Privacy Policy

1. Who we are

Fivooo ("we", "us") runs the Fivooo website, application and WhatsApp channel, and is based in Malaysia. You can reach us at hello@fivooo.ai.

For the personal data described in this policy, other than data we process for a customer organisation (see section 3), we are the data controller.

2. What this policy covers

This policy covers three places where we handle personal data:

• the website at fivooo.ai;
• the Fivooo application at app.fivooo.ai; and
• the Fivooo WhatsApp channel, meaning conversations with the Fivooo WhatsApp business number.

3. Business customers and their staff

Fivooo is sold to businesses, such as restaurant groups and outlet operators. When a customer organisation uses Fivooo, the data it enters (staff accounts, supplier contacts, stock, orders and sales) is processed by us on that customer's behalf. For that data the customer is the data controller and we are its data processor.

If you use Fivooo as a member of a customer's staff, your employer's own notice governs how it uses your data. We process that data only to provide the service under our Terms of Service, and we do not use it for our own purposes beyond what this policy describes.

4. Personal data we collect

On the website:

• the contact form: your name, company, email address, phone number, number of outlets and message;
• the cost estimate calculator: your email address and the answers you give;
• demo access: your email address and a one-time verification code;
• technical data such as IP address, browser and device, which Cloudflare processes to host the site and to provide bot protection (Cloudflare Turnstile).

We do not use advertising or analytics cookies.

In the application:

• account data: name, email address, password (stored only as a one-way hash), role and assigned outlets;
• activity records: sign-ins, IP address and the actions a user takes, kept as an audit trail;
• support communications.

On the WhatsApp channel:

• your WhatsApp phone number and WhatsApp profile name;
• the content of messages and button selections you exchange with the Fivooo WhatsApp number;
• message timestamps and identifiers;
• the link between your phone number and your Fivooo user account.

Conversations on WhatsApp are always started by you. We only reply.

5. How we use personal data

We use personal data to:

• provide and operate the service;
• authenticate users and link WhatsApp numbers to accounts;
• carry out requests made over WhatsApp, such as placing or checking orders or recording stock counts, with the same effect as making them in the app;
• respond to enquiries;
• send service and account emails;
• protect the service against abuse, fraud and security threats;
• meet our legal obligations; and
• improve the service, using aggregated information that does not identify you.

We do not sell personal data. We send marketing only with your consent, and you can opt out at any time.

6. Who we share it with

We share personal data only as follows:

• cloud infrastructure and hosting providers that run the service for us;
• Cloudflare, for website hosting and security;
• Resend, for email delivery;
• Meta Platforms, for the WhatsApp Business Platform. Messages pass through WhatsApp's infrastructure and are also subject to WhatsApp's own terms and privacy policy;
• the customer organisation you belong to, whose administrators can see your activity within that organisation;
• public authorities, where the law requires it; and
• a successor to our business in a merger or acquisition, with notice to you.

Service providers act on our instructions and are not permitted to use your data for their own purposes, except where their own terms, such as WhatsApp's, say otherwise.

7. Transfers outside Malaysia

Our providers may process data outside Malaysia. We transfer personal data abroad only where section 129 of the PDPA permits it, and we take steps to make sure the data is protected to a standard comparable to the PDPA.

8. How long we keep it

• Website enquiries: up to 24 months after our last contact with you.
• Demo verification codes: they expire within minutes and are not kept.
• Account data: for the length of the subscription plus 90 days, then deleted or anonymised.
• WhatsApp conversation content: up to 12 months.
• Records the law requires us to keep, such as billing records: 7 years.
• Backups: deleted data rolls off our backups within 35 days.

9. Security

We use measures such as encryption in transit, hashed passwords, access controls and separation of each customer's data. No system is perfectly secure, and we cannot guarantee that data will never be accessed without authority.

If a personal data breach occurs, we will notify the Personal Data Protection Commissioner and the affected individuals as the PDPA requires.

10. Your rights

Under the PDPA you may:

• ask for access to the personal data we hold about you;
• ask us to correct it;
• withdraw your consent;
• ask us to limit how we process it, including for direct marketing; and
• ask for your data to be transferred to you or to another organisation (data portability).

To make a request, email hello@fivooo.ai. We respond within 21 days and do not charge a fee for reasonable requests. To have your data deleted, see Data Deletion.

If you are a member of a customer's staff and your request concerns business data your employer controls, we may refer you to your employer.

11. Cookies and local storage

We use only what the site and the app need to work, such as your sign-in session, your language preference and bot protection. We do not use advertising or analytics cookies.

We count visits to the website with cookieless analytics, which sets no cookie. Links in our emails may record a click.

12. Children

Fivooo is a service for businesses and is not directed at anyone under 18. We do not knowingly collect personal data from children.

13. Changes to this policy

When we change this policy we will update the date at the top. We will notify customers of material changes.

14. Contact

Email hello@fivooo.ai.