Privacy Policy
Cloudby is operated by ArtSense Studio Sdn Bhd and governed by the Malaysian Personal Data Protection Act 2010 (PDPA). Your data is stored and processed in Malaysia. We use plain language throughout this policy.
ArtSense Studio Sdn Bhd (“Cloudby”, “we”, “us”, “our”) is committed to protecting the personal data of everyone who visits our website or uses our services. This Privacy Policy explains what data we collect, why we collect it, how we use and protect it, and what rights you have over it.
This policy applies to
- Visitors to cloudby.co and its subdomains
- Registered users of the Cloudby platform at biz.cloudby.co
- Business customers whose organisations are managed within the Cloudby system
- Partners, consultants, and virtual assistants who register or engage with us
Who We Are
Data We Collect
We only collect what we need. Here is a clear breakdown of what we gather and when.
Website visits & contact
Browsing cloudby.co requires no personal data. If you contact us by form, WhatsApp, or email, we collect your name, email, phone number, and message content.
Account registration
We collect your name, email, and password. If you register an organisation, we also collect the organisation name, business address, timezone, and logo.
Subscription & billing
Billing is processed through Stripe. We do not store your full card details. Stripe handles card data under their own security and compliance standards.
Partners, consultants & VAs
We collect the information you submit through the relevant registration form: name, contact details, business background, and any other information you choose to provide.
Data collected automatically when you use our platform
- IP address and approximate location
- Browser type and version
- Device type and operating system
- Pages visited and time spent
- Referral source
- Error logs and performance diagnostics
How We Use Your Data
Every use of your data has a clear purpose and a legal basis. We do not use your data for automated decision-making that produces significant effects on you.
| Purpose | Legal basis |
|---|---|
| Delivering and maintaining the Cloudby service | Contract performance |
| Processing your subscription and billing | Contract performance |
| Sending service notifications, security alerts, and product updates | Contract performance / Legitimate interest |
| Responding to enquiries and support requests | Legitimate interest |
| Improving the platform through usage analysis | Legitimate interest |
| Sending marketing communications | Consent (opt-in only) |
| Complying with legal obligations | Legal obligation |
| Protecting the security and integrity of the platform | Legitimate interest |
Data We Process on Behalf of Business Customers
When your organisation uses Cloudby to manage its operations, Cloudby acts as a data processor on your behalf. The data your organisation stores within the system — including records relating to your own customers, employees, and vendors — belongs to your organisation. You remain the data controller for that data.
We process that data only as necessary to deliver the service. We do not access, use, or share your organisational data for any purpose beyond service delivery and legal compliance.
Business customers are responsible for ensuring their own use of the Cloudby platform complies with applicable data protection laws in their jurisdiction, including obligations to their own customers and employees.
Sharing Your Data
We do not sell, rent, or trade your personal data. We share it only in the following limited circumstances.
Service providers
We engage third-party providers including Stripe (payment processing), cloud infrastructure providers (hosting), and analytics tools. These providers are bound by confidentiality obligations and may only use your data for the purposes we specify.
Legal requirements
We may disclose your data if required by Malaysian law, a court order, or a regulatory authority. We will notify you of such requests where legally permitted.
Business transfers
If Cloudby is acquired, merged, or transfers its assets, your data may transfer as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
With your consent
For any other purpose, only with your explicit consent. We do not share your data with advertisers or data brokers.
Data Retention
We retain your data for as long as necessary to fulfil the purposes described in this policy, subject to the following periods.
| Situation | Retention period |
|---|---|
| Active subscription | Data retained for the life of the subscription |
| Subscription lapsed, no login activity | 12 months from date of last activity |
| Account terminated by customer | 90-day export window, then deletion |
| Account terminated by Cloudby | 60-day export window, then deletion |
| Opt-in contact submissions (partners, VAs) | 2 years from last interaction |
| Website enquiry submissions | 2 years from submission |
| Community forum content | Until user requests deletion, or account closure |
| Legal and billing records | 7 years, as required by Malaysian law |
After the applicable retention period, data is permanently deleted or anonymised. Anonymised data may be retained indefinitely for analytical purposes.
Data Security
We implement technical and organisational measures appropriate to the nature of the data we hold.
No system is completely immune to risk. In the event of a data breach that poses a risk to your rights, we will notify you and the relevant authority as required by law.
Your Rights
Subject to Malaysian law and, where applicable, the laws of your jurisdiction, you have the following rights over your personal data.
Access
Request a copy of the personal data we hold about you.
Correct
Ask us to correct inaccurate or incomplete data.
Delete
Request deletion of your data, subject to legal retention requirements.
Withdraw consent
Withdraw consent for processing based on consent, at any time.
Object or restrict
Object to or restrict certain types of processing.
Portability
Receive a copy of your data in a portable format.
International Visitors
Cloudby is operated from Malaysia. Our primary compliance framework is the Malaysian PDPA 2010. If you are accessing our services from outside Malaysia, your data may be processed and stored in Malaysia. We are committed to extending appropriate protections to all users regardless of location.
Children
Our services are intended for businesses and adults. We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected such data, contact us at contact@cloudby.co and we will delete it promptly.
Changes to This Policy
We may update this policy from time to time. When we make material changes, we will post the revised version at cloudby.co/legal/privacy/ and notify active users by email or through an in-platform notice. The date at the top of this page reflects the most recent revision.
Questions about this policy?
For any questions, concerns, or requests relating to this Privacy Policy or your personal data, reach out to us directly. We aim to respond within 21 days.
contact@cloudby.coArtSense Studio Sdn Bhd · Selangor, Malaysia