Privacy Policy

2. What data we collect and why

We collect personal data through two main channels: the contact form on our website, and direct communication (email, phone, WhatsApp).

2.1 Contact form submissions

When you fill in the contact form on our website, we collect your name, email address, and (if provided) your phone number and a message. We use this to respond to your enquiry and, if you proceed to engage us, to set up and deliver the service you requested.

Legal basis: Legitimate interest (responding to an inbound enquiry) and, if a contract follows, performance of that contract.

2.2 Business data shared during service delivery

During a Workflow Walkthrough or an assistant setup, you may share business information with us — customer messages, pricing data, staff names, internal processes. We use this only for the purpose of delivering the service and do not share it with third parties. It is treated as confidential from the moment we receive it.

Legal basis: Performance of contract; where sensitive data is involved, explicit consent obtained before collection.

2.3 Website analytics

We may use analytics tools (such as Google Analytics) to understand how visitors use our website. This data is aggregated and does not identify individual users directly. It covers pages visited, time on site, and general location (country level).

Legal basis: Legitimate interest (improving the website). You can opt out by declining analytics cookies when the cookie banner appears.

2.4 Data retention

• Contact form submissions: 12 months from initial contact, or 12 months from the end of any service engagement, whichever is later.
• Business data shared during a Walkthrough: deleted within 30 days of delivering the written map, unless an ongoing engagement continues.
• Business data held for the Care Retainer: held while the retainer is active and deleted within 30 days of the retainer ending. Your configuration is handed over in full before deletion.
• Analytics data: subject to the retention settings of the analytics provider (typically 26 months for Google Analytics).

3. How we use your data

• To respond to enquiries submitted through our website or sent directly.
• To deliver the service you engaged us for (Workflow Walkthrough, assistant setup, or Care Retainer).
• To send service-related communications (session confirmation, document delivery, monthly notes for retainer clients).
• To understand website usage in aggregate, so we can improve the site.

We do not sell personal data. We do not use personal data for marketing to third parties. We do not send unsolicited marketing emails.

3.1 Third-party services

We may use the following third-party services in running the website and delivering services. Each has its own privacy policy:

• Google Analytics — website traffic analysis (anonymised)
• Google Maps — location display on the homepage (no personal data shared)
• Email hosting provider — for business email communications

4. How we protect your data

• Website connections are encrypted via HTTPS/TLS.
• Business data shared with us is stored on access-controlled systems. Staff who do not need it for the engagement cannot access it.
• Customer message histories shared for assistant setup are held only for the duration of the setup and deleted promptly after.
• If we become aware of a data breach that affects your personal data, we will notify you within 72 hours of becoming aware of it, along with a description of what happened and what we are doing about it.

5. Cookies

Our website uses cookies to keep it working and to understand usage. When you first visit, a banner asks for your consent for non-essential cookies. Essential cookies (needed for the site to function) are always active.

For full details on the cookies we use and how to manage them, see our Cookie Policy.

6. Your rights

Under Malaysia's Personal Data Protection Act 2010, you have the following rights in relation to personal data we hold about you:

• Access: You can ask us to confirm whether we hold personal data about you and to provide you with a copy of that data.
• Correction: You can ask us to correct personal data that is inaccurate or incomplete.
• Withdrawal of consent: Where we rely on consent to process your data, you can withdraw that consent at any time. This does not affect the lawfulness of processing before withdrawal.
• Limitation: You can ask us to stop using your data for specific purposes, such as analytics, while keeping it for others (such as delivering a service already in progress).
• Erasure: You can ask us to delete personal data we hold about you, subject to our legal retention obligations.

To exercise any of these rights, write to [email protected]. We will respond within 21 days.

If you believe we have handled your data incorrectly, you can lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP): www.pdp.gov.my.

7. Links to other websites

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites. We recommend reading their privacy policies before sharing personal data with them.

8. Children

Our services are directed at business owners and staff. We do not knowingly collect personal data from anyone under 18 years of age. If we become aware that we have done so, we will delete it promptly.

9. Changes to this policy

We may update this policy from time to time. If we make changes that affect your rights or how we use your data in a material way, we will update the "Last updated" date at the top of this page. Continued use of the website after an update constitutes acceptance of the revised policy.

10. Contact

Data controller: Titian Works, 27-2 Jalan Sultan Ismail, 50250 Kuala Lumpur, Malaysia.