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Privacy Policy

Last updated: 17 September 2026

This Privacy Policy explains how SysTransform (“SysTransform”, “we”, “us”) collects, uses, and shares personal data when you use https://systransform.ai/, our forms, events, email, chat, and our Lark (Feishu) apps (together, the “Services”).

We are based in Malaysia. We handle personal data in line with the Personal Data Protection Act 2010 (PDPA) and, where it applies, other laws such as the GDPR.

Related terms for the Lark app: Service Agreement.

1. Who we are

Controller: SysTransform, website systransform.ai. Contact for privacy requests: https://systransform.ai/contact/ (subject: Privacy).

2. Data we collect

You give us

  • Identity and work details: name, work email, phone, company, job role
  • Messages and enquiry content
  • Workshop, webinar, briefing, and newsletter preferences, including consent checkboxes
  • Content you send in Lark chats, forms, or uploaded files when you use our app

We collect automatically

  • Device and usage data: IP address, browser, pages viewed, approximate location, referring site
  • Cookies and similar technologies for the site to work, remember choices, and measure traffic
  • Lark identifiers needed to run the app (user id, tenant/organisation id, chat context) as authorised by your admin

We do not require you to provide sensitive personal data. Please do not send NRIC numbers, health data, or other sensitive data unless we have asked in writing for a specific engagement.

3. Why we use it

  • Respond to enquiries and deliver PDFs, workshops, webinars, and diagnosis
  • Operate and secure the website and Lark app
  • Send transactional messages (for example, a briefing download confirmation)
  • Send newsletters and updates only if you opted in
  • Measure site performance (Google Analytics 4) and improve the Services
  • Meet legal, accounting, and security duties

Downloading a resource does not subscribe you to the newsletter unless you tick the consent box.

4. Legal bases (where GDPR applies)

  • Contract / steps toward a contract: enquiries, paid work, app use
  • Consent: newsletters, non-essential cookies where required
  • Legitimate interests: securing the site, understanding aggregate traffic, B2B follow-up on an enquiry you sent
  • Legal obligation: records we must keep

5. Cookies and analytics

We use essential cookies to run WordPress and forms. We use Google Analytics 4 and Google Tag Manager (via Site Kit) to see aggregate traffic and events such as form submits. Google may process this data on servers outside Malaysia. You can block analytics cookies in your browser; the site will still work.

We do not use advertising cookies to follow you across unrelated sites for SysTransform ads unless we tell you and, where required, ask for consent.

6. Chat and messaging

If Chatwoot, WhatsApp, Facebook Messenger, or Instagram is connected, messages you send and basic profile details from that channel are processed so we can reply. Those platforms have their own privacy policies.

7. Lark / Feishu app

When an organisation installs our Lark app, we process Customer Data as needed to provide the app: messages you send to the bot, commands, and authorised directory fields. We do not sell this data. We do not use it to train public AI models for unrelated third parties. Your Lark admin controls who can use the app. Lark/ByteDance also processes data under their terms.

8. Email and CRM

Enquiries and downloads may be stored in FluentCRM / Fluent Forms on our WordPress host and sent using our email provider (FluentSMTP). You can unsubscribe from marketing using the link in those emails. Transactional mail (form receipts, service notices) may still be sent.

9. Who we share data with

We share personal data only with:

  • Hosting and WordPress infrastructure providers
  • Google (Analytics, Tag Manager, Search Console) as described above
  • Lark / Feishu when you use the app
  • Chat and social platforms you message us on
  • Professional advisers or authorities if required by law
  • A buyer if we sell or reorganise the business, under this same policy

We do not sell personal data. We do not share it with unrelated advertisers.

10. International transfers

Our providers may store or process data outside Malaysia. Where we transfer data abroad, we take steps appropriate to the destination and the service (contractual terms and vendor review).

11. Retention

Enquiry and CRM records: as long as we have a business relationship and for a reasonable period after (typically up to 7 years if needed for tax or dispute records). Newsletter: until you unsubscribe. Analytics: according to Google Analytics retention settings. Lark app data: while the app is installed and for a short period after uninstall, unless we must keep logs for security or law. Then we delete or anonymise.

12. Security

We use HTTPS, access controls, and reputable processors. No method of transmission is fully secure. Tell us promptly via the contact form if you think there has been a misuse of your data.

13. Your rights

Subject to Malaysian PDPA (and GDPR if it applies to you), you may ask to access, correct, or delete personal data we hold, withdraw newsletter consent, or object to certain processing. Use the contact form. We may need to verify it is you. You may also complain to the Personal Data Protection Commissioner in Malaysia, or your local authority if you are in the EU/UK.

14. Children

The Services are for business users. We do not knowingly collect data from children under 16.

15. Third-party links

Our site may link to PDFs, events, or other sites. Their privacy practices are their own.

16. Changes

We will post updates on this page and change the date above. Material changes to the Lark app will also be reflected in the app listing where required.

17. Contact

SysTransform
https://systransform.ai/
https://systransform.ai/contact/

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