Privacy Policy

Effective Date: 8th December 2025

Thanks for visiting NextGen AI ERP (“NextGen AI ERP”, “we”, “us” or “our”). We respect your privacy. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices and rights you may have.

This policy is designed to support compliance with Malaysia’s Personal Data Protection Act 2010 (PDPA Malaysia), Singapore’s Personal Data Protection Act 2012 (PDPA Singapore), and globally recognised data protection principles (including transparency, purpose limitation, data minimisation, security, and accountability).

By using our website and Services, you acknowledge that you have read and understood this Privacy Policy. If we maintain separate Terms of Service or a Cookie Policy, please review them as well: [Terms of Service link] and [Cookie Policy link].

1. Some key terms

• “Personal Data” / “Personal Information” means information that identifies you or can reasonably be used to identify you (for example: name, email address, phone number, company, job title, IP address).
• “Processing” means collecting, using, disclosing, storing, transferring, or otherwise handling personal information.
• “Services” means our website, products, software, demos, and related support or communications.
• “Cookies” are small text files and similar technologies used to enable site functions, remember preferences, and measure marketing performance.
  
  

2. What personal information we collect

We may collect personal information that you provide directly, that we collect automatically, or that we receive from third parties.

A. Information you provide directly

• Contact details: name, email address, phone number, company name, job title, country, and any details you submit via forms (e.g., “Contact”, “Request a Demo”).
• Communications: messages you send us via forms, email, chat, WhatsApp, or during meetings/calls.
• Commercial details (if applicable): billing contact details and transaction records.

B. Information collected automatically

• Device and usage data: IP address, device identifiers, browser type, operating system, referring pages, pages viewed, clicks, and timestamps.
• Approximate location (derived from IP).
• Cookie data: cookie identifiers and analytics/advertising signals where enabled.

C. Information we receive from third parties

• Analytics and advertising partners (e.g., Google) may provide performance reports (often aggregated) relating to ads and site usage.
• Business partners or referrals may share your contact details where you have requested an introduction or where permitted by law.
  
  

3. How we use personal information

• To respond to enquiries, schedule demos, and provide requested information.
• To deliver, operate, maintain, and improve our Services (including customer support).
• To set up accounts, manage subscriptions, and process payments (if applicable).
• To monitor performance, diagnose issues, and maintain website and system security.
• To run marketing campaigns, measure results, and show relevant ads (including remarketing/retargeting where enabled).
• To comply with legal obligations and enforce our rights.
  
  

4. Legal basis and consent (Malaysia, Singapore, and global approach)

Where required, we collect, use, and disclose personal information with notice and consent. Depending on your situation and applicable law, we may process personal information based on one or more of the following:

• Your consent (e.g., form submissions, cookie preferences, marketing opt-in where applicable).
• To perform a contract or take steps at your request before entering into a contract (e.g., providing a demo).
• Our legitimate interests (e.g., improving our Services, security, measuring marketing effectiveness), where those interests are not overridden by your rights.
• Compliance with legal obligations.
  
  

5. Cookies, analytics, and advertising (including Google Ads)

We use cookies and similar technologies for essential site functionality, analytics, and advertising (where enabled).

A. Analytics

We may use analytics tools (such as Google Analytics) to understand website traffic and usage. These tools may collect information such as pages visited, time on site, clicks, and device/browser information.

B. Google Ads conversion tracking and remarketing

We may use Google Ads features such as conversion tracking and remarketing to measure actions taken on our site after ad clicks (for example, form submissions) and to show ads to people who have visited our site (remarketing), where permitted.

If enabled, we may use enhanced conversion measurement features. Where used, limited first-party data (such as email address or phone number) may be transmitted in a protected form (for example, hashed) to improve measurement accuracy.

C. Your choices

• Cookie controls: you can manage cookies through your browser settings and, where provided, our cookie consent controls.
• Ad controls: you can manage personalisation preferences via Google’s ad settings and opt out of certain personalised advertising where available.
• Blocking cookies may affect certain site features or functionality.
  
  

6. How we share personal information

We do not sell your personal information.

We may share personal information with:

• Service providers (data processors) that help us operate the Services (e.g., hosting, CRM, email, analytics, advertising, support tools, payment processors). They are authorised to process personal information only for the services they provide to us and must protect it.
• Professional advisers (lawyers, auditors, accountants) where necessary.
• Authorities or regulators where required by law or to protect rights, safety, and security.
• A buyer or successor in a business transaction (e.g., merger or acquisition), subject to appropriate safeguards.
  
  

7. International transfers

Your personal information may be processed in countries outside Malaysia or Singapore (for example, where our service providers’ servers are located). When we transfer personal information internationally, we take reasonable steps to ensure appropriate protections are in place in line with applicable law.

8. Data retention

We retain personal information only as long as necessary for the purposes described in this policy, including to meet legal, accounting, or reporting requirements. When no longer needed, we securely delete or anonymise it.

9. How we protect personal information

We use reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, disclosure, alteration, or destruction. Examples may include access controls, secure transmission (HTTPS), system monitoring, and limiting staff access on a need-to-know basis. No method of transmission or storage is completely secure, but we work to maintain appropriate security for the risk level.

10. Your choices and rights

Depending on your location and applicable law (including PDPA Malaysia and PDPA Singapore), you may have rights to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete personal information.
• Withdraw consent for certain uses (especially marketing), subject to legal and contractual restrictions and reasonable notice.
• Opt out of marketing communications at any time.

To make a request, contact us using the details in the “Contact us” section. We may need to verify your identity before fulfilling requests.

11. Third-party links

Our website may contain links to third-party websites or services. We are not responsible for their privacy practices. Please review their privacy policies before providing personal information.

12. Children’s privacy

Our Services are not intended for children under 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us so we can take appropriate steps.

13. Contact us (Privacy / Data Protection)

If you have questions, requests, or complaints about this Privacy Policy or our handling of personal information, contact:

• Company legal name: [Legal Company Name]
• Attn: Data Protection Officer / Privacy Contact
• Email: [privacy@nextgenaierp.com]
• Phone: [Phone number]
• Address: [Business address]

If you are in Singapore and your concern is not resolved, you may contact the Personal Data Protection Commission (PDPC), where applicable.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last updated” date. If changes are material, we may provide additional notice where required.