Privacy Policy

Last updated: 13 July 2026

Before publishing: replace the operator details in “Who we are” with your registered entity name, company number and business address, and have this reviewed against Malaysia’s PDPA. The rest describes what the product actually does.

Who we are

NovaCube (“we”) provides an AI sales assistant and business management platform. [Operator: registered entity name, company number and registered address to be inserted.] For any privacy question, contact [email protected].

Two 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.

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.

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

We use third-party AI providers to generate replies, summarise information, transcribe voice notes and generate images or video. The content needed for the task is sent to the provider, processed, and returned. We do not permit these providers to use your content to train their models.

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.