Privacy Policy

Introduction

Vocalis is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you interact with our services, visit our website, or engage with our AI speech and voice technology solutions.

This policy applies to all personal data processed by Vocalis in connection with our business operations in Malaysia and complies with the Personal Data Protection Act 2010 (PDPA).

Information We Collect

Personal Information You Provide

We collect information that you voluntarily provide to us, including:

• Name, email address, and phone number when you contact us or request our services
• Company name, job title, and business information when engaging for commercial services
• Communication preferences and correspondence with our team
• Information provided during consultations, assessments, or support interactions

Voice and Audio Data

When providing speech recognition or voice analytics services, we may process audio recordings and voice data as specified in our service agreements. This processing is conducted strictly for the purposes agreed upon with clients and in accordance with applicable data protection requirements.

Website Usage Information

We automatically collect certain technical information when you visit our website, including IP address, browser type, device information, pages visited, and access times. This data is collected through cookies and similar technologies as described in our Cookie Policy.

How We Use Your Information

We process personal data for the following purposes:

• Providing and delivering our speech technology services
• Responding to inquiries and communicating about our services
• Performing assessments, development work, and implementation as contracted
• Maintaining and improving our voice recognition and analytics systems
• Providing technical support and customer service
• Analyzing usage patterns to enhance our website and services
• Complying with legal obligations and enforcing our agreements
• Sending relevant information about our services where consent has been provided

Legal Basis for Processing

We process personal data based on consent, contractual necessity for service delivery, legitimate business interests, or legal obligations as applicable under Malaysian data protection law.

Data Sharing and Disclosure

We do not sell personal information. We may share data with:

• Service providers who assist with hosting, analytics, or business operations under strict confidentiality agreements
• Professional advisors when necessary for legal or business purposes
• Law enforcement or regulatory authorities when required by law
• Third parties with your explicit consent for specific purposes

All third parties processing data on our behalf are contractually required to maintain appropriate security measures and use data only for specified purposes.

Data Security

We implement comprehensive technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• Encryption of data during transmission using TLS protocols
• Encryption of sensitive data at rest using industry-standard algorithms
• Access controls limiting data access to authorized personnel only
• Regular security assessments and updates to our systems
• Employee training on data protection and confidentiality
• Incident response procedures for potential data breaches

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal requirements. Retention periods vary based on data type and purpose:

• Client project data: Duration of engagement plus 3 years for contractual and legal purposes
• Communication records: 2 years from last contact
• Website analytics: Aggregated for 12 months, then anonymized
• Voice and audio data: As specified in service agreements, typically deleted upon project completion unless retention is contractually agreed

Your Rights

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

• Right to Access: Request information about personal data we hold about you
• Right to Correction: Request correction of inaccurate or incomplete data
• Right to Withdraw Consent: Withdraw previously given consent for data processing
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Limit Processing: Request restriction of processing in certain circumstances
• Right to Complain: Lodge a complaint with the Personal Data Protection Commissioner

To exercise these rights, please contact us at [email protected]. We will respond to your request within the timeframes required by applicable law.

Cookies and Tracking

Our website uses cookies to enhance functionality and analyze usage. Cookies are small text files stored on your device. We use essential cookies for site operation and optional cookies for analytics with your consent.

For detailed information about our cookie practices, please refer to our Cookie Policy.

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a minor without parental consent, we will take steps to delete such information.

International Data Transfers

We primarily process data within Malaysia. If data transfer outside Malaysia is necessary for service provision, we ensure appropriate safeguards are in place through contractual clauses or other legally recognized transfer mechanisms to protect your information.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

Contact Information

For questions about this Privacy Policy or our data practices, please contact us: