PromoHubAI Privacy Policy

This Privacy Policy describes how PromoHubAI, a platform operated by IdThrivo Technology Sdn Bhd (1210868-T)("PromoHubAI", "we", "us", or "our"), handles personal information when you access or use our software, tools, websites, and integrations, including WhatsApp-based automation and AI-driven engagement features (collectively, the "Services").

By using the Services, you acknowledge and agree that your information will be collected, processed, and used in accordance with this Privacy Policy. If you do not agree, you should discontinue use of the Services.

1. Key Definitions

Personal Data refers to information that identifies, relates to, or could reasonably be linked to an individual.

Customer refers to a business, organization, or individual account holder that uses PromoHubAI.

End User refers to any person who communicates with a Customer through PromoHubAI-powered channels such as WhatsApp, chat widgets, or branded microsites.

2. Information We Collect

2.1 Account and Business Details

• Name, email address, and contact number
• Business name, industry, and operational details
• Login credentials and authentication records
• Subscription, billing, and payment-related data
• User preferences, roles, and configuration settings

2.2 Messaging and Communication Data

When you enable WhatsApp or similar integrations, PromoHubAI may process data on your behalf to deliver and automate communications, including:

• WhatsApp Business API identifiers and setup information
• Messages, timestamps, delivery status, and read confirmations
• Contact records and conversation history
• Automation rules, tags, and engagement logs
• Media files exchanged through supported channels

PromoHubAI acts as a data processor for this information. Customers remain responsible for obtaining valid consent and determining lawful use of End User data.

2.3 Technical and Usage Information

• IP address and general location data
• Device, browser, and operating system information
• System logs and feature interaction records
• Performance diagnostics and analytics
• Cookie and tracking technology data

3. How We Use Information

Your information is used to:

• Operate, maintain, and improve the Services
• Enable messaging, automation, and AI-driven workflows
• Process payments and manage subscriptions
• Provide technical support and customer assistance
• Enhance personalization and feature performance
• Detect fraud, misuse, and security incidents
• Meet legal, regulatory, and contractual obligations

4. Artificial Intelligence and Automation

PromoHubAI incorporates artificial intelligence to support automation and insights, including:

• Message classification and intent recognition
• Automated replies and workflow generation
• Content optimization for conversational engagement
• Business analytics and interaction insights

Where feasible, data used to improve system performance is aggregated or de-identified. PromoHubAI does not sell Personal Data or use identifiable customer data to train external AI models.

5. Legal Basis for Processing

Depending on applicable law, we process Personal Data under one or more of the following bases:

• Performance of a contract
• Legitimate business interests
• User consent, where required
• Compliance with legal obligations

6. Sharing and Disclosure

PromoHubAI does not sell personal information. Data may be disclosed only in the following circumstances:

• With infrastructure, analytics, or payment service providers acting under strict confidentiality obligations
• With platform partners such as Meta / WhatsApp where required to deliver messaging services
• As part of a corporate transaction such as merger or acquisition
• When required by law or to protect legal rights and system security
• With explicit user consent

7. Information Security

We apply reasonable technical and organizational safeguards, including encryption, access controls, monitoring, and internal security policies. Despite these efforts, no digital system is entirely risk free.

8. Data Retention

Information is retained only as long as needed to provide the Services, meet legal requirements, or resolve disputes. Customers may request account deletion in accordance with applicable obligations.

9. Cookies and Tracking

PromoHubAI uses cookies and similar tools to support authentication, analytics, and user preferences. You may control cookie behavior through your browser, though some features may be limited.

10. Your Privacy Rights

Subject to local law, you may request access, correction, deletion, restriction, portability, or withdrawal of consent relating to your Personal Data. End Users should contact the relevant Customer directly.

11. Children’s Privacy

PromoHubAI is not designed for individuals under 16 years of age. We do not knowingly collect data from minors.

12. Policy Updates

This Privacy Policy may be revised from time to time. Continued use of the Services after updates constitutes acceptance of the revised policy.