Privacy Policy

Awatar Innovations Sdn. Bhd. ("Awatar", "we", or "us") is committed to protecting your privacy and personal data. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal data when you access or use our platform, including our website, AI chatbot platform, web dashboard, associated WordPress plugin ("Platform"), or otherwise interact with us.

By accessing or using the Platform, providing us with information, or otherwise indicating your consent, you agree to the practices described in this Privacy Policy. We reserve the right to update this policy at any time, and will post any changes on our Platform with a revised “Last Updated” date.

1. Personal Data

1.1 Definition

"Personal data" refers to any information, whether recorded in a material form or not, that can directly or indirectly identify an individual, as defined under the Personal Data Protection Act 2010 (PDPA) of Malaysia.

2. Collection of Personal Data

2.1 Information Provided Directly by You

We collect Personal Data that you voluntarily provide to us, including but not limited to:

• Registering an account (e.g., name, email address, phone number, preferences);
• Configuring the Awatar Platform or uploading content to your chatbot knowledge base;
• Contacting customer support (e.g., details related to your inquiries);
• Participating in surveys, promotions, or similar activities.

2.2 Sensitive Information

You are advised not to submit sensitive personal data in free text fields or uploaded documents unless strictly necessary and with appropriate consent. Our automated systems may not be able to identify or restrict the processing of such sensitive data.

2.3 Voluntary Provision of Information

You are not required to provide Personal Data to us; however, certain information is necessary to provide access to our services and the Platform's features.

2.4 Third-Party Personal Data

If you submit or upload any third-party Personal Data via the Platform, you are solely responsible for ensuring that you have obtained all necessary notices, consents, and legal permissions from the relevant data subjects, as required by applicable laws. You must also ensure all Personal Data provided (yours or others') is accurate, complete, and up to date.

2.5 Information Collected Automatically

When you interact with our Platform, we may automatically collect information such as:

• Platform interaction details (browser type, device model, pages visited, links clicked, timestamps);
• Service logs (IP addresses, operating system, unique device identifiers);
• Chat messages exchanged via Awatar services.

3. Automated Article Ingestion (Awatar WordPress Plugin Only)

3.1 Content Ingestion and Crawling

When you activate the Awatar WordPress Plugin (by inputting the license key), readable content from twenty (20) randomly selected pages on your website will be automatically ingested. Thereafter, whenever users visit a page on which the chatbot is active, the content of such page may be automatically ingested by our web crawlers.

3.2 Data Collected, Purpose, and Process

The following information may be ingested:

• Page title;
• Readable content as extracted by the chatbot;
• The URL of the page.

This content is transmitted to third-party AI processors (e.g., OpenAI) to generate embeddings, which are stored in our database solely for the purpose of performing Retrieval-Augmented Generation (RAG) operations. The use of stored content is strictly limited to providing chatbot responses and improving the operation of the Platform.

3.3 User Consent and Responsibility

By installing and using the Awatar WordPress Plugin, you expressly authorize and consent to the automated ingestion and processing of your website's publicly available content as outlined above.

You are solely responsible for ensuring that you have the necessary rights and permissions to allow Awatar and its third-party processors to ingest and process such content, and that you do not make available any confidential, sensitive, or copyrighted material without appropriate authorization.

4. Use of Personal Data

We use your Personal Data to:

• Operate, maintain, and improve our Platform and services;
• Provide user support and respond to your inquiries;
• Communicate with you regarding your account, platform updates, and marketing (where permitted);
• Fulfill legal or contractual obligations;
• Conduct analytics and research to improve our offerings.

5. Disclosure of Personal Data

We may disclose your Personal Data:

• To our employees, contractors, and service providers as necessary to operate and maintain the Platform;
• To third-party service providers (including OpenAI and other cloud providers) who process data on our behalf, including for data storage and AI processing;
• Communicate with you regarding your account, platform updates, and marketing (where permitted);
• Where required by law, regulation, court order, or governmental request;
• In connection with a corporate transaction (e.g., merger, sale, or acquisition).

We do not sell or rent your Personal Data to third parties.

6. International Data Transfers

Your Personal Data may be transferred to, stored in, and processed in countries outside Malaysia, including jurisdictions that may not have equivalent data protection laws. By using the Platform, you expressly consent to such international transfers.

7. Data Subject Rights

You have the right to request access to and correction of your Personal Data, or to withdraw your consent to its processing, subject to legal and contractual restrictions. To exercise these rights, please contact us at hello@awatar.chat. We may require verification of your identity before fulfilling such requests.

8. Data Retention

Personal Data is retained only for as long as necessary to fulfill the purposes described herein, or as required by applicable law.

9. Data Security

Awatar implements reasonable technical and organizational safeguards to prevent loss, misuse, and unauthorized access to your Personal Data. However, no method of electronic transmission or storage is fully secure, and we cannot guarantee absolute security.

10. Children's Privacy

The Platform is not intended for individuals under the age of 18. We do not knowingly collect Personal Data from children. If you become aware that a child has provided us with Personal Data, please contact us immediately.

11. Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Updates will be posted on the Platform with a revised "Last Updated" date. Continued use of the Platform after any changes constitutes your acceptance of the updated Privacy Policy.

12. Contact Information

For questions or concerns regarding this Privacy Policy or our data practices, please contact: hello@awatar.chat