Privacy Policy
This Privacy Policy explains how ChatBoss (operated by I.T.FURTHER ENTERPRISE, "we", "us") collects, uses, and protects information when you subscribe to our WhatsApp AI assistant service.
1. Who we are
Data controller: I.T.FURTHER ENTERPRISE (SSM 201703271255 / JM0818262-D), registered at Gelang Patah, Johor, Malaysia. For privacy enquiries, contact hello@chatboss.my.
2. What this service does (and why this matters for your data)
ChatBoss is an AI-powered sales assistant that operates on the WhatsApp account that you (the subscriber, "the merchant") connect to our platform. To do its job, the bot:
- Reads incoming messages sent by your customers to your connected WhatsApp number.
- Sends those messages (and the bot's own context from your knowledge base) to a third-party large language model — Google Gemini — to generate a reply.
- Stores conversation history on our servers so the bot can maintain context across customer turns.
- Sends the generated reply back through your WhatsApp account to your customer.
Plain English: Yes — we process the contents of WhatsApp messages your customers send to your business. We do this only to deliver the service you signed up for. We never sell this data, and we do not use it to train AI models for other parties.
3. What we collect
Merchant account data — business name, owner name, email, billing address, billing details (processed by our payment processor, we do not store full card numbers).
Operational data from your WhatsApp number — incoming and outgoing messages on the connected number, customer phone numbers, customer-volunteered names, conversation timestamps, message metadata.
Knowledge-base content — product info, pricing, FAQs, rules you upload to train your bot.
Usage & diagnostics — login times, API request counts, error logs, IP address of admin sessions.
4. How we use the data
- To generate AI replies to your customers (core service).
- To bill you and keep your subscription active.
- To send service emails (receipts, downtime, security).
- To improve product reliability (error logs, aggregated usage).
- To respond to legal requests where required by Malaysian or Singaporean law.
5. Third parties who process data on our behalf
- Google (Gemini API) — generates the actual AI reply text. Google processes the conversation snippet you send for as long as needed to return a response. See Google AI terms.
- WhatsApp / Meta — the messaging carrier itself; we route messages through your authenticated WhatsApp session.
- Payment processor (Stripe / HitPay) — handles your subscription billing.
- Hostinger — hosts the ChatBoss platform infrastructure.
We do not sell your data, your customer's data, or message contents to any third party.
6. Retention
Conversation history is retained for 90 days by default to give the bot context. You can request earlier deletion via hello@chatboss.my. Account and billing records are kept for 7 years after account closure to comply with tax and accounting law.
7. Security
Data in transit is encrypted via TLS. Data at rest is held on access-controlled servers. Admin access is limited to authorised I.T.FURTHER ENTERPRISE personnel and protected by application passwords.
8. Your rights
Under Malaysia's PDPA 2010 and Singapore's PDPA 2012, you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate data.
- Request deletion (subject to legal retention requirements).
- Withdraw consent and close your account.
- Lodge a complaint with the relevant data protection authority.
To exercise any right, email hello@chatboss.my. We aim to respond within 21 days.
9. Your customers' data
When your customers message your WhatsApp number, you (the merchant) are the data controller for their personal data; we act as a data processor on your behalf. You are responsible for ensuring you have a lawful basis to chat with your customers under the relevant data-protection laws of the territory where they reside, and for disclosing to them — through your own privacy notice or other means — that an AI assistant may answer their messages.
10. Cookies
Our public website uses essential cookies for session management and a basic analytics cookie. We do not use advertising trackers.
11. Changes
We may update this Policy. Material changes will be emailed to active subscribers at least 14 days in advance. The "Last updated" date at the top reflects the latest revision.
12. Contact
I.T.FURTHER ENTERPRISE (SSM 201703271255 / JM0818262-D)
Gelang Patah, Johor, Malaysia
Email: hello@chatboss.my