Privacy Policy

1. Introduction

Teratai Systems ("we", "us", "our") is committed to handling your personal data with care. This policy explains what information we collect when you use our website or engage our services, how we use it, and what choices you have regarding your data.

This policy applies to information collected through our website at terataisa.pro and through direct client engagements for our AI integration services.

Our services are intended for individuals and business owners aged 18 and above. This policy is written under Malaysia's Personal Data Protection Act 2010 (PDPA). If you have questions about how your data is handled, contact us at [email protected].

2. What Personal Data We Collect

We collect information in the following ways:

Via our contact form

• Name
• Email address
• Phone number (optional)
• Message content you choose to include

During service delivery

• Business information you share with us during consultations (business type, operating data, records)
• Email correspondence related to your project

Via website analytics

• Page visits, referring URLs, browser type, approximate location (city-level)
• This data is collected in aggregate and not linked to identifiable individuals unless you submit a form

Legal basis for processing: Contract performance (for service delivery), legitimate interest (for analytics and website improvement), and consent (for marketing communications where applicable).

Retention period: Contact form data is retained for up to 24 months. Project-related data is retained for 12 months after project completion, unless you request earlier deletion.

3. How We Use Your Data

• To respond to your enquiries and provide the services you have engaged us for
• To communicate project updates, clarify requirements, and deliver handover materials
• To understand how our website is used and where to improve it
• To send occasional service-related information, if you have consented
• To comply with our legal obligations under Malaysian law

We do not sell your personal data. We do not use your data for advertising purposes beyond our own website analytics.

Third-party services we use

• Google Analytics — for anonymised website usage data
• Email service providers — to manage correspondence during active projects

We share data with these services only to the extent necessary for the above purposes. Each operates under their own privacy policies.

4. How We Protect Your Data

• Our website uses HTTPS encryption for all data transmitted through contact forms
• Project files and client correspondence are stored on access-controlled systems
• We limit access to personal data to team members who need it for their specific role
• In the event of a data breach that affects your rights, we will notify you within a reasonable period and take corrective action
• We review our data handling practices periodically

5. Cookies

Our website uses cookies to remember your preferences and understand how visitors use the site. We use the following types:

• Essential cookies — required for the website to function. These cannot be disabled.
• Analytics cookies — help us understand how pages are used. Can be declined.
• Preference cookies — remember choices you make on the site. Can be declined.

You can manage your cookie preferences at any time on our Cookie Policy page.

6. Your Rights

Under Malaysia's Personal Data Protection Act 2010, you have the following rights regarding your personal data:

• Right to access — you may request a copy of the personal data we hold about you
• Right to correction — you may ask us to correct inaccurate or incomplete data
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
• Right to object — you may object to processing for direct marketing purposes
• Right to erasure — you may request deletion of your data, subject to our legal retention obligations

To exercise any of these rights, write to us at [email protected]. We will respond within 21 days.

If you believe your rights have not been respected, you may raise a complaint with the Department of Personal Data Protection (JPDP) Malaysia, the relevant supervisory authority.

7. Links to Other Websites

Our website may include links to external websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any site you visit through a link from ours.

8. Children's Privacy

Our services are intended for business owners and individuals aged 18 and above. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

9. Updates to This Policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after an update constitutes acceptance of the revised policy.

10. Contact Us

For any questions or requests relating to this policy or your personal data, please contact: