Privacy Policy

Introduction

Axiom AI is committed to protecting your privacy and handling your personal data with care and transparency. This Privacy Policy explains how we collect, use, protect, and manage personal information in accordance with the Malaysian Personal Data Protection Act 2010 (PDPA) and other applicable regulations.

By using our services or providing us with your personal information, you consent to the practices described in this policy. We encourage you to read this document carefully.

For any questions regarding this Privacy Policy or our data practices, please contact us at [email protected].

Data Collection Information

What Personal Data We Collect

We collect the following types of personal information when you interact with our services:

• Contact Information: Name, email address, phone number, company name, job title, and business address
• Service-Related Information: Details about your business processes, operational requirements, and specific automation needs
• Communication Data: Records of correspondence with us, including emails, phone calls, and meeting notes
• Technical Information: IP address, browser type, device information, and website usage data collected through cookies
• Payment Information: Billing details and transaction records (processed through secure third-party payment providers)

How Data is Collected

We collect personal data through:

• Contact forms on our website
• Email and phone communications
• Service consultation meetings and process analysis sessions
• Cookies and similar tracking technologies (see our Cookie Policy for details)
• Business cards and other materials you provide at events or meetings

Legal Basis for Processing

We process your personal data based on:

• Consent: When you voluntarily provide information through forms or communications
• Contractual Necessity: To deliver services you have engaged us to provide
• Legitimate Business Interest: To improve our services, respond to inquiries, and conduct business operations
• Legal Compliance: To meet our obligations under Malaysian law and regulations

Data Retention Periods

We retain personal data for different periods depending on the purpose:

• Client Service Records: Maintained for seven years following project completion for contractual and legal purposes
• Inquiry Records: Kept for two years to facilitate follow-up communications
• Marketing Data: Retained until you withdraw consent or request deletion
• Technical Logs: Typically stored for 90 days unless required longer for security investigations

Data Usage Explanation

How We Use Your Personal Data

Your personal information is used for the following purposes:

• Service Delivery: To provide workflow analysis, automation implementation, and health check services as contracted
• Communication: To respond to inquiries, schedule consultations, and provide project updates
• Business Operations: To manage client relationships, process payments, and maintain service records
• Service Improvement: To analyze usage patterns and enhance our offerings
• Legal Compliance: To fulfill regulatory requirements and protect our legal rights

Data Sharing with Third Parties

We may share your personal data with:

• Service Providers: Technology vendors and contractors who assist in delivering our services, bound by confidentiality agreements
• Payment Processors: Secure third-party platforms that handle financial transactions
• Professional Advisors: Legal, accounting, and consulting firms when necessary for business operations
• Regulatory Authorities: When required by Malaysian law or legal process

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Marketing Communications

With your consent, we may send you information about our services, industry insights, and company updates. You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us at [email protected]
• Adjusting your communication preferences in your account settings

Opting out of marketing communications will not affect service-related messages necessary for our business relationship.

Data Protection Measures

Security Measures

We implement comprehensive security measures to protect your personal data:

• Encryption: Data transmitted over the internet is encrypted using industry-standard TLS/SSL protocols
• Access Controls: Personal data is accessible only to authorized personnel who require it for their duties
• Secure Storage: Information is stored on secure servers with regular backups and disaster recovery procedures
• Regular Audits: Security practices are reviewed and updated periodically to address emerging threats
• Staff Training: Our team receives training on data protection responsibilities and best practices

Breach Notification Procedures

In the unlikely event of a data breach affecting your personal information, we will:

• Notify you promptly in accordance with PDPA requirements
• Inform relevant authorities as required by Malaysian law
• Take immediate steps to contain and remediate the breach
• Provide guidance on protective measures you can take

Cookie Information

We use cookies and similar technologies to enhance your browsing experience and analyze website usage. Cookies are small text files stored on your device that help us:

• Remember your preferences and settings
• Understand how visitors use our website
• Improve website performance and functionality
• Provide relevant content and services

For detailed information about the cookies we use and how to manage them, please refer to our Cookie Policy.

Your Rights

Under the Malaysian Personal Data Protection Act 2010, you have the following rights regarding your personal data:

Right to Access

You may request a copy of the personal data we hold about you, including information about how it is being used.

Right to Rectification

You can request correction of inaccurate or incomplete personal information.

Right to Erasure

You may request deletion of your personal data, subject to legal retention requirements and legitimate business needs.

Right to Data Portability

You can request your personal data in a structured, commonly used format for transfer to another service provider.

Right to Object

You may object to processing of your personal data for direct marketing or other purposes based on legitimate interests.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time.

Right to Lodge a Complaint

If you believe your data protection rights have been violated, you may lodge a complaint with the Personal Data Protection Commissioner of Malaysia.

How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 21 days as required by the PDPA.

Third-Party Links

Our website may contain links to third-party websites, services, or resources that are not operated by Axiom AI. We are not responsible for the privacy practices or content of these external sites.

We encourage you to review the privacy policies of any third-party sites you visit. This Privacy Policy applies only to information collected through our own services.

Children's Privacy

Our services are intended for business use and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.

If you believe we have inadvertently collected information from a minor, please contact us immediately at [email protected] so we can delete the information.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. Material changes will be communicated through:

• Notice on our website
• Email notification to registered users
• Update to the "Last Updated" date at the top of this policy

We encourage you to review this policy regularly. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact: