Ekasia Technology – Global Privacy Statement

Last Updated: 01 January 2025

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1. Introduction

Ekasia Technology (“Ekasia,” “we,” “us,” or “our”) is committed to protecting your personal data and privacy. This Privacy Statement describes how we collect, use, disclose, and safeguard your personal information when you access or use our Customer Relationship Management platform (CRM), websites, applications, and related services (collectively, the “Service”).

This Privacy Statement applies to all users globally and is designed to comply with international privacy and data protection regulations, including:

• European Union General Data Protection Regulation (GDPR)
• UK GDPR
• Malaysia Personal Data Protection Act (PDPA)
• California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA)
• Other applicable privacy laws worldwide

2. Scope

This Privacy Statement applies to:

• Visitors to our websites or applications
• Customers and authorized users of Ekasia CRM
• Prospective clients and business partners
• Individuals whose personal data is processed via our CRM by our customers (“End Users”)

Where Ekasia processes personal data on behalf of our customers, we act as a Data Processor, and our customers are the Data Controllers. In cases where we collect data directly from individuals, we may act as a Data Controller.

3. Personal Data We Collect

We may collect the following categories of personal data depending on your use of the Service:

3.1 Data You Provide

• Contact information: name, job title, company, email, phone
• Account credentials, login details, and user roles
• Communications and support requests, feedback, or surveys
• Business or professional records uploaded into the CRM

3.2 Data Processed Through the CRM

• Customer and lead data uploaded by our customers
• Notes, emails, interactions, and workflow records
• Audit trails, activity logs, and CRM history for compliance purposes

3.3 Automatically Collected Data

• IP address, device type, operating system, and browser information
• Usage logs, timestamps, feature usage, and access history
• Cookies, pixels, and similar technologies for analytics and performance monitoring

3.4 Billing & Payment Data

• Billing contact information
• Transaction metadata, invoice records, and subscription details

Payment card data is securely processed through third-party payment processors and is never stored in full by Ekasia.

4. How We Use Personal Data

We use personal data for the following purposes:

• Providing, operating, and improving the Service
• Authenticating users and managing accounts
• Customer support, technical assistance, and issue resolution
• Monitoring system performance, usage trends, and feature adoption
• Ensuring security, fraud prevention, and regulatory compliance
• Communication regarding updates, service changes, or marketing (where consented)
• Internal analytics, research, and product development

5. Legal Basis for Processing (GDPR / UK GDPR)

• Contractual necessity: to provide services under your subscription agreement
• Legitimate interests: product improvement, security, fraud prevention, or analytics
• Consent: for marketing, cookies, or other optional services
• Legal obligations: to comply with tax, regulatory, or reporting requirements

6. Cookies & Tracking Technologies

We use cookies and similar technologies to enable core functionality, enhance security, analyze trends, monitor usage, and personalize your experience. You may configure your browser to reject cookies, but some features of the Service may be affected.

7. Data Sharing & Disclosure

We may share personal data with:

• Service providers, such as cloud hosting, analytics, email, and customer support providers
• Payment processors for subscription and billing purposes
• Legal authorities, regulators, or law enforcement as required by law
• Business transferees in the event of a merger, acquisition, or corporate restructuring

Ekasia does not sell personal data to third parties.

8. International Data Transfers

Ekasia operates globally, and personal data may be transferred to and processed in countries outside your jurisdiction. We implement appropriate safeguards, including Standard Contractual Clauses (SCCs), contractual data processing agreements, and technical security controls.

9. Data Retention

Personal data is retained only as long as necessary to provide the Service, comply with legal obligations, enforce agreements, and resolve disputes. Customers may request deletion of CRM data in accordance with their subscription and applicable laws.

10. Security Measures

We implement industry-standard technical and organizational measures to safeguard personal data, including:

• Encryption of data in transit and at rest
• Access control and authentication policies
• Network and system monitoring for anomalies or unauthorized access
• Regular security assessments, updates, and audits

Despite these measures, no system is completely secure. Users should follow best practices for account security.

11. Your Privacy Rights

Depending on your location, you may have rights including:

European Union & United Kingdom (GDPR / UK GDPR)

• Access and receive a copy of your personal data
• Request correction or deletion of personal data
• Restrict or object to processing
• Data portability
• Lodge a complaint with a supervisory authority

Malaysia (PDPA)

• Access and correct personal data held by Ekasia
• Withdraw consent (subject to contractual obligations)
• Be informed of data processing purposes

United States – California (CCPA / CPRA)

• Know what personal data is collected
• Request access or deletion of personal data
• Correct inaccurate data
• Opt-out of sale or sharing (if applicable)
• Not be discriminated against for exercising rights

Other Jurisdictions

Ekasia respects privacy rights under applicable local laws worldwide and processes requests accordingly. To exercise your rights, contact us using the details in section 14.

12. Children’s Data

Our Service is not intended for individuals under 16 (or local age of consent). We do not knowingly collect personal data from children. If we learn that we have inadvertently collected such data, we will delete it promptly.

13. Changes to This Privacy Statement

We may update this Privacy Statement periodically. Material changes will be communicated through the Service, email notifications, or via our website.

14. Contact Information

Ekasia Technology
Email: ekon@ekasiatech.com
Website: https://www.ekasiatech.com
Mahkota Square, Jalan Temenggung 27/9,
Bandar Mahkota Cheras, 43200 Cheras, Selangor, Malaysia

15. Data Processing Addendum (DPA)

Enterprise and regulated customers may request a Data Processing Addendum (DPA) that outlines roles, responsibilities, and safeguards in accordance with GDPR and cross-border compliance.