Privacy Policy#

AI WorkerX Sdn. Bhd.
Company No.: 202501054192 (1655598-U)

Last Updated: 6 January 2026

Effective For All Users Worldwide

1. Introduction#

AI WorkerX Sdn. Bhd. (“AI WorkerX”, “we”, “us”, “our”) values your privacy and is committed to safeguarding personal data.

This Privacy Policy explains:

what data we collect,
how we use, store, and safeguard it,
your rights as a user,
data retention rules,
cross-border data disclosures,
data training practices, and
how we comply with applicable laws including the Malaysia Personal Data Protection Act 2010 (PDPA), GDPR-aligned principles, and global privacy standards.

This Policy applies to all users who visit our website, use our platform, or access any service provided by AI WorkerX.

2. Definitions#

“Personal Data” means any information relating to an identifiable person, including name, email, contact number, company name, payment details, or identifiers.

“Customer Data” refers to any content, conversations, files, or business information uploaded, submitted, or processed by you through the Service.

“Service” refers to all AI WorkerX websites, applications, software, APIs, integrations, and features.

“Processing” includes collection, storage, transmission, analysis, and any other handling of data.

3. Data We Collect#

We collect the following categories of information:

3.1 Personal Identification Data#

Name
Email address
Company name
Phone number
Job title
Country

3.2 Account & Usage Data#

Username
Password (hashed)
Subscription tier
Conversation volume
Response logs
Feature usage metrics
Top-Up purchase history
Plan Responses and Top-Up Responses balances
Usage deductions
Top-Up expiry dates.

3.3 Operational Data#

Messages and content generated or uploaded
Files exchanged during customer conversations
Order details (if captured through AIdo)
CRM contact records

3.4 Technical Data#

IP address
Browser type, device type
Operating system
Cookies and session identifiers
Analytics data (loading time, clicks, performance metrics)

3.5 Payment Data#

Billing name and address
Payment method (processed through secure third-party providers such as Stripe/Xendit). For billing integrity, fraud prevention, and dispute handling, we may also store transaction metadata and consent evidence (e.g., timestamps, subscription status, renewal/cancellation logs, invoices/receipts, device/IP identifiers, and support correspondence).

Note: AI WorkerX does not store credit/debit card numbers.

3.6 Communication Data#

Support emails
Chat logs
Survey responses
Beta testing feedback

4. How We Use Your Data#

AI WorkerX processes data to:

Deliver and operate the Service
Authenticate users and manage accounts
Provide real-time AI responses
Improve AI accuracy, performance, and quality
Detect and prevent fraudulent or harmful use
Provide customer support
Conduct analytics and product development
Comply with legal obligations
Process payments and renewals
Administer Plan Responses and Top-Up Responses balances (including expiry/burn rules), detect abuse, and support billing dispute/chargeback handling.

AI WorkerX does not sell, rent, or trade your personal data.

5. Data Training Clause#

To improve AI reliability, accuracy, and performance, AI WorkerX may use anonymised and aggregated Customer Data for:

model refinement
algorithm improvement
quality assurance
analytics
system optimisation

Important Safeguards:

All identifying information is removed before use
Data is fully anonymised and cannot be linked back to individuals
Data may be combined with other anonymised datasets
This process complies with PDPA and global privacy standards

6. Legal Basis for Processing#

Depending on your location, we process data based on:

Performance of contract (providing the Service)
Legitimate interest (improving AI WorkerX services)
Consent (marketing communications)
Legal obligation (tax, compliance, fraud prevention)
Protection of vital interests (security-related processing)

We may share data with trusted third-party processors:

7.1 Technology Providers#

Google Cloud / AWS / Azure (hosting)
LLM providers (OpenAI, Anthropic)
Analytics tools (Mixpanel, GA4, etc.)

7.2 Communication Platforms#

WhatsApp / Meta integrations
Email service providers

7.3 Payment Processors#

Stripe, Xendit, or others used for billing

(We do not store or access your card numbers.)

7.3A Dispute and Chargeback Handling#

Where a payment dispute or chargeback occurs, we may share necessary records with our payment processors, banks, and relevant service partners to investigate, contest, or resolve the dispute, including consent evidence for recurring payments (where applicable). Payment processor terms can require merchants to keep proof of end-user consent for tokenised/auto-debit transactions and provide it on request.

7.4 Legal & Compliance#

We may disclose data if required by law, regulators, court orders, or to enforce our Terms.

7.5 Business Transfers#

In mergers, acquisitions, or restructuring, data may be transferred with appropriate safeguards.

AI WorkerX will never sell personal data to any third party.

8. Cross-Border Data Transfers#

As part of global cloud operations, data may be stored in or transferred to:

the United States
Singapore
Europe
Malaysia
other jurisdictions where our partners host servers

We implement safeguards such as:

contractual Data Processing Agreements (DPAs)
anonymisation and encryption
PDPA-compliant data protection measures

9. Data Security#

We apply industry-standard safeguards, including:

encryption in transit (TLS/SSL)
encryption at rest
role-based access control
2FA for internal systems
secure development practices
monitoring, logging, and detection
periodic security reviews

While we take strong measures, no system can guarantee 100% security.

10. Retention of Data#

We retain data only as long as necessary to:

provide the Service
meet legal and regulatory obligations
resolve disputes
enforce agreements

Default retention periods:

Account data: retained until account deletion
Conversation logs: 12–24 months (configurable)
Payment records: 7 years (legal requirement)
CRM entries: until customer deletes them
Backups: 30–90 days rolling retention
Billing consent and dispute evidence: retained for at least 24 months (or longer where required for chargebacks/disputes, legal obligations, or payment network rules)

11. User Rights (PDPA-Compliant)#

You have the right to:

Access your data
Request correction
Request deletion
Withdraw consent
Request data portability (export)
Restrict or object to certain processing
File complaints with PDPA authorities

To exercise rights, contact: support@aiworkerx.com