Privacy Policy

Introduction

Vektora is committed to protecting the privacy of individuals who interact with our services. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website, inquire about our services, or engage us for chatbot development, design, or performance review services.

This policy applies to information collected through our website at veektooras.info and through direct communications with our team. By using our services or providing us with your information, you consent to the practices described in this policy.

For questions about this policy or our data practices, please contact us at [email protected].

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide when you contact us through our website forms, email, phone, or other communication channels. This may include your name, email address, phone number, company name, job title, and the content of your messages or inquiries.

Information Collected Automatically

When you visit our website, certain information is collected automatically through cookies and similar technologies. This includes your IP address, browser type, operating system, pages visited, time spent on pages, referring website, and other usage data. We use this information to understand how visitors interact with our site and to improve the user experience.

Project-Related Information

When you engage our services, we collect information necessary to deliver our chatbot development, design, or review services. This may include details about your business, customer service operations, existing chatbot systems (if applicable), conversation logs for analysis, and technical specifications of your systems.

We retain this information as long as necessary to provide services and fulfill our contractual obligations. Conversation logs analyzed during performance reviews are retained only for the duration of the engagement and securely deleted afterward unless you request otherwise.

How We Use Your Information

We use the collected information for the following purposes:

• To respond to your inquiries and communicate with you about our services
• To provide, maintain, and improve our chatbot development services
• To process and fulfill service agreements and project deliverables
• To send relevant information about services you've inquired about
• To analyze website usage and improve our digital presence
• To comply with legal obligations and protect our rights
• To detect and prevent fraud or security issues

We base our processing on consent (when you provide information voluntarily), contractual necessity (to deliver services you've engaged us for), and legitimate business interests (to improve our services and protect our rights).

Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share information in the following limited circumstances:

• Service Providers: We may share information with trusted third-party service providers who assist us in operating our website, conducting business, or providing services to you. These providers are contractually obligated to keep information confidential and use it only for specified purposes.
• Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request, or to protect our rights, property, or safety.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, personal information may be transferred to the acquiring entity, subject to the same privacy protections.

Client conversation logs and proprietary business information are never shared with third parties without explicit consent.

Data Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Access controls limiting who can view or use personal information
• Regular security assessments and monitoring
• Secure storage of physical and electronic records
• Employee training on data protection and confidentiality

While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and gather usage information. Cookies are small text files stored on your device that help us remember your preferences and understand how you interact with our site.

We use the following types of cookies:

• Essential Cookies: Necessary for basic website functionality, such as remembering your cookie preferences
• Analytics Cookies: Help us understand how visitors use our site through services like Google Analytics
• Preference Cookies: Remember your settings and choices for a better experience

You can control cookie settings through your browser preferences. However, disabling certain cookies may limit website functionality. For more details, see our Cookie Policy.

Your Rights and Choices

Under Malaysian data protection standards and as a matter of good practice, you have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information, subject to legal retention requirements
• Data Portability: Request transfer of your information to another service provider where technically feasible
• Objection: Object to processing of your information for specific purposes
• Withdrawal of Consent: Withdraw consent for processing based on consent, though this may affect our ability to provide certain services

To exercise these rights, contact us at [email protected]. We will respond to requests within a reasonable timeframe, typically within 30 days.

If you have concerns about how we handle your information, you may file a complaint with the Personal Data Protection Department of Malaysia.

Data Retention

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Retention periods vary depending on the type of information and purpose:

• Contact Inquiries: Retained for two years from last contact
• Client Project Data: Retained for the duration of the project plus five years for reference and support purposes
• Conversation Logs (Performance Reviews): Deleted within 90 days after project completion unless client requests retention
• Website Analytics: Aggregate data retained indefinitely; individual user data anonymized after 26 months

After the retention period expires, information is securely deleted or anonymized so it can no longer identify you.

Third-Party Links

Our website may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

This Privacy Policy applies only to information collected through our website and direct interactions with Vektora.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will take steps to delete it promptly.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. When we make changes, we will update the "Last Updated" date at the top of this policy.

For material changes that significantly affect how we use personal information, we will provide notice through our website or by email to affected individuals. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Governing Law

This Privacy Policy is governed by the laws of Malaysia. Any disputes arising from or related to this policy shall be subject to the jurisdiction of Malaysian courts.