Privacy policy

Nexsim is developed and operated by IT Simple System Solutions Sdn Bhd (953181-T), a Malaysian company that provides business software and services. Our head office is at 9-02 (First Floor), Jalan Kenari 17F, Bandar Puchong Jaya, 47100 Puchong, Selangor Darul Ehsan, Malaysia.

In this policy, “IT Simple”, “we”, “us” and “our” mean IT Simple System Solutions Sdn Bhd. We handle personal data in line with Malaysia's Personal Data Protection Act 2010 (PDPA).

This policy applies to the Nexsim mobile app for Android, this website, and the support we provide for them (together, “Nexsim”).

Nexsim is sold to businesses. “Your organisation” means the business that subscribes to Nexsim. “You” means a person who uses Nexsim, such as a salesperson or manager, or who contacts us through this website.

This policy does not cover other IT Simple products, which have their own terms, or systems you connect to Nexsim, such as your organisation's AutoCount.

Your organisation decides which business records to keep in Nexsim, such as its customers, quotations, orders, invoices and payments. For those records, your organisation is responsible for the personal data involved (under the PDPA, it is the data user). We process that data on its behalf to provide Nexsim.

If you have a question about a customer record or other business data, please contact your organisation first. We will help it respond.

For your Nexsim account, crash reports and anything you send us directly, we are responsible for the personal data.

• Account information. Your name, work email address, phone number, the organisation you belong to, your role and access rights, and your login details.
• Business records. Details your organisation enters about its customers and prospects, including company names, contact persons, email addresses, phone numbers, and billing and delivery addresses. Also quotations, sales orders, delivery orders, invoices, cash sales, credit notes, payments, credit limits and visit logs.
• Visit location. Your device location at the moment you check in or out of a customer visit. See Location at visit check-in.
• Crash reports. If the app crashes, it sends a report so we can find and fix the problem. A report includes your device model, Android version, app version, the time of the crash and technical details of the error. We do not use crash reports for advertising or profiling.
• Website and enquiries. This website does not use advertising or tracking cookies. If you contact us by WhatsApp, email or phone, we receive the details you choose to share, such as your name, company, phone number and message. Our website host keeps standard server logs, such as IP address and browser type, for security and reliability.

When you check in or out of a customer visit in the visit log, Nexsim records your device's location at that moment and saves it with the visit. This lets your organisation confirm that field visits took place.

• Location is collected only at the moment you check in or check out. Nexsim does not track your location in the background or between visits.
• The app asks for location permission before using it. You can deny or withdraw permission at any time in your Android settings. Without it, no location is recorded for your visits, and some visit features may not work.
• Visit locations are visible to authorised people in your organisation, such as your manager.

We use personal data to:

• provide Nexsim: sign you in, save and sync your records, create documents, and show reports;
• post records to your organisation's AutoCount, when your organisation turns on the integration;
• give support when you or your organisation ask for help;
• keep Nexsim secure, including detecting misuse and unauthorised access;
• find and fix problems in the app, using crash reports;
• send service messages, such as changes to Nexsim or to this policy; and
• send product news and offers, unless you opt out. You can opt out at any time with the unsubscribe link in the message or by emailing sales@itsimple.com.my.

We do not sell personal data, and we do not use it for third-party advertising.

• Your organisation. Authorised users and administrators in your organisation can see records and activity, according to the access rights your organisation sets.
• AutoCount. If your organisation turns on the integration, relevant records are sent to its AutoCount system. What happens to them there is governed by your organisation's own setup and agreements.
• Service providers. We use a cloud hosting provider to store and run Nexsim, and a crash reporting service to receive crash reports. They may use personal data only to provide their service to us, and must keep it protected.
• Legal reasons. We may disclose personal data if the law requires it, or to protect the rights, property or safety of IT Simple, our customers or others.
• Business transfers. If IT Simple is involved in a merger or sale, personal data may be transferred as part of it, and this policy will continue to apply to it.

Nexsim data is stored with our cloud hosting provider. Its data centres may be in Malaysia or in another country. When data is stored or processed outside Malaysia, we take steps to keep it protected to a standard comparable to the PDPA.

We protect personal data with measures that include encrypted connections between the app and our servers, access controls, and limiting access to staff who need it to run Nexsim. No system is completely secure, so please keep your login details private and tell us straight away if you think your account has been misused.

• We keep personal data for as long as your organisation uses Nexsim and as long as we need it for the purposes in this policy.
• When your organisation ends its subscription, we delete or anonymise its data within 90 days, unless it asks us to return the data first or the law requires us to keep it longer.
• Crash reports are kept for up to 90 days.
• Your organisation may be legally required to keep its own business records, such as invoices, for a set period. Those records remain under its control.

Under the PDPA, you can:

• ask for a copy of the personal data we hold about you;
• ask us to correct personal data that is inaccurate, incomplete or out of date;
• withdraw your consent, or ask us to limit or stop processing your personal data; and
• opt out of marketing messages at any time.

To make a request, email sales@itsimple.com.my from the address linked to your account, or use the contact details below. We may need to confirm your identity first, and we will respond within 21 days. If your request is about records your organisation controls, we will pass it to your organisation and help it respond.

If you withdraw consent, we may no longer be able to provide some or all of Nexsim to you.

You can delete your Nexsim account at any time:

• In the app. Open Nexsim, go to More, choose Delete account and confirm.
• By email. If you cannot use the app, email sales@itsimple.com.my with the subject “Delete my Nexsim account” from the email address linked to your account.

When you delete your account, we delete your account information and the personal data linked to it within 30 days. Business records you created for your organisation, such as customer records and invoices, belong to your organisation and stay in its account, and your name may remain on them as the person who created them. Crash reports expire within 90 days. We may keep limited information where the law requires it.

Nexsim is a business tool for adults. It is not directed at children under 18, and we do not knowingly collect their personal data.

We may update this policy from time to time. We will post the new version on this page with a new effective date. If the changes are significant, we will also let you know in the app or by email.

For questions about this policy or your personal data, contact: