Privacy Policy
For business customers: see our Data Processing Agreement.
Last updated: 25 August 2026
Data controller: CHATOWL SOLUTIONS (SSM Reg. No. 202603187823 / KT0617773-V), a sole proprietorship registered in Malaysia, of C2-37-02, Arte Cheras, Taman Midah, Cheras, 56000 Kuala Lumpur, Wilayah Persekutuan.
Who we are
ChatOwl provides AI chat-assistant software to businesses. This policy explains how we handle the personal data of visitors to chatowl.my and people who enquire about or use ChatOwl (our own prospects and account holders). For personal data we process on behalf of our clients (their customers’ chat data), we act as a data processor (see “Our role as a processor” below).
What we collect (about prospects / account holders)
- You give us: name, business name, email, phone/WhatsApp, and anything you send when you enquire, request a demo, or sign up.
- Automatically: standard server logs (IP address, browser type, pages visited). We do not currently run third-party website analytics; if we add any, we will update this policy.
Why we use it (purposes, PDPA)
To respond to enquiries, provide demos, set up and run your account, bill you, provide support, improve the service, and (with your consent) send you relevant updates. We rely on your consent and the performance of our contract with you as the legal bases under the Personal Data Protection Act 2010.
Who we share it with (sub-processors)
Our vetted service providers who help run ChatOwl, under data-protection terms:
- DigitalOcean (website + app hosting, Singapore), Anthropic and Google (AI model inference that powers the assistant), Curlec (by Razorpay) (our payment gateway for billing, Malaysia), Google Firebase (push-notification delivery to the ChatOwl mobile app), Meta (WhatsApp / Instagram / Facebook message delivery, only on plans with those channels connected), Telegram (instant lead alerts to the business owner’s phone, if connected), and Resend (transactional email delivery, e.g. invoices and login links). We do not sell your data.
Payments
When you pay an invoice, your card or FPX details are entered on Curlec’s secure payment pages, never on ours. We do not see or store card numbers; we keep only invoice and payment-status records for accounting.
The ChatOwl mobile app
If you (as a client) use our Android app, we additionally process: your account email and session credentials (stored on your device), a push-notification token (via Google Firebase, so lead alerts reach your phone), and, if the app crashes, a technical crash report (device model, Android version, app version, and the technical error trace; never your customers’ chat content). We use these solely to run the app, deliver your alerts, and fix faults.
Where it’s stored + cross-border
On secure servers in Singapore (DigitalOcean), with appropriate safeguards for any transfer outside Malaysia (we rely on our providers’ standard data-protection terms). AI inference may process message content via the providers named above.
How long we keep it
- Enquiry / demo-request data: up to 12 months after your last contact, unless you become a client.
- Account data: for the life of your account and up to 12 months after it closes, then deleted, except records we must keep by law (e.g. tax and accounting records, generally 7 years).
Security
Encryption in transit, per-tenant isolation, access controls, regular backups, and spend/abuse controls. No system is perfectly secure, but we take reasonable technical and organisational measures to protect your data.
Your rights (PDPA)
You may access or correct your data, withdraw consent, or limit processing by contacting us below. We respond within 21 days. You may also complain to the Personal Data Protection Department (Jabatan Perlindungan Data Peribadi, JPDP).
Our role as a processor (for our clients)
When a business uses ChatOwl on their website or channels, that business is the data controller of its customers’ chat data; ChatOwl processes it only on their instructions under a Data Processing Agreement. Chat transcripts and attachments are retained for the period configured for each client’s account (12 months by default) and then deleted. If you are an end customer of one of our clients, please see that business’s own privacy notice, and direct access or deletion requests to them.
Cookies
chatowl.my uses essential/session and caching cookies to make the site work. We do not currently use non-essential tracking or advertising cookies. If we add analytics in future, we will add a cookie banner and update this section. You can control cookies through your browser settings.
Changes & contact
We may update this policy; material changes will be posted here.
Contact: hello@chatowl.my · 011-1205 2265 · C2-37-02, Arte Cheras, Taman Midah, Cheras, 56000 Kuala Lumpur, Wilayah Persekutuan. Data-protection requests are handled by Lee Hao Ying (owner).