Privacy Policy
How Microark Sdn. Bhd. ensures the secure, transparent, and responsible handling of your personal data across all ArkAI services.
1. Our Commitment to Your Privacy
1.1 This Privacy Policy (“Policy”) describes how Microark Sdn. Bhd. (“Microark”, “we”, “us” or “our”) collects, uses, discloses, stores, transfers, and otherwise processes your Personal Data when you interact with our products and solutions.
1.2 This Policy applies to personal data collected through our website (myarkai.com), landing pages, software applications, ArkAI chatbot and AI agent solutions, messaging integrations (including WhatsApp, Messenger, and Instagram), customer support channels, sales channels, and any other services provided by Microark Sdn. Bhd. (collectively, the “Services”).
1.3 We are committed to handling Personal Data in strict accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia and applicable laws and regulations.
1.4 This Policy explains:
- 1.4.1 what Personal Data we collect
- 1.4.2 how we collect it
- 1.4.3 how we use it
- 1.4.4 when we disclose it
- 1.4.5 how we protect it
- 1.4.6 how long we retain it
- 1.4.7 your rights and choices under the PDPA
2. Definitions
2.1 “Personal Data” means any information relating directly or indirectly to an identified or identifiable individual, including sensitive personal data where applicable under Malaysian law.
2.2 “Processing” means collecting, recording, holding, storing, using, disclosing, transferring, erasing, or destroying Personal Data.
2.3 “Client Data” means information, prompts, files, conversation records, customer details, or other data submitted by or on behalf of a client to ArkAI for processing.
3. Consent and Acknowledgement
3.1 By accessing our Services, submitting forms, or engaging Microark Sdn. Bhd., you acknowledge that you have read and understood this Policy and consent to the processing of your Personal Data as set out herein.
3.2 Where you provide Personal Data relating to third parties (such as your employees, end customers, or business partners), you warrant that you have provided appropriate notice and obtained all necessary consents for us to process their data.
4. Categories of Personal Data We Collect
We may collect and process:
- Identity & Contact Info: Full name, company name, job title, email address, WhatsApp number, office address.
- Account & Billing Info: User credentials, subscription plan details, invoices, payment confirmations, and transaction history.
- Technical & Usage Data: IP address, device identifiers, browser type, platform logs, chatbot interaction telemetry, and error logs.
- Communications Data: Messaging history across supported channels (WhatsApp, Messenger, Instagram), support tickets, and call/meeting notes.
- Business & Workflow Data: Customer inquiry logs, CRM tag assignments, booking appointments, and sales pipeline records.
5. Data We Collect From Other Sources
We may collect data directly from you, from your company administrator, from connected integrations (such as CRMs, Google APIs, and WhatsApp Business API), or from public business registries where lawfully permitted.
6. How We Use Your Personal Data
We process your data to:
- Deploy and operate your 24/7 ArkAI agents and messaging channels.
- Perform contractual service delivery, invoicing, and account administration.
- Provide customer support, onboarding, and system updates.
- Improve AI model response accuracy, speed, and platform security.
- Comply with tax, audit, regulatory, and legal obligations in Malaysia.
7. Use of Client Data and AI-Related Processing
7.1 Microark Sdn. Bhd. processes Client Data strictly to deliver agreed AI automation services.
7.2 No Sale of Data: Microark Sdn. Bhd. does not sell, rent, or trade Client Data or customer conversation logs to third-party data brokers.
7.3 AI Providers & LLM Processing: ArkAI features leverage enterprise Artificial Intelligence providers (such as OpenAI API). When AI features are invoked, relevant message prompts are transmitted over encrypted connections to process responses. Data transmitted for AI processing is governed by strict enterprise privacy agreements and is not used to train public foundation models.
8. Google User Data (Google Calendar & Google Sheets)
8.1 When connecting your Google account to ArkAI:
- Google Calendar: We access free/busy slots solely to schedule or manage appointment bookings requested by your customers.
- Google Sheets: We write captured lead records and appointment logs solely to the specific Google Sheet you authorize.
8.2 Limited Use Disclosure: ArkAI’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
9. Disclosure of Personal Data
We may share data strictly on a need-to-know basis with our authorized employees, cloud infrastructure vendors, payment gateways, professional advisers, and law enforcement bodies where required by Malaysian law.
10. Transfer of Personal Data Outside Malaysia
Where data is processed on secure cloud servers or AI infrastructure located outside Malaysia, Microark Sdn. Bhd. ensures that appropriate data protection safeguards consistent with PDPA standards are maintained.
12. Data Retention
Personal Data is retained only as long as necessary to fulfill contractual services, legal, tax, or auditing requirements. Once no longer required, data is securely erased or anonymized.
13. Security of Personal Data
We implement TLS encryption, role-based access restrictions, firewall protections, and routine security audits to protect data against unauthorized access or disclosure.
14. Data Breach Management
We maintain active incident management policies. In the event of a verified data incident, affected clients and relevant regulatory authorities will be notified promptly as required by law.
15. Your Rights Under PDPA
Under the Malaysian Personal Data Protection Act 2010, you have the right to request access to, correction of, or withdrawal of consent for the processing of your Personal Data.
16. Access, Correction & Withdrawal Requests
To submit a data access or correction request, please email our Data Protection officer at contactus@micro-ark.com.
17. Marketing Communications
You may opt out of receiving promotional emails or updates at any time by clicking the "Unsubscribe" link or contacting us directly.
18. Third-Party Websites & Integrations
Our Services may contain links to external sites or third-party CRM tools. We are not responsible for the privacy practices of third-party platforms.
19. Children and Minors
Our Services are designed for business applications and are not directed to individuals under 18 years of age.
20. Contact Details
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact our privacy compliance team:
21. Amendments and Language
We may revise this Policy periodically. In the event of any discrepancies between language versions, the English version shall prevail.