LEGAL
Privacy Policy
Last updated: May 29, 2026
Introduction
Your privacy is important to us. It is sampan.club's policy to respect your privacy and comply with any applicable law and regulation regarding any personal information we may collect about you, including across our website, https://sampan.club, and other sites we own and operate.
Personal information is any information about you which can be used to identify you. This includes information about you as a person (such as name, address, and date of birth), your devices, payment details, and even information about how you use a website or online service.
In the event our site contains links to third-party sites and services, please be aware that those sites and services have their own privacy policies. After following a link to any third-party content, you should read their posted privacy policy information about how they collect and use personal information. This Privacy Policy does not apply to any of your activities after you leave our site.
Information We Collect
Information we collect falls into one of two categories: "voluntarily provided" information and "automatically collected" information.
"Voluntarily provided" information refers to any information you knowingly and actively provide us when using or participating in any of our services and promotions.
"Automatically collected" information refers to any information automatically sent by your devices in the course of accessing our products and services.
Log Data
When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your device's Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details about your visit.
Additionally, if you encounter certain errors while using the site, we may automatically collect data about the error and the circumstances surrounding its occurrence.
Personal Information
We may ask for personal information — for example, when you subscribe to our newsletter or when you contact us — which may include one or more of the following: name, email address, company name, and phone number.
User-Generated Content
We consider "user-generated content" to be materials voluntarily supplied to us by our users for the purpose of publication, processing, or usage on our platform. All user-generated content is associated with the account or email address used to submit the materials.
You retain your intellectual property ownership rights over content you submit to us. We will never claim ownership of your content, but we do require a licence from you in order to use it.
When you use our website or its associated services to post, upload, share, or otherwise transmit content, you grant to us a non-exclusive, royalty-free, transferable, sub-licensable, worldwide licence to use, distribute, modify, run, copy, publicly display, translate, or otherwise create derivative works of your content in a manner that is consistent with your privacy preferences and our Privacy Policy.
Training of AI Models
We will never use data collected to train AI models without your explicit consent.
Collection and Use of Information
We may collect, hold, use, and disclose information for the following purposes:
to provide you with our platform's core features and services
to enable you to customise or personalise your experience of our website
to contact and communicate with you
for advertising and marketing, including to send you promotional information about our products and services
to enable you to access and use our website and associated applications
Security of Your Personal Information
When we collect and process personal information, and while we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification.
Although we will do our best to protect the personal information you provide to us, we advise that no method of electronic transmission or storage is 100% secure.
You are responsible for selecting any password and its overall security strength, ensuring the security of your own information within the bounds of our services.
How Long We Keep Your Personal Information
We keep your personal information only for as long as we need to. Specific retention periods:
Account data — retained while your account is active, deleted within 30 days of account deletion
Conversation logs — retained for 90 days after the conversation ends, then anonymised
Knowledge base content — retained while your account is active, deleted within 30 days of account deletion
Payment records — retained for 7 years as required by accounting and tax regulations
Server logs — retained for 30 days for security and debugging purposes
If necessary, we may retain your personal information for our compliance with a legal, accounting, or reporting obligation.
For Users in the European Economic Area (GDPR)
If you are located in the European Economic Area (EEA), we process your personal data under the following legal bases:
Contract performance — to provide the services you signed up for (account management, chatbot functionality, billing)
Legitimate interest — for security, fraud prevention, and service improvement
Consent — for analytics tracking (PostHog) and marketing communications
Legal obligation — for tax and accounting records
You have the right to: access your data, rectify inaccurate data, erase your data, restrict processing, data portability, and object to processing. To exercise these rights, contact us at business@sampan.club.
You also have the right to lodge a complaint with your local data protection authority.
For Users in California (CCPA)
If you are a California resident, you have the following rights under the California Consumer Privacy Act:
Right to know what personal information we collect and how it is used
Right to delete your personal information
Right to opt out of the sale of personal information — we do not sell your personal information
Right to non-discrimination for exercising your privacy rights
To exercise these rights, contact us at business@sampan.club or use the account deletion feature in your dashboard settings.
Children's Privacy
We do not aim any of our products or services directly at children under the age of 13 and we do not knowingly collect personal information about children under 13.
Disclosure of Personal Information to Third Parties
We may disclose personal information to third-party service providers for the purpose of enabling them to provide their services. These include:
Amazon Web Services (AWS) — cloud infrastructure, data storage, and hosting (Tokyo, Japan region)
Stripe — payment processing and subscription management
PostHog — product analytics (only when you consent via our cookie banner)
Amazon Bedrock — AI model processing for chatbot responses and knowledge base extraction
We do not sell, trade, or rent your personal information to third parties for their marketing purposes.
International Transfers of Personal Information
The personal information we collect is stored and processed on Amazon Web Services infrastructure in the Asia Pacific (Tokyo) region. Your data may also be processed in other AWS regions as needed for service delivery.
Payment data is processed by Stripe, which operates globally with data centres in the United States and Europe.
By using our Services, you consent to the transfer of your data to these locations. We ensure all transfers are protected by appropriate safeguards, including data processing agreements with our service providers.
AI Processing
When you upload documents or crawl websites to build your knowledge base, the content is processed by Amazon Bedrock AI models to extract and structure information for your chatbot. This processing is done solely to provide the service you requested.
We do not use your content to train AI models. Your knowledge base content remains private to your organisation.
Cookies and Tracking
We use the following cookies and tracking technologies:
Essential cookies — session management and authentication (always active)
Analytics cookies — PostHog product analytics to understand how our platform is used (requires your consent)
You can manage your cookie preferences at any time through the cookie banner on our website.
Your Rights and Controlling Your Personal Information
Your choice: By providing personal information to us, you understand we will collect, hold, use, and disclose your personal information in accordance with this privacy policy.
Access: You may request details of the personal information that we hold about you.
Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, please contact us.
Deletion: You may request that we delete the personal information we hold about you at any time. If you terminate or delete your account, we will delete your personal information within 30 days.
Unsubscribe: To unsubscribe from our email database or opt-out of communications, please contact us or use the opt-out facilities provided in the communication.
Business Transfers
If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data, including your personal information, among the assets transferred to any parties who acquire us.
Limits of Our Policy
Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.
Changes to This Policy
At our discretion, we may change our privacy policy to reflect updates to our business processes, current acceptable practices, or legislative or regulatory changes. If we decide to change this privacy policy, we will post the changes here and update the "Last updated" date.
Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of Malaysia. You irrevocably submit to the exclusive jurisdiction of the courts in Malaysia.
Contact Us
For any questions or concerns regarding your privacy, you may contact us at business@sampan.club or through our Contact Us page.
