Privacy Policy

Last updated: 4 August 2026

Who we are

NovaCube is an AI sales assistant and business management platform operated by NovaDyne Sdn Bhd (“NovaDyne”, “we”), a company incorporated in Malaysia, of B-01-19, EMHUB, Persiaran Surian, Seksyen 3, Taman Sains Selangor, Kota Damansara, Petaling Jaya, Selangor, Malaysia.

For any privacy question, or to exercise the rights described below, contact [email protected].

Three kinds of people, two roles

Our customers (businesses that use NovaCube) — we are the data controller for their account and billing data. Their customers and employees, whose data a business stores in NovaCube — we are only a data processor, acting on that business’s instructions. If your details are in a NovaCube account and you want them corrected or removed, please contact the business you deal with; we will assist them in doing so.

People who ask us about NovaCube — anyone who requests the demo, starts a sign-up, or otherwise gets in touch before becoming a customer. We are the data controller for those details, and we deal with them under “Trying the demo, and enquiring about NovaCube” below.

What we collect

• Account data — name, work email, role, and the company you belong to.
• Business data you enter — contacts, leads, deals, quotations, invoices, projects, and (where the employer uses those modules) HR records such as employment details and expense claims.
• Messages — WhatsApp and Telegram conversations between a business and the people who message it, so the assistant can reply and the business can keep a record. Voice notes may be transcribed to text.
• Technical data — IP address, browser type and timestamps, used to keep the service secure and to investigate faults.

Trying the demo, and enquiring about NovaCube

To open the public demo we ask for your name and work email, and optionally your phone number and company. We ask for an email we can verify because the demo is a working system, and because we would like to know who we are talking to.

We use these details for one purpose: to follow up with you about NovaCube — to answer questions, offer help finding your way around, and discuss whether the product suits your business. We also record which parts of the demo you opened, so a conversation can start from what you actually looked at rather than from a script.

We do not sell these details, we do not share them with other businesses that use NovaCube, and we do not add you to a newsletter or bulk mailing list. The demo itself contains only invented data for a fictional company — nothing you do inside it touches a real business’s records.

You can tell us to stop at any time. Write to [email protected] and we will stop contacting you about NovaCube and delete your enquiry details, unless you have since become a customer — in which case the account terms above apply instead. We keep enquiry details for up to 24 months from your last contact with us, and then delete them.

WhatsApp and Telegram

When someone messages a business on WhatsApp or Telegram, we receive that message so the assistant can respond on the business’s behalf. Messages are used to answer the enquiry, follow it up, and record it against the enquirer’s contact record. They are not sold, and they are not used to advertise to you. Message delivery is provided by Meta and Telegram under their own terms.

AI processing, and where it happens

We use third-party AI providers to generate replies, summarise information, transcribe voice notes, read receipts, and generate images or video. Only the content needed for the task is sent to the provider, processed, and returned. We do not sell your data, and we do not use it to advertise to you.

These providers are outside Malaysia, and their terms differ. We think you should be able to see that plainly rather than have to take our word for it:

• Anthropic (United States) — used for business insights and reading receipts. Anthropic does not train its models on content submitted through its API.
• OpenAI (United States) — used to transcribe voice notes. OpenAI does not train its models on content submitted through its API.
• DeepSeek (People’s Republic of China) — used for the sales assistant, the team assistant, and Design Studio. DeepSeek’s API terms are governed by the laws of the PRC and do not offer a documented opt-out from model training. We therefore cannot promise that content sent to DeepSeek is excluded from training.
• poyo.ai — used to generate images and video from the prompts you give Design Studio.

What is never sent to an AI provider: salaries, bank account details, identity-document and passport scans, and payroll records. The assistants have no ability to read them.

What may be sent, when a feature that needs it is used: the content of WhatsApp and Telegram enquiries, contact names and phone numbers, leads, deals, quotations and invoices, employee names, departments and leave records, and documents you upload to the knowledge base.

If your organisation cannot send data to a particular provider or jurisdiction, contact us at [email protected] before you enable the AI features — we can discuss configuring your workspace differently.

Where your data lives

Each customer’s data is stored in its own isolated database schema, so one customer’s data is never mixed with another’s. Files such as identity documents and receipts are served only to users who are authenticated and authorised to see them. Backups are encrypted and stored off-site.

How long we keep it

We keep data for as long as the account is active. When an account closes, its data is deleted within 90 days, except where we must keep records longer to comply with the law (for example, tax records). Encrypted backups age out on a rolling schedule.

Your rights

You may request access to, correction of, or deletion of your personal data, and you may object to certain processing. Write to [email protected] and we will respond within the period required by applicable law. If your data was entered by a business that uses NovaCube, we will refer your request to them and support them in answering it.

Changes

If we change this policy materially, we will update the date above and notify account administrators.