Privacy Policy

Your account with us. When you sign up, we are the data user for your details — name, email, company, and billing information.

The records you enter. When you record your own customers’ details in a warranty claim or repair job, you remain the data user for that information. We process it only to run the Service for you, on your instructions. You are responsible for having a lawful basis to collect it and for the notices you give your own customers.

• Account data — name, email address, phone, company name and registration number, role.
• Content you enter — claims, repair jobs, RMA batches, supplier and branch records, and any customer details you choose to include in them.
• Technical data — IP address, browser type, and timestamps of sign-ins and significant actions, kept for security and troubleshooting.
• Billing data — plan, billing period, and payment status. Where online payment is used, card details are handled by the payment provider and are never stored by us.

• to provide, secure and support the Service;
• to authenticate users and prevent unauthorised access;
• to bill you and keep accounting records;
• to contact you about service matters — outages, security notices, changes to terms;
• to improve the Service, using aggregated or de-identified information.

We do not sell personal data, and we do not use the records you enter to advertise to your customers.

We share personal data only with service providers that help us run the Service, under contracts that restrict what they may do with it:

• a cloud hosting provider, for running the application;
• a managed database and authentication provider, for storing your data and signing users in;
• a payment provider, where you pay online — they receive the amount and your billing contact, not your customer records;
• AI providers, only where you use an AI feature, and only for the text of that request.

We may also disclose data where the law requires it, or to protect our rights or the safety of others.

Data is stored on servers located in Singapore, and may be accessed from Malaysia for support. This means personal data is transferred outside Malaysia. We take reasonable steps to ensure it receives a comparable level of protection there.

We keep your data for as long as your account is active. After cancellation the account becomes read-only so you can export what you need. If you ask us to delete the account, we delete it and its data within 30 days, except records we must retain to meet legal or accounting obligations.

Access is restricted by role, each business’s data is separated at the database level, and traffic is encrypted in transit. No system is perfectly secure; if a breach affects your data we will notify you without undue delay.

Under the PDPA you may ask us to:

• access the personal data we hold about you;
• correct it if it is inaccurate or out of date;
• limit how we process it;
• stop sending you non-essential communications.

If your request concerns data that one of our subscribers entered about you, we will refer you to that business, because they decide how it is used.

To make a request, email support@warrantysuite.com. We may need to verify your identity first. We aim to respond within 21 days.

We use cookies and similar storage that are necessary for the Service to work — keeping you signed in and remembering your language choice. We do not use advertising cookies.

The Service is for businesses and is not directed at children. We do not knowingly collect personal data from anyone under 18 as an account holder.

If we make a material change to this policy we will notify you by email or in the app before it takes effect. The date at the top always shows the current version.

E CUBE TRADING (M) SDN BHD — support@warrantysuite.com. Write to us if you have a complaint about how we handle personal data; if we cannot resolve it, you may refer the matter to the Personal Data Protection Department of Malaysia.