every sign-in path requires either a one-time email code or your Google account's own verification. Workspace data is isolated per tenant, enforced in the database itself with row-level security.

Retention and deletion

Your data stays as long as your workspace does. You can disconnect any mailbox or social account at any time (we stop syncing and delete our stored credentials), delete individual documents and contracts, or delete your entire workspace or account from Settings — deletion removes the underlying data, including stored files.

Your rights

Depending on where you live, you may have rights to access, correct, export, or erase your personal data. Email us and we will honour them: support@zaqven.com.

Changes

If this policy changes materially, we will note the new date at the top and, for significant changes, tell you in the product or by email.