Privacy Policy

1. What personal data we collect

We collect personal information in the following circumstances:

• Contact forms: When you submit an enquiry via our website, we collect your name, email address, and phone number if provided.
• Service delivery: When we set up an AI integration service for your business, we may handle sample customer messages, calendar data, and glossary terms you share with us for tone training.
• Website analytics: We may collect anonymous data about site visits (pages viewed, session duration) through analytics tools. This data is not linked to individuals.
• Cookies: We use functional cookies and optional analytics cookies. See our Cookie Policy for details.

2. Legal basis for processing

Under the Personal Data Protection Act 2010 (Malaysia), we process your data on the following bases:

• Consent: When you submit a contact form, you consent to us using your contact details to respond to your enquiry.
• Contract: When we provide a service to your business, processing is necessary to fulfil the service agreement.
• Legitimate interests: We may retain basic contact records to maintain business continuity, where this doesn't override your rights.

3. How we use your data

• To respond to enquiries submitted through the contact form
• To deliver the specific AI integration service you've engaged us for
• To communicate changes to your setup, maintenance schedules or pricing
• To maintain records required for our own business administration

We do not sell, rent or share your personal data with third parties for marketing purposes. We do not use your data to build profiles for advertising.

4. Data sharing with third parties

We may share data with the following categories of third parties where necessary to deliver our services:

• AI tool providers: Some services involve processing text through third-party AI APIs. We tell you which tools are involved before setup begins, and we use only what is necessary for the specific function.
• Calendar and messaging integrations: Where setup connects to a calendar or messaging platform you already use, that platform's own privacy policies apply to data stored within it.
• Analytics: We may use privacy-focused analytics software. No personally identifiable information is shared.

5. Data retention

• Contact form enquiries: retained for 12 months after last contact, then deleted.
• Active service records: retained for the duration of the engagement plus 12 months.
• Financial and administrative records: retained for 7 years as required under Malaysian accounting regulations.
• Sample messages used for tone training: deleted at end of service or on your request.

6. Data protection measures

We take reasonable steps to protect personal data from unauthorised access, loss or disclosure:

• Data is stored on password-protected systems with access limited to the person responsible for your account
• Communications containing sensitive data use encrypted channels where available
• If a data breach occurs that may affect your rights, we will notify you within 72 hours of becoming aware of it
• We do not retain customer data beyond what is needed for the service

7. Cookies

Our website uses cookies for basic functionality and, optionally, for analytics. You can manage cookie preferences using the banner on our homepage, or in detail on our Cookie Policy page.

8. Your rights under the PDPA (Malaysia)

Under the Personal Data Protection Act 2010, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Withdraw consent for processing where consent is the legal basis
• Request that we stop processing your data for direct marketing purposes
• Lodge a complaint with the Department of Personal Data Protection Malaysia

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

9. Third-party links

Our website may link to external sites. We are not responsible for the privacy practices of those sites and encourage you to read their policies before sharing personal information with them.

10. Children's privacy

Our services are intended for business owners and their staff, and we do not knowingly collect data from individuals under the age of 18. If you believe a minor has submitted data through our site, please contact us and we will remove it promptly.

11. Changes to this policy

We may update this policy from time to time. The most recent version is always available at damarcol.biz/privacy-policy.html. Where changes are significant, we will contact active clients directly.

12. Contact for data matters