Privacy Policy

1. Who is responsible for your data

The responsible organisation is MalaSoftware, Level 15, Menara Axiata, 9 Jalan Stesen Sentral 5, 50470 Kuala Lumpur, Malaysia. For privacy questions or requests, contact us at hello@malasoftware.com with the subject line "Privacy request".

2. Data this Policy covers

Depending on how you interact with us, the data we handle may include:

• identity and business contact details, such as your name, work email, phone number, company and job title;
• trial, demonstration, support and sales communications, including the information you choose to provide;
• account and service-administration information, such as authorised users, roles and authentication records;
• service configuration, usage, device and log information needed to secure, operate and improve the Service; and
• billing, order and contractual records where you or your organisation purchase a Service.

Do not send payment-card details, government identifiers, health information or other sensitive data through a general contact form unless we have expressly asked for it through an appropriate secure channel.

3. How we collect data

We collect data directly from you, from your employer or authorised administrator, from our service providers, and automatically when you use the website or Service. We may also receive business contact information from a referral or partner where that is permitted by applicable law.

4. Why we use personal data

We use personal data only for relevant business purposes, including to:

• respond to a trial, demonstration, pricing, support or other enquiry;
• create and administer an account, deliver contracted Services and provide customer support;
• protect accounts, investigate fraud or misuse, maintain security and troubleshoot technical issues;
• manage subscriptions, invoices, taxes, contractual records and business operations;
• improve our website, Service, documentation and customer experience using aggregated or de-identified insights where practical; and
• send relevant service notices and, where permitted, business updates or marketing communications.

Where consent is required, we will seek it. You may withdraw marketing consent at any time using the unsubscribe mechanism in the message or by contacting us. Withdrawal does not affect processing already carried out or communications we must send to operate a Service or meet legal obligations.

5. Customer data in the Service

A business customer may upload or otherwise make available personal data relating to its own staff, customers, suppliers or other contacts ("Customer Data"). The customer remains responsible for ensuring it has the right to provide that data and for giving any notices or obtaining any consents required for its use. We process Customer Data only as needed to provide, secure and support the Service, subject to the applicable contract, documented customer instructions and applicable law.

6. When data is disclosed

We do not disclose personal data for unrelated purposes. We may share it with service providers that help us host, operate, secure, support, analyse, communicate about or bill for the Service; with professional advisers; with a successor in a corporate transaction; or where disclosure is required to comply with law, enforce rights or protect people and systems. Service providers must be authorised to use data only for the services they provide to us and must apply appropriate confidentiality and security measures.

7. International transfers

Our personnel and service providers may process data in countries other than the country in which it was collected. When a transfer is needed, we will use safeguards that are appropriate to the data and the transfer, such as contractual protections, security controls or another mechanism recognised by applicable law.

8. Security and retention

We use organisational, technical and physical measures designed to protect personal data against accidental or unlawful loss, misuse, alteration, unauthorised access and disclosure. No internet service can promise absolute security. We retain data only for as long as reasonably necessary for the purposes described in this Policy, to meet contractual and legal requirements, resolve disputes and enforce agreements. Retention periods may differ by data type and customer contract.

9. Your choices and rights

Subject to applicable law, you may request access to, correction of or deletion of personal data we hold about you, ask about our use or disclosure of it, object to certain processing, or ask us to limit a marketing use. We may need to verify your identity and, in some cases, ask your organisation's account administrator to make the request. We will explain if a request cannot be fulfilled because of law, another person's rights, security, contractual obligations or a valid retention requirement.

10. Cookies and similar technology

We may use strictly necessary cookies or similar technologies to make the website and Service function, keep sessions secure and understand technical performance. Where non-essential analytics or marketing technology is introduced, we will provide the notice and choices required by applicable law before using it. You can also manage cookies through your browser settings; disabling necessary cookies can affect Service functionality.

11. Children

MalaSoftware is a business service and is not directed to children. If you believe a child has provided personal data to us without appropriate authorisation, please contact us so that we can review and take appropriate action.

12. Changes to this Policy

We may update this Policy when our data practices, Service or legal requirements change. We will post the revised version here and update the date above. Where a change is material, we will provide additional notice when required by applicable law.