Privacy Policy

1. Overview

PROPAIOS collects and processes information to operate an AI-powered car rental assistant on behalf of business subscribers. This policy explains what data is collected, why, and how it is handled.

PROPAIOS handles WhatsApp conversations, customer booking details, IC and driving licence documents submitted by customers, host/admin onboarding information, and partner/referral information. We treat all data with care and do not sell it for advertising.

2. Data We Collect

• Business information: business name, contact person, phone/email, operating details
• Customer WhatsApp messages: enquiries, booking requests, follow-up conversations
• Customer booking details: dates, model preference, budget, pickup area, purpose
• Customer documents: IC (MyKad) and driving licence images, when submitted for booking verification
• Fleet and pricing information: uploaded and managed by host/business admin
• Partner and referral information: partner name, referral code, referred leads, commission records

3. Purpose of Collection

• Operate the AI assistant and respond to customer enquiries
• Collect and forward booking information to the relevant host for review and approval
• Notify host/admin of new bookings, document submissions, and customer updates
• Support host onboarding and fleet configuration
• Manage partner and referral program records
• Improve service quality and AI accuracy over time

4. Customer Documents

IC and driving licence images submitted by customers are collected for the purpose of rental verification and booking preparation. These documents are:

• Forwarded to the relevant host/business admin for review and approval
• Stored temporarily as part of the booking record
• Not shared with any party outside the booking process

5. Data Sharing

• Customer information is shared with the relevant host or business admin for booking processing
• Data may be processed by service providers needed to operate PROPAIOS (see Section 6)
• Data is not sold for advertising or marketing purposes
• Data is not shared with unrelated third parties

6. Third-Party Service Providers

PROPAIOS uses the following services to operate:

• WhatsApp / Meta / Twilio: customer messaging delivery
• OpenAI: AI language processing for customer responses
• Telegram: host and admin notifications
• Hosting providers: server infrastructure and storage

These providers process data according to their own privacy policies. PROPAIOS selects providers that meet reasonable data protection standards.

7. Security

PROPAIOS takes reasonable steps to protect data, including access controls, encrypted connections, and restricted server access. No system is 100% secure. In the event of a data incident affecting your information, we will notify affected parties as appropriate.

8. Data Retention

• Booking and conversation records: retained as needed for business operations, dispute handling, and admin review
• Customer documents: retained with the booking record and removed upon request where applicable
• Partner and commission records: retained for the duration of the partner relationship and required admin period
• Data no longer needed for any purpose is removed on a reasonable schedule

9. Your Rights

You may contact PROPAIOS admin to:

• Ask what data is held about you
• Request correction of inaccurate information
• Request deletion of your data where applicable

We will respond to reasonable requests within a reasonable timeframe. Some data may need to be retained for legal or business purposes.

10. Contact

By using PROPAIOS or submitting information through a PROPAIOS-powered assistant, you acknowledge that you have read and understood this Privacy Policy.