Privacy Policy#

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

Last Updated: 15 September 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:

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.

“Account” means the organisation’s or individual customer’s workspace. “Team Members” means its current active owner, administrators and ordinary users, including external collaborators granted active workspace membership. It does not include unaccepted invitations, removed or deactivated users, CRM contacts, message recipients or the customer’s own customers merely because their data is held in the Service.

“Authorised Billing Users” means the owner and persons expressly given billing-management permission. An administrator or ordinary user without that permission does not receive detailed billing information or authority to change payment arrangements.

3. Data We Collect#

We collect the following categories of information:

3.1 Personal Identification Data#

3.2 Account & Usage Data#

3.3 Operational Data#

3.4 Technical Data#

3.5 Payment Data#

AI WorkerX does not store or receive full credit/debit card numbers, CVV/CVC, PINs or one-time passwords through its application billing records. The secure payment processor handles the full payment credentials. Where provided for billing support, limited display information such as the card brand and masked last four digits may be stored with access restricted to authorised personnel. Do not send full payment credentials by email, chat or support ticket.

3.6 Communication Data#

4. How We Use Your Data#

AI WorkerX processes data to:

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

4.1 Calendar-Month Billing and Payment Recovery#

We use necessary account, payment and technical data to calculate any applicable initial prorated fee or apply the new-customer last-day signup waiver, calculate and credit the corresponding prorated Plan Responses (including the one-day allowance despite the waived fee), collect the initial full fee for the next Service Month where that waiver applies, collect subsequent month-end advance payments, maintain a maximum of three automatic attempts per unpaid renewal invoice, prevent duplicate charges, apply the fixed 72-hour payment window, and administer permitted suspension and restoration. The Terms & Conditions and Refund & Cancellation Policy describe the schedule and its exceptions. For last-day signups, we record the waived current-day subscription fee, successful initial payment, the separate one-day prorated Plan Response allocation and its expiry, the prepaid Service Month’s full Plan Response allowance and start date, and the next collection date. These records prevent duplicate billing, premature use of next month’s allowance, incorrect usage deductions or unintended carryover. They follow the same access controls, permitted sharing and retention rules as other billing and usage records. The response rule uses the included days and actual days in the signup month; it does not treat a waived fee as a zero-Response entitlement.

4.2 Notices to All Active Team Members#

After each failed automatic attempt actually made, we send an operational payment/service-status email to every current active Team Member of the affected account, including its owner, administrators and ordinary users. We also send interruption and restoration notices and may send related reminders. Recipients are determined from current account membership at the time of sending; notices are not sent to unrelated workspaces or to the customer’s customers merely because they appear in a CRM or conversation.

An all-member notice may contain the workspace name, confirmation that the account’s payment has not succeeded, the attempt number, affected services, the exact unchanged deadline in MYT and instructions to contact the owner or an Authorised Billing User. It does not include full or masked card details, the cardholder’s identity, personal financial information, fraud suspicions, raw issuer responses or detailed invoices. A generic payment explanation may be used where appropriate.

Exact amounts, invoices, payment-method details and any specific processor-confirmed failure reason are restricted to Authorised Billing Users. We will not infer insufficient funds from a generic decline. Ordinary Team Members are informed about service availability and do not become personally liable for the organisation’s subscription fees by receiving a notice. Messages are sent individually or by an equivalent protected method so recipients’ email addresses are not exposed to each other through an open recipient list.

4.3 Business-Team Assistance and Notification Preferences#

After a third failed automatic attempt, or earlier where a retry is prohibited, authorised AI WorkerX business/support personnel may contact the owner or an Authorised Billing User to help update the payment method or arrange an approved manual payment. Contact details, limited transaction status and relevant correspondence are used only as needed to resolve the payment issue.

These essential billing and service-status messages are not promotional marketing; a marketing unsubscribe does not suppress them while you remain an active account member, subject to applicable law. Owners and administrators must keep membership and email details current, remove departed personnel promptly, and inform invited users that account-wide service-status alerts are part of the Service. A team member may request correction or raise a privacy concern at support@aiworkerx.com. A change to notification preferences does not cancel a subscription or withdraw a payment mandate; those actions must follow the billing/cancellation procedure.

5. Data Training Clause#

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

Important Safeguards:

5.1 Billing-Data Safeguard#

Identifiable cardholder data, payment tokens, decline codes, financial difficulty information, billing-consent records and payment-support evidence are not used to train general-purpose AI models or placed in customer-facing/shared agent memory. Access to those records is limited to authorised billing, security, compliance and support functions. This does not prevent properly anonymised, aggregated service statistics used for billing reliability and fraud-prevention analysis.

6. Legal Basis for Processing#

Depending on your location, we process data based on:

For billing and recovery, we use the legal basis available for the relevant processing under applicable law, including providing the contracted service, meeting accounting/payment obligations and, where legally available, legitimate interests in service continuity and fraud prevention. We provide this notice to payment users and Team Members and obtain any consent required by applicable law. An account owner’s instruction does not replace an individual cardholder’s required payment authority or an individual’s data rights.

7. Sharing & Disclosure of Data#

We may share data with trusted third-party processors:

7.1 Technology Providers#

7.2 Communication Platforms#

7.3 Payment Processors#

We share necessary transaction and authorisation information with the payment processor used for the transaction, such as Fiuu, and the relevant banks/payment networks. Earlier processors may continue handling historical settlements, refunds or disputes. The processor may separately determine processing required for its own compliance and fraud-prevention duties; it is not necessarily acting only as AI WorkerX’s data processor.

Full card credentials are handled through the processor’s secure flow. AI WorkerX’s records may contain a payment token/reference and restricted masked display information, but not full card numbers, CVV/CVC, PINs or one-time passwords.

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.

7.3B Account Members, Notification and Support Providers#

The limited account-status disclosures to Team Members in Section 4.2 support their awareness of possible service interruption. Sending these notices does not authorise wider publication of the account’s financial position. Email/notification providers receive the recipient addresses and message data necessary for delivery; authorised support and billing providers receive only the information necessary for payment recovery, reconciliation or assistance. We apply role-based access and appropriate contractual safeguards.

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:

We implement safeguards such as:

9. Data Security#

We apply industry-standard safeguards, including:

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

Billing-management permissions remain separate from general workspace membership. A link in an all-member notice must not bypass authentication or grant an ordinary user access to stored payment details, an invoice or a card-change function reserved for an Authorised Billing User. Financial support records are not added to shared team or customer conversation histories merely because a payment has failed.

10. Retention of Data#

We retain data only as long as necessary to:

Default retention periods:

A failed payment, temporary suspension or cancellation does not immediately delete records needed for accounting, recovery, chargebacks or legal compliance. Account deletion and membership removal do not erase a lawful retention obligation, but retained information is restricted to that purpose. We review necessity and securely delete or anonymise data when its retention purpose ends. The seven-year payment-record period does not automatically apply to every conversation, every device log or all Team Members’ data.

11. User Rights (PDPA-Compliant)#

You have the right to:

To exercise rights, contact: support@aiworkerx.com

12. Updates to This Privacy Policy#

We may update this Policy to reflect changes in processing. Material changes to billing-related data uses or all-member notifications will be communicated to affected account owners and users before the new processing begins, with any legally required notice and consent. The calendar-month billing migration itself follows the Terms & Conditions; changing a privacy notice does not authorise a new payment mandate. The publication date and applicable notice are recorded for reference. For questions about this Policy, contact support@aiworkerx.com.