Privacy Policy

1. Scope and Consent

By accessing or using the Service, you consent to the collection, use, and disclosure of your personal data as described in this Policy, in accordance with the Personal Data Protection Act 2010 of Malaysia (“PDPA”). If you provide us with personal data belonging to a third party (for example, your customers’ contact details or your employees’ records entered into an Agent), you confirm that you have obtained all necessary consents from that third party to allow us to process their data as described in this Policy, and you are responsible for informing them accordingly.

2. Information We Collect

We collect the following categories of information, among others:

• Account Data: your name, company name, email address, phone number, and any other information you provide when signing up or managing your account.
• Billing Data: billing name, billing address, and payment-method tokens processed by our payment processor. We do not store full card or bank account numbers ourselves.
• Input Data: the content, data, and records you or your end users submit to an Agent, including but not limited to CRM records, sales data, financial data, HR data, purchase and inventory records, and marketing content (“Input”, as defined in our Terms & Conditions).
• Output Data: the content an Agent generates in response to your Input, such as CRM notes, invoices, HR documents, or marketing copy.
• Voice Data: where you use voice input functionality (available on eligible plans), audio recordings of your voice interactions and their transcriptions.
• Usage Data: how you interact with the Service, including messages sent to Agents, features used, timestamps, and usage consumption.
• Device and Channel Data: your Telegram (or other channel) account identifier, device type, IP address, and similar technical information provided to us by the relevant messaging channel.
• Communications: records of correspondence when you contact us at hello@nekoji.ai, including for support, billing, or cancellation requests.

3. How We Use Your Information

We use personal data for the following purposes:

• To provide, operate, and maintain the Service, including enabling each Agent to perform its designated business function.
• To process payments, manage billing, and administer your subscription.
• To communicate with you about your account, service changes, and support requests.
• To detect, prevent, and address technical issues, fraud, or violations of our Terms & Conditions.
• To improve and develop the Service, including understanding how Agents are used across our customer base (in aggregated or de-identified form wherever practicable).
• To comply with our legal obligations, including tax, accounting, and regulatory requirements in Malaysia.

4. AI Processing and Third-Party AI Providers

Some of the Service’s AI Functionality is powered by third-party AI model providers (“Providers”). Your Input and the resulting Output may be processed by these Providers, in some cases at locations outside Malaysia, solely to provide and support the Service to you. We take reasonable measures to protect personal data shared with Providers, including requiring appropriate confidentiality and data-processing commitments. We do not use your Input or Output to train AI models that are shared across other Nekoji customers without your explicit consent.

5. Voice and Media Data

Where you use voice input functionality, your voice recordings may be processed by third-party speech-to-text Providers solely to transcribe and act on your instructions. Voice recordings are retained only for as long as necessary to provide the Service and are then deleted or de-identified, unless a longer retention period is required by law.

6. How We Share Your Information

We disclose personal data only in the following circumstances:

• Service Providers: to hosting providers, our payment processor, AI Providers, and other vendors who help us operate the Service, under confidentiality and data-processing obligations.
• Messaging Channels: to Telegram, and in future any other messaging platforms or our web chat widget, solely to deliver Agent responses to you through your chosen channel.
• Legal Requirements: where required to comply with applicable law, regulation, legal process, or governmental request.
• Business Transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality protections.
• With Your Consent: for any other purpose disclosed to you at the time of collection, or with your explicit consent.

We do not sell personal data to third parties.

7. International Data Transfers

Because some Providers and infrastructure we rely on may be located outside Malaysia, your personal data may be transferred to, stored, or processed in other countries. Where this occurs, we take reasonable steps to ensure the data continues to receive a standard of protection consistent with the PDPA.

8. Data Retention

We retain personal data for as long as your account is active and as necessary to provide the Service. Following cancellation or expiry of your subscription or trial, your data is retained for 3 days to allow for reactivation (see Section 12 of our Terms & Conditions), after which it may be permanently deleted, unless we are required to retain it for longer to comply with a legal, accounting, or regulatory obligation.

9. Data Security

We implement reasonable technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights Under the PDPA

Subject to the PDPA, you have the right to:

• Request access to the personal data we hold about you or your organisation.
• Request correction of inaccurate or incomplete personal data.
• Withdraw consent to our processing of your personal data (noting this may limit or prevent your ability to use the Service).
• Request that we limit the processing of your personal data for direct marketing purposes.

To exercise any of these rights, contact us at hello@nekoji.ai. We will respond to verified requests within the timeframes required by the PDPA. Please note that providing certain personal data (such as account and billing information) is a condition of using the Service; if you do not provide it, we may be unable to provide the Service to you.

11. Cookies and Similar Technologies

Our website (nekoji.ai) may use cookies and similar technologies to operate correctly, remember your preferences, and understand how visitors use the site. You can control cookies through your browser settings; disabling cookies may affect some website functionality. The Service delivered via Telegram or other chat channels does not use browser cookies.

12. Children’s Privacy

The Service is intended for business use by individuals who are at least 18 years old, consistent with the eligibility requirement in our Terms & Conditions. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us at hello@nekoji.ai so we can take appropriate action.

13. Third-Party Links and Channels

The Service may be delivered through, or link to, third-party platforms such as Telegram, other messaging platforms, or payment processors. This Policy does not apply to the practices of those third parties, and we encourage you to review their respective privacy policies.

14. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices or applicable law. Material changes will be notified via our website at least 7 days in advance, consistent with our Terms & Conditions. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

15. Contact Us

If you have questions, requests, or complaints about this Policy or how we handle your personal data, contact us at:

• Website: nekoji.ai
• Email: hello@nekoji.ai