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Privacy Policy

Privacy Policy

Last updated: 22 July 2026

1. Introduction

This Privacy Policy explains how ABC Salesbot Sdn Bhd. ("Company", "we", "our", "us") collects, uses, stores, and protects personal data in connection with our services, including the AI Sales System made available through our platform (the "Services").

We believe trust comes from transparency. This Policy sets out how we actually handle your data - including customer contacts, uploaded media, chat transcripts, and integration credentials - and what we will never do with it.

We comply with applicable data protection laws, including:

  • the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the UK GDPR;
  • the Personal Data Protection Act 2012 (Singapore PDPA); and
  • the Personal Data Protection Act 2010 (Malaysia PDPA).

By using the Services, you acknowledge and agree to the practices described in this Privacy Policy.

2. Data Controller Contact

The data controller for personal data processed in connection with the Services is:

ABC Salesbot Sdn Bhd.
Suite 23.01, Level 23, Menara Exchange 106
Lingkaran TRX, Tun Razak Exchange
55188 Kuala Lumpur, Malaysia
Email: privacy@abcsalesbot.com

3. Personal Data We Collect

We process the following categories of data, depending on how you use the Services:

  • Account Information: names, business contact details, login credentials, billing information.
  • Lead and Contact Data: customer and prospect contact lists, lead databases, and contact information collected through AI System interactions.
  • Integration Credentials: API keys, tokens, or authentication credentials provided by Clients to enable integrations with third-party systems.
  • Service Data: AI System scripts, knowledge base entries, configurations, and other data you provide to set up your AI System.
  • End-User Data: chat interactions between your End-Users and the AI System.
  • Media Data: audio recordings (including voice recordings for "clone your voice"), images, videos, documents, and other media uploaded by Clients or End-Users.
  • Technical Data: IP addresses, device/browser type, usage logs, cookies, and analytics data.

We do not intentionally collect sensitive categories of personal data unless specifically provided by the Client.

4. Purposes and Lawful Basis for Processing

We process personal data only where permitted by law.

  • Contract (GDPR Art. 6(1)(b)): to provide and support the Services.
  • Legitimate Interests (GDPR Art. 6(1)(f)): to improve the Services, provide proactive support, ensure security, and suggest optimization opportunities.
  • Consent (GDPR Art. 6(1)(a), PDPA Singapore & Malaysia): for marketing or where otherwise required.
  • Legal Obligation (GDPR Art. 6(1)(c)): to comply with law.

5. How We Use Personal Data

We use data solely to:

  • Operate, maintain, and improve the Services.
  • Enable AI System interactions between Clients and their End-Users.
  • Provide customer support and account management.
  • Deliver proactive support, which may involve reviewing Client usage and selected End-User chat transcripts to recommend optimizations, training, and feature adoption.
  • Process Lead and Contact Data solely for AI System interactions, lead management, and reporting back to the Client.
  • Use Integration Credentials only to enable integrations authorized by the Client.
  • Use Media Data, including voice recordings, solely for the requested feature.
  • Develop general insights and best practices based on our work across industries - while never reusing Client-specific content or confidential business data.
  • Comply with legal and regulatory obligations.

We do not sell data. We do not use Client or End-User data to train AI models. We do not disclose data to competitors. We will never use Client Data (including chat transcripts, results, or media) for marketing purposes without the Client's explicit consent.

6. Google API Services and Limited Use

When a Client connects Google services, including Google Calendar, ABC Sales AI accesses, uses, stores, and shares Google user data only to provide and improve the user-facing features requested by the Client.

For Google Calendar, these features may include:

  • connecting a Google Calendar account through Google OAuth;
  • listing available calendars for configuration;
  • checking calendar availability;
  • booking appointments;
  • creating, updating, or cancelling calendar events;
  • creating Google Meet links where requested;
  • sending calendar invitations where configured;
  • creating or updating leads from Google Calendar appointment schedule events;
  • supporting AI-assisted scheduling, lead-management, and conversation workflows requested by the Client.

ABC Sales AI's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not sell Google user data. We do not use Google user data for advertising, retargeting, personalized advertising, creditworthiness, lending, or unrelated marketing purposes. We do not use Google user data to train ABC Sales AI models or third-party AI provider models.

Google user data may be processed by approved subprocessors, including AI/ML providers, only where necessary to provide or improve the user-facing features requested by the Client, support the Services, maintain security, comply with law, or perform customer-authorized workflows.

Human access to Google user data is restricted to authorized personnel only where necessary for customer support, troubleshooting, security or abuse investigation, legal compliance, or with the Client's permission.

Clients may revoke Google access through their Google account permissions or through ABC Sales AI integration settings where supported. Clients may also request deletion of personal data by contacting privacy@abcsalesbot.com.

7. Zoom App and Zoom User Data

When a Client connects Zoom to ABC Sales AI, ABC Sales AI accesses, uses, stores, and shares Zoom user data only to provide and improve the user-facing Zoom integration features requested by the Client.

For Zoom, these features may include:

  • connecting a Zoom account through Zoom OAuth;
  • identifying the connected Zoom user account;
  • creating, retrieving, or managing Zoom meetings and webinars;
  • accessing Zoom meeting or webinar invite links;
  • reading meeting or webinar registrant and participant information where required;
  • accessing cloud recording metadata, transcripts, and chat files where enabled and requested by the Client;
  • supporting AI Manager analysis, summaries, lead follow-up, lead scoring, retention insights, and other customer-authorized workflows.

ABC Sales AI's use and transfer of information received from Zoom APIs will comply with applicable Zoom App Marketplace, Zoom API, and developer terms and policies.

We do not sell Zoom user data. We do not use Zoom user data for advertising, retargeting, personalized advertising, creditworthiness, lending, or unrelated marketing purposes. We do not use Zoom user data to train ABC Sales AI models or third-party AI provider models.

Zoom user data may be processed by third-party service providers, including AI/ML providers, only where necessary to provide or improve the user-facing features requested by the Client, support the Services, maintain security, comply with law, or perform customer-authorized workflows.

Human access to Zoom user data is restricted to authorized personnel only where necessary for customer support, troubleshooting, security or abuse investigation, legal compliance, or with the Client's permission.

Clients may revoke Zoom access through their Zoom account settings or through ABC Sales AI integration settings where supported. Clients may also request deletion of personal data by contacting privacy@abcsalesbot.com.

8. Confidentiality and General Know-How

  • Confidential Information includes: client scripts, uploaded contacts, API credentials, chat transcripts, media, voice recordings, and internal workflows that are unique to a Client. We will never disclose or reuse these.
  • General Know-How means: concepts, techniques, and patterns we learn while delivering services that can be applied across industries.

9. Disclosure of Personal Data

We may share personal data only:

  • With service providers and subprocessors (such as AWS for hosting, AI/LLM providers for natural language processing, payment processors, messaging providers, scheduling tools such as Calendly when you book a call or demo, and advertising and analytics partners such as Meta for conversion measurement) under agreements requiring equivalent protections. A current list is available on our Subprocessors page.
  • Where required by law, regulation, or valid legal process.
  • In connection with a merger, acquisition, or sale of assets, subject to safeguards.

We do not rent, sell, or disclose personal data for marketing.

10. Proactive Support and Access to Data

  • Authorized personnel may access Client accounts and selected chat transcripts to deliver proactive support.
  • Such access is limited to authorized personnel, internally controlled, logged, and restricted, and is used solely for support, troubleshooting, and service improvement.
  • Such access is not used for marketing purposes or for training external AI models.
  • Clients may opt out of proactive support at any time by emailing privacy@abcsalesbot.com.

11. Data Retention

  • We retain data only as long as necessary for the purposes described, or as required by law.
  • Lead and Contact Data, Media Data, and Integration Credentials are retained only for the duration of the Client relationship or until deleted by the Client.
  • Upon termination of an account, we will delete or anonymize data within 90 days, unless retention is legally required.

12. Data Security

  • Hosting and certifications: Services are hosted on Amazon Web Services (AWS) in the Singapore region. AWS maintains certifications including ISO 27001 and SOC 2 for its infrastructure. ABC Sales AI does not currently hold these certifications directly but builds on top of AWS-certified infrastructure.
  • In Transit: All data is encrypted in transit using TLS.
  • At Rest: Your data is encrypted at rest using AES-256. Our production database is encrypted with a customer-managed key held in AWS Key Management Service (KMS). Object storage is encrypted using AWS server-side encryption, with AWS KMS or S3-managed keys depending on the bucket. Integration credentials such as API keys and OAuth tokens are additionally encrypted by the application before they are stored. Data is further protected by strict access controls and security safeguards.
  • AI / LLM Processing: Data may be transmitted to third-party AI/LLM providers for natural language processing. It remains encrypted in transit and is not used to train those providers' models. Providers may retain a request and its response for a limited period under their own retention policies, including where this is needed to maintain conversation continuity across turns. We do not authorise any other use of that data.

13. Subprocessors

We engage a number of trusted subprocessors to deliver the Services (including hosting, AI/LLM processing, messaging channels, payments, and customer-enabled integrations). A current list of subprocessors is available at /subprocessors. Subprocessors may be updated from time to time, and we will provide reasonable notice of material changes where required.

14. International Transfers

We primarily host Client Data on AWS Singapore, meaning your data is stored within Singapore. For EU/UK Clients, this constitutes an international transfer outside the EEA/UK. We rely on the European Commission's Standard Contractual Clauses (SCCs) and equivalent safeguards to protect such transfers.

15. Individual Rights and Data Subject Requests

Under GDPR, individuals may request access, rectification, erasure, restriction, portability, objection, withdrawal of consent, and may lodge a complaint with a supervisory authority.

Under Singapore & Malaysia PDPA, individuals may access and correct their personal data and withdraw consent (subject to legal or contractual restrictions).

Requests to access, correct, or delete personal data may be submitted to privacy@abcsalesbot.com.

Such requests are handled manually by our team and will be processed within a reasonable timeframe, typically within 30 days, subject to verification and applicable legal requirements. We may request additional information to verify the identity of the requester before processing.

16. Cookies and Tracking

We use cookies and similar technologies for functionality, analytics, and improvement. Clients and End-Users may manage preferences via browser settings or our cookie banner.

17. Children's Data

Our Services are not directed at children under 16, and we do not knowingly collect data from them. If discovered, such data will be deleted.

18. Changes to this Policy

We may update this Privacy Policy from time to time. The "last updated" date will appear at the top. Material changes will be communicated in advance where legally required.