Privacy Policy

1. Introduction

synapiona ("we," "our," or "us") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

We comply with the Malaysian Personal Data Protection Act 2010 (PDPA) and applicable data protection regulations. This policy applies to all personal data we process in connection with our AI integration services.

By using our services or providing us with your personal data, you consent to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Data You Provide

We collect personal data that you voluntarily provide to us when you:

• Submit contact forms or inquiry requests
• Engage us for AI integration services
• Subscribe to our newsletters or updates
• Communicate with us via email or phone
• Participate in consultations or assessments

This data may include: name, email address, phone number, company name, job title, business address, and any other information you choose to provide.

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing activity, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Pages visited and time spent on each page
• Referring website or source
• Device identifiers and cookie data

2.3 Project-Related Data

During service delivery, we may process data necessary for project execution, which may include business data, technical specifications, and any information relevant to the AI implementation. This data is handled under separate project agreements with specific confidentiality provisions.

3. How We Use Your Information

We use the personal data we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI integration services
• Communication: To respond to inquiries, send service updates, and provide customer support
• Marketing: To send newsletters, promotional materials, or information about our services (with your consent)
• Analytics: To understand how our website is used and improve user experience
• Legal Compliance: To comply with legal obligations and protect our rights
• Business Operations: To manage contracts, billing, and administrative functions

4. Legal Basis for Processing

We process your personal data based on:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for the performance of a contract with you
• Legitimate Interests: Processing is necessary for our legitimate business interests
• Legal Obligation: Processing is necessary to comply with legal requirements

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

5.1 Service Providers

Third-party vendors who perform services on our behalf, such as:

• Website hosting and maintenance providers
• Email service providers
• Analytics platforms (e.g., Google Analytics)
• Cloud storage services

These service providers are contractually obligated to protect your data and use it only for specified purposes.

5.2 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity, subject to this Privacy Policy.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure server infrastructure with access controls
• Regular security assessments and updates
• Employee training on data protection practices
• Confidentiality agreements with staff and service providers

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but commit to promptly addressing any suspected security breaches.

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods vary depending on the type of data:

• Contact Information: Retained while you remain a client or until you request deletion
• Project Data: Retained for the duration of the engagement plus 7 years for legal and accounting purposes
• Marketing Data: Retained until you unsubscribe or request deletion
• Website Analytics: Typically retained for 26 months

After the retention period expires, personal data is securely deleted or anonymized.

8. Your Rights

Under the Malaysian Personal Data Protection Act, you have the following rights:

8.1 Right of Access

You have the right to request access to the personal data we hold about you and obtain information about how we process it.

8.2 Right to Correction

You have the right to request correction of inaccurate or incomplete personal data.

8.3 Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time.

8.4 Right to Data Portability

You have the right to request a copy of your personal data in a structured, commonly used format.

8.5 Right to Erasure

You have the right to request deletion of your personal data, subject to legal or contractual retention requirements.

8.6 Right to Object

You have the right to object to processing of your personal data for direct marketing purposes or where processing is based on legitimate interests.

8.7 Right to Lodge a Complaint

You have the right to lodge a complaint with the Personal Data Protection Department of Malaysia if you believe your data protection rights have been violated.

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

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website usage. For detailed information about our use of cookies, please refer to our Cookie Policy.

You can control cookie preferences through your browser settings. However, disabling certain cookies may limit functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites. 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.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected information from a minor, please contact us immediately so we can delete it.

12. International Data Transfers

Your personal data is primarily processed and stored in Malaysia. In some cases, we may transfer data to service providers located outside Malaysia. When we do so, we ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a new "Last Updated" date.

We encourage you to review this Privacy Policy periodically. Your continued use of our services after any changes constitutes acceptance of the updated policy.

14. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: