Privacy Policy

Last updated 13 October 2026

Last updated: 13 October 2026

This Privacy Policy explains how ZaxSocial ("we", "us") collects, uses, shares and protects personal data when you use ZaxSocial, our AI assistant for WhatsApp and Telegram customer messaging, available at https://app.zaxsocial.cloud/. If you have questions, write to support@zaxsocial.cloud.

Who we are

ZaxSocial is operated by ZaxSocial, [address]. For the account data you give us and for the way we run the service, we are the data controller. For the messages your customers send to your business, we act as your data processor (see "You as controller of your customers' data" below).

What we collect

• Account data: your name, email address, password (stored only as a secure hash), phone number, time zone, country and display currency.
• Business profile: your business name, category and the instructions and knowledge files you give the AI assistant.
• Connected channel data: when you connect WhatsApp (through Meta's WhatsApp Business Platform) or a Telegram bot, we receive the identifiers of your business account, number or bot, and access tokens. We also receive the messages, voice notes, photos and documents your customers send to your business and the replies sent from ZaxSocial. We process this customer content on your behalf to show it to you and, when you turn it on, to generate AI replies.
• Payment metadata: when you buy an AI plan or top up your wallet, our payment provider Flutterwave processes your payment. We receive the transaction reference, amount, currency, status and payment type. We never receive or store your full card number.
• Device and app data: browser and device type, app version, whether the app is installed, approximate country from your IP address, sign-in times and, if you send them, error reports.
• Cookies and local storage: see our Cookie Policy.

How we use it

• to create and secure your account and keep you signed in;
• to connect your channels, deliver messages and keep your inbox in sync;
• to generate AI replies and transcribe voice notes when you turn these features on;
• to process payments, issue receipts and manage your plan and wallet;
• to send service notifications (new messages, payments, support replies, security alerts) by push and email, following your notification settings;
• to provide support, investigate problems and prevent abuse, fraud and spam;
• to produce aggregate statistics about how the service is used, without reading message content;
• to meet our legal, tax and accounting obligations.

We rely on the performance of our contract with you, our legitimate interest in running a secure and reliable service, your consent where we ask for it (for example push notifications or sharing diagnostics with support), and legal obligations.

AI processing

When AI replies are on, the latest messages of a conversation, your instructions and relevant parts of your knowledge files are sent to OpenAI to generate a reply. OpenAI acts as our processor and handles this data under its API data usage policy; API data is not used to train OpenAI's models by default. We do not use your or your customers' messages to train AI models. AI-generated replies can contain mistakes. You stay in control: you can turn AI off for any channel or conversation and take over at any time.

Sharing

We share personal data only with service providers that help us run ZaxSocial, under contracts that protect it:

• Meta Platforms (WhatsApp Business Platform / Cloud API) to send and receive WhatsApp messages;
• Telegram to send and receive messages through your bot;
• OpenAI to generate AI replies and transcriptions;
• Flutterwave to process payments;
• our hosting provider, which stores the service and its data.

We do not sell personal data. We may disclose data when the law requires it or to protect the rights and safety of our users and the public.

You as controller of your customers' data

The messages your customers send to your business belong to your business. You decide why and how they are processed, and you are responsible for having a lawful basis to contact your customers, for answering their privacy requests and for following WhatsApp's and Telegram's policies. We process this content only to provide ZaxSocial to you, under your instructions.

Retention

• Account and business data: while your account is open.
• Conversations and media: while your account is open, unless you or an administrator set a shorter media retention period, or you delete them.
• Diagnostic logs: about 30 days.
• Payment and wallet records: kept for accounting and tax purposes for up to 6 years, in pseudonymised form after account deletion.
• Security audit records: up to 12 months.

Security

Access tokens and API keys are encrypted at rest. All traffic uses HTTPS. Access to your data inside ZaxSocial is restricted to you; our administrators can read conversation content only when a support investigation requires it, and every such access is logged.

Your rights

You can access, correct and export your data, and delete your account:

• Access and export: Settings › Security › Download my data gives you a ZIP file with your data in JSON and CSV.
• Correction: update your details in Settings › Account.
• Deletion: follow the Data deletion instructions.

You can also object to or ask us to restrict certain processing, and withdraw consent at any time. Write to support@zaxsocial.cloud. If you are in Nigeria, the Nigeria Data Protection Act 2023 gives you these rights, and you may complain to the Nigeria Data Protection Commission. Wherever you live, you may contact your local data protection authority.

Children

ZaxSocial is a business tool and is not intended for anyone under 18. We do not knowingly collect data from children.

International transfers

Some of our providers process data outside Nigeria. When data leaves Nigeria, we rely on appropriate safeguards such as contractual protections and the providers' security commitments.

Changes

We may update this policy. We will change the "Last updated" date and, for important changes, tell you in the app or by email before they take effect.

Contact

ZaxSocial [address] Email: support@zaxsocial.cloud