ZCup Privacy Policy

ZCup is a service companies use so their staff can order tea, coffee and supplies from the office pantry. Your company decides to use ZCup and manages your account. This policy explains what the app stores and why.

What we store

• Your account: name, work email, department, extension or mobile number, usual office or desk, and a hashed (unreadable) password.
• Your orders: what you ordered, the options you chose, where to deliver it, any note, and when each step happened.
• Activity log: sign-ins (with the network address they came from), orders and changes made in the app, so your company's admins can see who did what and when.
• Notification address: if you turn on notifications, a device token so the app can tell you when your order is on the way.

Each company is kept separate

Many companies use the same ZCup service, but each company's accounts, orders, menu and logs are kept apart. People in one company can never see another company's data.

Voice ordering

When you tap Speak, your voice is recorded only until you tap the button again. If your company's ZCup uses AI hearing, the recording is sent to OpenAI's speech service to be turned into text, and the text may be sent to Anthropic (Claude) to work out the drinks and options. Recordings are not stored by ZCup, and these services are used only to read your order. Without AI hearing, your phone's own speech service (Apple or Google) turns your voice into text.

Face ID and fingerprint

The app can ask for Face ID, Touch ID or your fingerprint when it opens. This check happens entirely on your phone. ZCup never receives or stores any biometric data.

Who can see your data

Pantry (kitchen) staff at your company see your name, department, extension and orders so they can deliver them. Your company's ZCup admins can see and manage accounts, order history and the activity log. The ZCup service operator can see company-level information (company name, number of users and orders, billing) but not your orders. Your data isn't sold or shared with anyone else.

How long we keep it

Orders are kept for reports until an admin deletes them. The activity log is kept for up to a year. Your account stays until you or an admin delete it. If your company stops using ZCup, its data is deleted.

Security

Connections are encrypted (HTTPS). Passwords are stored hashed. Accounts lock for 15 minutes after repeated wrong passwords, and admins can turn on two-step sign-in with an authenticator app.

Deleting your account

In the app, open the account menu (your initials at the top) and choose Delete my account. Your account is deleted straight away; past orders stay in reports as "Deleted user". You can also ask your company's ZCup admin to delete it.

Contact

Questions about your data: contact your company's IT team or ZCup admin.