Privacy Policy

1. Who we are

ZapLedger (“ZapLedger”, “we”, “us”) turns the messages in your WhatsApp group into day-to-day bookkeeping records using artificial intelligence. This policy applies to the ZapLedger service and to the ZapLedger pages on www.slc.systems.

The data controller responsible for your personal data is SLC Systems. For any privacy question or request, contact us at hello@slc.systems. By using ZapLedger, you accept the processing of your data as described in this policy.

2. Scope of this policy

This policy covers: (a) the messages and data processed to run the ZapLedger service; (b) the information you give us when you join the waiting list or contact us; and (c) basic, privacy-friendly analytics on our website. It does not cover third-party services you reach through links, which have their own policies.

3. Data we collect

We collect only what is needed to provide and improve the service:

• WhatsApp group messages — the text you and your group members write (for example, “today’s sales 380”), processed to generate bookkeeping records.
• Receipt photos (optional) — images you choose to send for automatic reading (OCR).
• Phone number — the number linked to your WhatsApp group, used to identify the account and send summaries.
• Business data — business name, sector, and the summary of income, expenses, and outstanding “store credit” derived from your messages.
• Waiting-list data — if you join the waiting list, the name, WhatsApp number, and business type you submit, plus an optional city and email.
• Technical and billing data — the minimum needed to run the subscription. Payments are handled by our payment provider; we never store your full card number.

We do not process special categories of data (such as health, religion, or political opinions), and we do not use your data for advertising or profiling.

4. How and why we use your data

We use your data for the following purposes:

• Interpret your group messages with AI and turn them into bookkeeping records (income, expenses, store credit, and summaries).
• Read receipt photos and extract the relevant amounts automatically.
• Send weekly and monthly summaries and reminders of outstanding amounts to your group.
• Provide the web dashboard, reports, and export of your data.
• Manage the waiting list and contact you about early access.
• Run the subscription, provide support, and keep the service secure and free of abuse.

5. Legal bases

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:

• Performance of a contract (Art. 6(1)(b)) — processing your messages and account data to deliver the service you signed up for.
• Consent (Art. 6(1)(a)) — sending and processing receipt photos, and joining the waiting list; you can withdraw consent at any time.
• Legitimate interests (Art. 6(1)(f)) — keeping the service secure and preventing fraud and abuse, balanced against your rights.
• Legal obligation (Art. 6(1)(c)) — retaining certain billing records where the law requires it.

6. Artificial intelligence and automated processing

ZapLedger uses AI to read your messages and suggest bookkeeping entries. This is automated processing, but it does not produce legal or similarly significant effects about you: the records are drafts you review, edit, and control. We do not make solely automated decisions of the kind covered by Article 22 GDPR, and you can always reach a human at our contact address.

7. Who processes your data

To run the service we use carefully selected providers that process data on our behalf, under contract and our instructions:

Your use of WhatsApp is also subject to Meta’s own terms and privacy policy. We do not sell, rent, or trade your personal data; it is disclosed only where required by law, court order, or a competent authority.

8. International transfers

AI processing of messages takes place in the European Union. Some providers (for example, hosting and storage) may process data in the United States. Whenever data leaves the European Economic Area, we rely on appropriate safeguards — in particular the Standard Contractual Clauses approved by the European Commission.

9. How long we keep your data

• Receipt photos are deleted automatically within 7 days of processing.
• Bookkeeping records are kept while your subscription is active and deleted on request.
• Waiting-list data is kept until launch or until you ask us to remove it, whichever comes first.
• After cancellation, we export your data on request and delete account data within a reasonable period, unless the law requires us to keep it.

10. Security and data breaches

We apply appropriate technical and organisational measures — encryption in transit (TLS/SSL), access controls, and data minimisation. No system is completely secure, so we cannot guarantee absolute security. If a personal-data breach is likely to affect your rights, we will notify the competent authority and, where required, you — without undue delay and, where feasible, within 72 hours of becoming aware.

11. Your rights

Under the GDPR you have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete data;
• Erase your data (the “right to be forgotten”);
• Restrict or object to processing;
• Data portability — receive your data in a structured, machine-readable format (for example, Excel);
• Withdraw consent at any time, without affecting processing already carried out.

To exercise any of these rights, email us at hello@slc.systems. We respond within one month. You also have the right to lodge a complaint with your local supervisory authority (in Portugal, the CNPD; in Spain, the AEPD; in Brazil, the ANPD).

12. Cookies and language preference

Our website uses cookieless, privacy-friendly analytics (Vercel) — no tracking cookies, no individual visitor profiles, no advertising or cross-site tracking.

We use a single functional cookie, zl-locale, to remember your language choice (en, pt, br, es, or tr). It is set only when you pick a language from the switcher and is never used for tracking.

13. Children

ZapLedger is a professional tool for business owners and is not directed at anyone under 18. We do not knowingly collect data from minors; if you believe a minor has provided us data, contact us and we will delete it.

14. Changes to this policy

We may update this policy from time to time. We will announce material changes through the service and revise the “Last updated” date above. Continued use after a change means you accept the updated policy.

15. Contact and complaints

For any privacy question, request, or complaint, contact the data controller:

If you are not satisfied with our response, you may lodge a complaint with your local data protection authority.