Privacy Policy for ZentraSnap

Client Portal: accounts, sharing and communications

Account types and access. Professional accounts support accounting, bookkeeping, tax, lending, financial advice and other authorised document work. Professional is an account label, not a certification of identity, qualifications or regulatory status. Professional accounts may use bank-statement, legacy reconciliation and invoice/receipt extraction with available credits without a paid subscription. An active paid Professional subscription is required for Client Portal features and new Professional file storage. Each Professional account can have up to 20 clients, including pending access requests. Cancelled, declined, expired, revoked, blocked or removed connections do not use a client slot. Client accounts are free, have a separate 1 GB (1,000,000,000-byte) total allowance and do not include extraction tools. Pending uploads and items in Trash count towards the allowance.

Access requests. A paid Professional can request access to an existing Client account using its email address. ZentraSnap does not provide a public client directory. The client is shown the requesting professional’s name, contact email and practice name where available. Access requires acceptance while signed in to the intended Client account; receiving or opening an email alone grants no access. Requests expire after seven days and may be cancelled or declined. Clients can block further requests and later unblock the professional. Unblocking does not itself restore access.

What approval shares. Approval covers all existing and future files in the client workspace, rather than only an individual folder. Multiple named professionals may be approved separately. Approved professionals with active paid access can browse folders, search, preview, download files and folder ZIPs, and extract supported documents. They cannot upload into, rename, move or delete the client’s originals. They can see available client profile information: name, email address, profile picture, selected country, contact phone number and last sign-in date. Profile information is supplied by the account or authentication provider and may be incomplete. Clients should approve only intended recipients; professionals must use shared information only for authorised purposes and protect copies they obtain.

Working copies and revocation. Extracting a client document uses the professional’s credits. Working copies and results are held in the professional’s workspace under its storage and retention rules and are not automatically shared back with the client. Clients can revoke access; this blocks subsequent authorised retrieval through ZentraSnap. Subscription expiry also suspends the professional’s shared-client access and ability to send new requests. Neither action can recall information already loaded in a browser, downloaded, emailed or copied into a professional’s workspace. Removing a client from a professional’s list ends that connection and clears that professional’s notes; it does not delete the client’s account or originals. These service-access rules do not transfer ownership of documents or determine either party’s data-protection role.

Professional notes. Professionals can save up to 500 characters of notes in a client profile. Notes are stored in the service and are not shown to the client or other professionals through the ordinary interface. They may contain personal data and remain subject to applicable access, correction and deletion rights. The professional should include only information necessary for the authorised work. Revoking access does not itself erase the notes; removing the client from that professional’s list or deleting either participating account clears those notes from active records. Applicable recovery-history rules still apply.

Email requests. An approved paid Professional can send a general or document request from the client profile, with a required title and message and an optional due date. The subject identifies the professional by name or email and includes the request title; the message and any due date are included in the email body. Replies are directed to the professional’s contact email and are handled by the parties’ email providers, not stored as new conversations in ZentraSnap. The form does not attach original documents. A queued request is not proof of delivery or that the client has read it. The sender is responsible for the recipient, message contents and lawful use of the email facility. Service emails must not be used for unsolicited marketing or harassment.

Notifications and delivery providers. Access requests and other supported account events may generate in-app notices and service emails. Opening the notification panel marks the listed notices as read; this does not establish that the underlying request has been completed. Resend (Plus Five Five, Inc.) delivers these emails and processes sender and recipient addresses, sender identity, subject, message body, optional due date, invitation or service links and delivery information as needed. Personal or financial information entered into a request is included in the email sent to Resend and the recipient’s mail provider. See Resend’s data-processing terms. EU document storage does not mean that authentication or email processing takes place exclusively in the EU.

Portal records and retention. ZentraSnap processes account type, country, contact details, email-verification status, access requests and decisions, notes, request-delivery records, notifications and limited security events. In-app notifications are scheduled for deletion after 90 days, email-queue and delivery records after 30 days, and portal audit events after one year. Cleanup is asynchronous. Queued email contents are encrypted server-side and cleared following successful delivery or cancellation of the queued request; an undelivered payload can remain until queue cleanup. Invitation tokens are stored as hashes. Access-relationship and blocking records remain as needed to operate the relationship and honour access decisions, subject to account deletion and valid deletion requests.

Deletion and retained copies. Account deletion revokes relationships, clears the deleted account’s profile and relevant notes from active portal records, and initiates file cleanup. Historical in-app communications, if present from earlier versions, remain subject to their existing access and deletion rules; account deletion removes the deleted user’s authored reply text and attachment references. Other participants may retain their own records. Emails already delivered and downloaded or independently retained working copies cannot be recalled through account deletion. The separate retention rules for Files, Recent extractions, infrastructure recovery history, legal records and email providers continue to apply.

Data-protection responsibilities. Account types do not determine the parties’ legal roles. ZentraSnap acts as controller for account administration, security and service-operation information as described in the Privacy Policy. Providing the requested account and sharing functions relies on performance of the relevant service contract where applicable; proportionate security and abuse prevention rely on legitimate interests, and mandatory records on legal obligations. Where ZentraSnap processes documents, professional notes or request contents on a customer’s behalf, the DPA applies. A client’s approval is an access instruction, not a substitute for the lawful basis, authority or privacy notices needed for the parties’ processing. Professionals remain responsible for their subsequent use of shared information.