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Privacy Policy
Effective Date: March 21, 2025
To ensure transparency, we periodically update this Privacy Policy to reflect regulatory changes, new data processing practices, or operational adjustments. The latest changes include:
  • March 21, 2025: Added Section 12 regarding the submission of participant data for HRD accreditation.
Welcome to AICoach.my (“we,” “our,” “us”), operated by Vessel Business Network (202003085850) registered in Malaysia. Your privacy is important to us, and we are committed to protecting the personal data you provide while using our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in compliance with the Personal Data Protection Act (PDPA) of Malaysia, General Data Protection Regulation (GDPR), and other applicable global privacy laws.
1. Information We Collect
We collect information to provide and improve our services. This includes:
1.1 Personal Data You Provide
  • Account Information: Name, email address, contact number, and other identifying details when you register for our services.
  • Transaction Data: Payment information and billing details when you purchase our services.
  • Event Registration Data: Name, phone number, email address, and other details collected for the purpose of registering participants for events, programs, and sharing sessions.
  • User Content: Information you submit, including text, queries, files, and other inputs during the use of our coaching services or Custom GPT tools.
  • Newsletter and Contact Forms: Email, name, city of residence, organization, and telephone number.
1.2 Automatically Collected Information
  • Device Information: IP address, browser type, operating system, access time, and activity logs.
  • Cookies and Tracking: Cookies, pixels, and similar tracking technologies to improve user experience.
  • Website Interaction Data: Web pages or products viewed, referral sources, and how users interact with the Site.
1.3 Data from Custom GPTs
When using Custom GPTs (Generative Pre-trained Transformers) within our platform, we collect:
  • Input data (e.g., questions or instructions provided to the AI).
  • Output generated by the GPT models.
  • Log information to enhance performance, troubleshoot issues, and ensure compliance.
1.4 Media and Event Content
  • Photos, Screenshots, and Videos: Photos, screenshots, and videos may be taken during events, programs, and sharing sessions.
  • Summarized Content: Proceedings of events may be summarized and shared online.
2. How We Use Your Information
We use your data to:
  • Provide, operate, and maintain our AI coaching platform.
  • Process transactions and manage customer accounts.
  • Facilitate event registrations and manage event logistics.
  • Share necessary data with external trainers or organizations collaborating in sharing sessions.
  • Improve user experience, including personalized recommendations.
  • Analyze usage trends to enhance the performance of our tools, including Custom GPTs.
  • Publish photos, screenshots, videos, and event summaries online, including on social media.
  • Ensure compliance with legal obligations and resolve disputes.
  • Send promotional and service-related communications (with consent).
3. Sharing Your Information
We do not sell your personal data. We may share your data:
  • With Service Providers: Third-party vendors who assist us with hosting, payment processing, analytics, and marketing.
  • With External Trainers or Collaborators: Data necessary for event coordination and management may be shared with external trainers or organizations collaborating in sharing sessions.
  • For Compliance: To comply with legal obligations or respond to lawful requests (e.g., court orders).
  • For Security: To investigate fraudulent or malicious activities that may violate our Terms of Service.
4. Data Retention
We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy. Once no longer required, your data will be securely deleted or anonymized.
5. Your Rights
If you are a resident of the European Union, Malaysia, or other applicable jurisdictions, you have the following rights regarding your personal data:
  • The right to be informed.
  • The right of access.
  • The right to rectification.
  • The right to erasure.
  • The right to restrict processing.
  • The right to data portability.
  • The right to object.
  • Rights in relation to automated decision-making and profiling.
To exercise these rights, please contact us at [email protected].
6. Security Measures
We implement robust technical and organizational measures to protect your data, including:
  • Encryption of sensitive data during transmission.
  • Secure servers and access controls to prevent unauthorized access.
  • Regular audits and monitoring for potential security breaches.
While we strive to safeguard your data, no system is 100% secure. You are encouraged to protect your login credentials and report any suspicious activity.
7. International Data Transfers
If your data is transferred outside Malaysia, we ensure it is protected in line with this policy and applicable laws. Transfers will occur only to jurisdictions with adequate data protection standards or with appropriate safeguards (e.g., Standard Contractual Clauses). Your data may be transferred outside of Europe, including Canada and the United States.
8. Cookies and Tracking Technologies
We use cookies and similar technologies to improve website functionality and user experience. You can control or disable cookies through your browser settings.
Types of Cookies We Use:
  • Essential Cookies: Necessary for the website to function.
  • Analytics Cookies: Help us understand usage patterns.
  • Marketing Cookies: Track activity for personalized advertisements.
9. Children’s Privacy
Our services are not intended for individuals under the age of 13 (or the applicable legal age in your jurisdiction). We do not knowingly collect data from minors. If you believe we have inadvertently collected such data, please contact us immediately.
10. Links to Other Websites
Our website may contain links to other websites that are not owned or controlled by us. We are not responsible for third-party privacy practices. We encourage you to read the privacy policies of any third-party sites that may collect personal information.
11. Legal Disclosure
We will disclose any information we collect, use, or receive if required or permitted by law, such as to comply with a subpoena or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
12. Submission of Participant Data for HRD Corp Compliance
In certain training sessions, our trainers may seek accreditation or renewal of their status with the Human Resource Development Corporation (HRD Corp). Additionally, for training programs funded or claimable under HRD Corp schemes, we are required to submit specific participant data to comply with HRD Corp's guidelines.
This data may include personal data, attendance records, participant feedback forms, progress reports, and completion certificates. Prior to collecting and submitting this data, we will inform participants about the purpose and scope of data collection. All information will be handled in accordance with our Privacy Policy and applicable data protection laws.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in laws, technologies, or business practices. Updates will be posted on this page with the Effective Date. Continued use of our services constitutes your acceptance of the updated policy.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or your data, please contact us:
  • Address: No. 43, Level 1, Block S, Jalan Megah 37c, Taman Megah, 43200 Cheras, Selangor, Malaysia
By attending our sessions or events, participants agree to allow us to collect necessary personal data and share relevant data online and with collaborators as needed, as well as to have their photos, screenshots, and videos taken and shared online or on social media.
We are committed to addressing your concerns promptly and in accordance with applicable laws.
Thank you for trusting AICoach.my. Your privacy is our priority.
Copyright © 2025 Vessel Business Network (202003085850). All rights reserved.
No. 43, Level 1, Block S, Jalan Megah 37c, Taman Megah, 43200 Cheras, Selangor, Malaysia.