Privacy Policy

1About this policy

We respect the privacy of individuals with regard to Personal Data. This Privacy Policy describes what Personal Data we collect, why we collect it, how we use and protect it, and the choices and rights you have. It forms part of, and should be read together with, our Terms & Conditions. By using our websites or providing Personal Data to us, you acknowledge this Privacy Policy.

2Two kinds of data

It helps to distinguish two very different categories of data:

Customer Data (stays with you)

Residion is a sovereign, on-premise platform that runs inside your own network or infrastructure. The content you process with it, documents, files, queries, prompts, embeddings, and inference, is "Customer Data". Customer Data may contain personal data, but it is processed within your environment and is not designed to leave it. As between us, you determine the purposes and means of processing that personal data and are the data user in respect of it; we do not require access to it to provide Residion. Your handling of Customer Data is governed by your agreement or Order with us, not by this Privacy Policy.

Personal Data we collect directly (this policy)

Separately, we collect a limited amount of Personal Data directly from you, principally through our websites, contact and briefing forms, and business correspondence. That is the Personal Data this Privacy Policy governs.

3Personal data we collect

We may collect the following Personal Data directly from you:

1. Enquiry and briefing details: such as your name, business email address, organisation, job title, sector, country, and the message you submit through our contact or briefing forms. Those forms are submitted via Formspree, which emails the details to us.
2. Correspondence: information you provide when you email us or communicate with us about Residion, an Order, or support.
3. Business relationship data: the names and business contact details of individuals involved in an Order, licensing, billing, or support on the Customer's side.
4. Limited technical data: our websites are served by third-party hosting providers who, for security and reliability, may process limited technical information such as IP addresses in server logs. Our websites are designed without third-party analytics, advertising trackers, or content delivery networks.

You are not obliged to provide Personal Data, but if you do not, we may be unable to respond to your enquiry or provide Residion.

4How we use personal data

We collect, retain, and use the Personal Data described above to:

1. respond to your enquiries and provide, provision, and support Residion;
2. administer Orders, licensing, billing, and our relationship with you;
3. send you service communications and, where you have not objected, relevant product information;
4. operate, secure, and improve our websites and services; and
5. comply with legal, regulatory, accounting, and security obligations, and protect our legitimate interests.

5Consent & legal basis

By providing your Personal Data to us, you consent to our collection, use, and disclosure of it for the purposes set out in this Privacy Policy. Where we rely on your consent (for example, to send you product or marketing communications), you may withdraw it at any time (see Section 11). We may also process Personal Data where necessary to perform a contract with you, to comply with a legal obligation, or for our legitimate business interests in a manner consistent with the PDPA.

6Cookies & tracking

Our public websites (residion.io and its subdomains) are built to avoid third-party tracking. We do not use advertising cookies, third-party analytics, or content delivery networks on them. Any cookies or local storage used are limited to what is strictly necessary for a page to function. Where we introduce any non-essential cookies in future, we will seek your consent as required by law.

7Disclosure of personal data

We do not sell Personal Data. We may disclose the Personal Data we hold to:

1. our personnel and professional advisers who need it to perform their roles, under a duty of confidentiality;
2. service providers who process Personal Data on our behalf (for example, hosting, email, form delivery, and payment providers), under obligations to protect it and use it only as instructed;
3. authorities, regulators, or other parties where required by law or to establish, exercise, or defend legal rights; and
4. an acquirer or successor in connection with a merger, reorganisation, or sale of assets, subject to this Privacy Policy.

8Cross-border transfer

We are based in Malaysia and primarily process the Personal Data we collect directly within Malaysia. Where a service provider processes Personal Data outside Malaysia, we take reasonable steps to ensure it is afforded a standard of protection comparable to that required under the PDPA. Customer Data, which stays within your own environment, is not transferred by us as part of providing Residion.

9Data retention

We retain the Personal Data we collect directly for as long as necessary to fulfil the purposes in this Privacy Policy, including to maintain our business relationship with you, and to satisfy legal, regulatory, accounting, or security requirements or to protect our interests. When Personal Data is no longer needed, we take reasonable steps to delete or anonymise it.

10Security

We take reasonable practical steps to protect the Personal Data we hold against loss, misuse, unauthorised or accidental access, disclosure, alteration, or destruction, and to keep it accurate and up to date. No method of transmission or storage is completely secure, but we work to maintain safeguards appropriate to the nature of the data.

11Your rights under the PDPA

Subject to the PDPA, you have the right to:

1. request access to the Personal Data we hold about you;
2. request correction of Personal Data that is inaccurate, incomplete, misleading, or out of date;
3. withdraw your consent to our processing of your Personal Data, or object to its use for direct marketing; and
4. request that we limit the processing of your Personal Data in certain circumstances.

To exercise any of these rights, contact us using the details in Section 15. We may need to verify your identity before acting on a request, and may charge a reasonable prescribed fee for a data access request as permitted by the PDPA. If you withdraw consent necessary for us to respond to an enquiry or provide Residion, we may no longer be able to do so.

12Children

Residion and our websites are intended for organisations and business users, not for children. We do not knowingly collect Personal Data from anyone under 18 years of age. If you believe a minor has provided us Personal Data, please contact us and we will take appropriate steps to delete it.

13Third-party links

Our websites and Documentation may contain links to sites operated by third parties, which we do not control. Once you leave our site, this Privacy Policy no longer applies, and we are not responsible for the privacy practices of those third parties. We encourage you to review their privacy notices.

14Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top shows when it was last revised. Where a change materially affects how we handle your Personal Data, we will take reasonable steps to bring it to your attention. Your continued use of our websites or services after a change takes effect constitutes acceptance of the updated policy.

15Contact us

For questions about this Privacy Policy, or to make a data access, correction, or consent-withdrawal request, contact:

Ednatronics Sdn. Bhd. All rights reserved.