Terms of Service

1. Who we are and what this agreement includes

The Service is provided by the following company:

Legal name

[Legal company name]

Commercial Registration

[CR number]

VAT number

[VAT number]

Registered address

[Registered address, Riyadh, Saudi Arabia]

Email

privacy@heyzaps.com

This agreement consists of these Terms together with our Privacy Policy, our Subscription, billing and refunds policy, our Data Processing Addendum, and any order form or written agreement signed by both parties (an “Order Form”).

If these documents conflict, the following order applies: (1) a signed Order Form; (2) the Data Processing Addendum, for matters concerning personal data; (3) these Terms; (4) our other policies.

2. Business customers only

The Service is offered only to businesses, government bodies and other organisations for their business purposes. It is not offered to consumers acting for personal, family or household purposes.

The person who signs up warrants that they are at least 18 years old, that they are authorised to accept these Terms on behalf of the Customer, and that the information given at sign-up (including the company's name and details) is true and complete. If that person is not so authorised, they must not sign up.

3. Workspaces, administrators and users

On sign-up the Customer receives its own workspace with a unique address and an administrator account. Administrators may invite employees and contractors of the Customer to use the Service (“Authorised Users”) and assign them roles and permissions.

• Each Authorised User must have their own account. Sign-in credentials are personal and must not be shared, and one paid user seat may not be shared between several people.
• The Customer is responsible for the acts and omissions of its Authorised Users and for keeping the list of users up to date, including removing access promptly when someone leaves.
• Administrators must protect their accounts with multi-factor authentication when the Service requires it, and all users must keep their passwords secure.
• The Customer must tell us without delay at support@heyzaps.com if it suspects any unauthorised access to its workspace. We may require password resets or temporarily lock accounts to protect the Service.

4. The Service

The Service includes field-sales and customer-relationship tools (companies, contacts, deals, meetings and visits, follow-ups), attendance and leave, departments and requests, quotations, orders and invoicing including ZATCA-compliant e-invoicing, and AI assistance. The features available depend on the plan the Customer subscribes to (currently Lite or Pro).

We continuously improve the Service and may add, change or retire features. We will not materially reduce the core functionality of the Customer's plan during a period the Customer has already paid for; if we retire a significant feature we will give reasonable advance notice.

Features marked as beta, preview or early access are provided for evaluation, may change or be withdrawn, and are excluded from any commitments in these Terms. The mobile apps are distributed through the Apple App Store and Google Play, whose own terms also apply to their download and use.

5. Subscription, free trial and payment

The full rules are set out in our Subscription, billing and refunds policy. In summary:

• Fees are charged per active user per billing period, according to the Customer's plan (Lite or Pro) and billing interval (monthly or yearly).
• Prices are shown exclusive of value added tax. VAT at the applicable rate (currently 15% in the Kingdom of Saudi Arabia) is added and shown at checkout and on every invoice.
• New workspaces start with a 14-day free trial. A payment card must be saved at sign-up; it is charged when the trial ends unless the subscription is cancelled before then.
• Subscriptions renew automatically at the end of each billing period for the same interval, and the saved payment method is charged at each renewal, until cancelled.
• Users added during a period, and upgrades from Lite to Pro, are charged immediately on a pro-rata basis for the rest of the period. Downgrades take effect at the end of the current period.
• We may change our prices by giving at least 30 days' notice. A new price applies from the Customer's next renewal after the notice period.

Payments are processed by our payment service provider. We do not store full card numbers. We issue tax invoices in accordance with the requirements of the Zakat, Tax and Customs Authority (ZATCA).

6. Late payment

If a payment fails or an invoice is not paid when due, we will send reminders to the workspace's administrators and retry the payment. If an invoice remains unpaid 14 days after its due date, the workspace is suspended: users cannot use the Service, but administrators can still sign in to update the payment method and pay. Access is restored promptly once payment is received.

If the amount remains unpaid after suspension, we may terminate the subscription in accordance with section 18 after giving further written notice. Amounts owed remain payable after suspension or termination.

7. Customer data

“Customer Data” means all data and content that the Customer and its Authorised Users submit to the Service, including records about the Customer's employees, clients and contacts. As between the parties, the Customer owns all Customer Data.

The Customer grants us a limited, non-exclusive licence to host, copy, process, transmit and display Customer Data only as needed to provide, secure and support the Service for the Customer, to prevent or address technical or security problems, and as required by law.

We do not sell Customer Data, we do not use it for advertising, and we do not use it to train artificial intelligence models. We may use aggregated and de-identified information about how the Service is used (which does not identify the Customer or any individual) to operate and improve the Service.

Where Customer Data includes personal data, we process it as the Customer's processor under our Data Processing Addendum.

8. The Customer's responsibilities

The Customer is responsible for:

• Using the Service only for lawful purposes and in accordance with these Terms and all laws that apply to the Customer, including labour, data-protection, tax and anti-spam laws.
• The accuracy and completeness of the data it enters, including tax and e-invoicing data such as VAT and Commercial Registration numbers, addresses, prices, discounts and tax categories. The Service generates invoices from the data provided; the Customer remains responsible for its own tax compliance and for reviewing documents before issuing them. The Service does not provide tax, accounting or legal advice.
• Having a lawful basis for the personal data it puts into the Service, giving the required notices to the people concerned, and obtaining any consent the law requires — in particular each employee's consent for location tracking and attendance features where required, and the consent of participants before meetings are recorded or transcribed.
• Using the AI features responsibly, as described in section 10, and having a person review AI output before relying on it.
• Keeping its accounts secure and managing its user seats, roles and permissions.

9. Attendance and location features

Attendance, check-in, visit and route features may use the precise location of an Authorised User's device. The Service is designed so that:

• location is collected only during the user's working hours or while the user is checked in, and never outside them;
• location is collected only after the user has given consent on their device (both the operating-system permission and the in-app consent), which the user may withdraw at any time;
• location collection pauses automatically on approved leave, weekends and other days off configured by the Customer;
• each user can see the location records held about them.

For these features the Customer, as the employer, is the controller of the location data and is responsible for informing its employees, for using location data only for legitimate workforce-management purposes, and for complying with applicable labour and data-protection laws. The Service must not be used for covert surveillance.

10. AI features

Some features (such as Ask Zaps, drafting replies, summarising meetings, planning follow-ups and transcribing voice notes) use artificial intelligence provided by third-party AI providers, including Anthropic (Claude). When a user uses these features, the relevant content is sent to the provider only to produce the requested result.

• AI output can be inaccurate, incomplete or out of date. It must be reviewed by a person before it is relied on, sent to third parties, or used to make decisions that affect individuals. It is not professional advice.
• We do not use Customer Data to train AI models, and our AI providers are contractually prohibited from using it to train their models.
• Voice notes are transcribed on the user's phone where the device supports it; otherwise they are transcribed by our providers on the same terms.
• The meeting note-taker joins a meeting only when a user enables it. That user must inform the other participants and obtain their consent where the law requires.

AI features must not be used to generate unlawful, deceptive, defamatory or harmful content, to impersonate others, to make solely automated decisions with legal or similarly significant effects on individuals, or to try to bypass safeguards. Reasonable usage limits may apply.

11. Email, calendar and other connections

A user may connect their own Google or Microsoft mailbox and calendar. Connected mailbox and calendar content is private to the user who connected it: it is not visible to administrators or other users unless that user chooses to share an item (for example, by logging an email to a deal). We process it only to provide features to that user, and the user can disconnect at any time.

Zaps's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data received from Microsoft APIs is used in accordance with the Microsoft APIs Terms of Use.

Third-party services that the Customer connects to the Service are governed by their own terms, and we are not responsible for them.

12. Acceptable use

The Customer and its Authorised Users must not:

• use the Service in breach of any law, or to infringe anyone's rights, including privacy and intellectual-property rights;
• upload malware or content that is unlawful, defamatory, obscene or offensive to public morals in the Kingdom of Saudi Arabia;
• send unsolicited bulk messages or spam through the Service;
• attempt to gain unauthorised access to the Service, other workspaces or our systems, or test their vulnerability without our written permission;
• copy, modify, reverse engineer, decompile or create derivative works of the Service, except to the extent the law expressly permits;
• resell, sublicense or provide the Service to third parties, or use it to build a competing product;
• interfere with or overload the Service, or access it by automated means other than our published APIs;
• remove or obscure any proprietary notices.

13. Intellectual property

The Service, including its software, design, content and trademarks, is owned by us or our licensors and protected by intellectual-property laws. Subject to these Terms and payment of the fees, we grant the Customer a non-exclusive, non-transferable right, during the subscription, for its Authorised Users to use the Service for the Customer's internal business purposes. All other rights are reserved.

If the Customer gives us suggestions or feedback, we may use them without restriction or compensation.

14. Confidentiality

Each party will keep the other party's confidential information confidential, use it only to perform this agreement, and protect it with at least reasonable care. Confidential information does not include information that is or becomes public through no fault of the receiving party, that was lawfully known to it already, that it receives lawfully from a third party, or that it develops independently.

A party may disclose confidential information when required by law or by a competent authority, after notifying the other party where lawful so that it can seek protection. These obligations continue for three years after the agreement ends, and for trade secrets and Customer Data for as long as they remain confidential.

15. Privacy and security

Our Privacy Policy explains how we handle personal data, and our Data Processing Addendum sets out our obligations when we process personal data on the Customer's behalf.

We maintain appropriate technical and organisational security measures, including encryption in transit and at rest, isolation of each customer's data at the database level, multi-factor authentication for administrators, role-based access and audit logs. We will not materially reduce the overall level of security during the subscription.

16. Availability and support

We use commercially reasonable efforts to keep the Service available 24 hours a day, 7 days a week, except for planned maintenance (which we try to schedule outside business hours in the Kingdom of Saudi Arabia and announce in advance where practicable), urgent maintenance, and events beyond our reasonable control. No service-level agreement or service credits apply unless agreed in a signed Order Form.

Support is available by email at support@heyzaps.com during business hours in the Kingdom of Saudi Arabia (Sunday to Thursday), excluding public holidays.

17. Suspension

We may suspend access to all or part of the Service: (a) for non-payment, as described in section 6; (b) if the Customer's or a user's use breaches section 12 or the law, or threatens the security, integrity or availability of the Service or other customers; or (c) if required by law or a competent authority.

We will limit any suspension to what is reasonably necessary, give notice in advance where practicable (and otherwise as soon as possible), and restore access promptly once the cause has been resolved.

18. Term and termination

This agreement starts when the Customer signs up and continues for as long as the subscription is active.

• The Customer may cancel at any time from the administration console. Cancellation takes effect at the end of the current paid period, and no further charges are made after that.
• Either party may terminate this agreement by written notice if the other party materially breaches it and does not cure the breach within 30 days of receiving notice, or immediately if the other party becomes insolvent, enters liquidation or ceases business.
• We may terminate immediately for serious or repeated breaches of section 12, or as described in section 6 for unpaid amounts.
• We may discontinue the Service by giving at least 90 days' notice, in which case we refund any prepaid fees for the period after termination.

When the agreement ends, access to the Service ends. Administrators can export Customer Data for 30 days after termination; after that, Customer Data is deleted from our live systems and removed from backups within a further 90 days, unless the law requires us to keep it. Fees owed up to termination remain payable. Sections 7, 13, 14, 19 to 21, 24 and 25, and any other provisions that by their nature should survive, survive termination.

19. Warranties and disclaimers

Each party warrants that it has the authority to enter into this agreement. We warrant that the Service will perform materially as described in its documentation. If it does not, the Customer should tell us; we will use reasonable efforts to correct the problem, and if we cannot do so within a reasonable time, either party may terminate the affected subscription and we will refund prepaid fees for the remaining period. This is the Customer's sole remedy for breach of this warranty.

Except as expressly stated in these Terms, and to the extent permitted by law, the Service is provided “as is” and “as available”. We do not warrant that the Service will be uninterrupted or error-free, that AI output or device location will be accurate, or that use of the Service alone will satisfy the Customer's legal, tax or regulatory obligations.

20. Limitation of liability

To the extent permitted by law, neither party is liable to the other for any indirect, incidental, special or consequential loss, or for any loss of profits, revenue, business, goodwill or anticipated savings, however caused.

To the extent permitted by law, each party's total aggregate liability arising out of or in connection with this agreement is limited to the fees paid and payable by the Customer for the Service in the 12 months before the event giving rise to the claim.

These limits do not apply to the Customer's obligation to pay fees, to either party's indemnity obligations, or to liability for fraud, gross negligence or wilful misconduct, or any other liability that cannot be limited or excluded under applicable law.

21. Indemnities

We will defend the Customer against any third-party claim alleging that the Service, as provided by us, infringes that third party's intellectual-property rights, and pay the damages and costs finally awarded or agreed in settlement. If such a claim arises, we may modify the Service, obtain a licence, or terminate the affected subscription and refund prepaid fees for the remaining period. We have no obligation for claims arising from Customer Data, third-party services, or use of the Service in breach of this agreement or in combination with items we did not provide.

The Customer will defend us against any third-party claim arising from Customer Data, from use of the Service in breach of the law or of section 12, or from the Customer's failure to give notices or obtain consents it is responsible for (including for location tracking and meeting recording), and pay the damages and costs finally awarded or agreed in settlement.

The party seeking defence must notify the other promptly, give it control of the defence and settlement (no settlement may impose obligations on the indemnified party without its consent), and provide reasonable cooperation.

22. Changes to these Terms

We may update these Terms from time to time. The version and date at the top of this page show when they last changed. We will give at least 30 days' notice of material changes by email to the workspace's administrators and in the Service. Changes required by law, or relating to new features, may take effect sooner.

If the Customer does not agree to a material change, it may cancel before the change takes effect. Continued use of the Service after the effective date means the Customer accepts the updated Terms.

23. General

• Force majeure: neither party is liable for delay or failure to perform caused by events beyond its reasonable control, such as natural disasters, epidemics, war, civil unrest, government action, or failures of public utilities or telecommunications networks. This does not excuse payment obligations.
• Assignment: the Customer may not assign or transfer this agreement without our prior written consent. We may assign it to an affiliate or to a successor in a merger, acquisition or sale of assets, with notice to the Customer.
• Entire agreement: this agreement is the entire agreement between the parties regarding the Service and supersedes all prior discussions. Purchase-order terms issued by the Customer do not apply.
• Severability and waiver: if any provision is found invalid, the rest remains in force. A failure to enforce a right is not a waiver of it.
• Notices: we send notices to the administrators' email addresses and through the Service. The Customer sends notices to privacy@heyzaps.com for legal and privacy matters, or to support@heyzaps.com for everything else.
• Relationship: the parties are independent contractors. No third party has rights under this agreement.
• Publicity: we will not use the Customer's name or logo in our marketing without its permission.

24. Governing law and disputes

This agreement is governed by the laws of the Kingdom of Saudi Arabia. The parties will first try to resolve any dispute through good-faith negotiation for 30 days. Unless otherwise agreed in a signed Order Form, any dispute that is not resolved will be referred to the competent courts in Riyadh, Kingdom of Saudi Arabia.

25. Language

These Terms are published in Arabic and English, and both versions are intended to have the same meaning. If there is any inconsistency between them, the Arabic version prevails before the courts and authorities of the Kingdom of Saudi Arabia and wherever applicable law requires it; in all other cases the two versions are to be read together to give effect to their common intention.

26. Contact

Questions about these Terms can be sent to privacy@heyzaps.com. For help with the Service, write to support@heyzaps.com or see our contact page.