Effective Date: 24/12/2024 

Ooroboros Sdn. Bhd. (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal data collected and processed through the eInvoice Malaysia Zoho Books Extension (“Extension”). This Privacy Policy outlines what limited information we collect, how it is used, and your rights regarding your data.

I.   Information We Collect

The Extension collects minimal data, limited to:  

  1. Zoho Books User Email: To identify the account holder for installation tracking and customer support.
  2. Zoho Books Organization ID: To track the installation of the Extension and manage subscriptions.

II.  Ownership of Client Data 

  • No Access to Client Financial Data: All data entered and maintained within Zoho Books, including financial records and IRBM submissions, remains solely under the client’s ownership and control. We do not collect, store, or access this data through the Extension.
  • Support Access: If support is required:
    1. We may request temporary access to your Zoho Books account via a Zoho Assist link, shared with your explicit consent. Zoho Assist sessions may be recorded as part of the Zoho Assist service.
    2. Support may also be conducted via video calls or on-site visits, as mutually agreed upon.
    3. Session Recording: Zoho Assist sessions are recorded for:
      • Auditing purposes to ensure quality and accuracy of support provided.
      • Resolving disputes, if any, between the client and the support technician.
      • Improving customer support and technician performance.

Note: These session recordings are stored and managed by Zoho Assist, and their storage and retention policies are governed by Zoho’s privacy practices. You can learn more about Zoho Assist session recording here.

III.  How We Use Your Information 

The limited data we collect is used exclusively for:

  1. Tracking the installation of the Extension to ensure proper functionality.
  2. Providing customer support and addressing technical issues.

We do not use your data for marketing, analytics, or any purposes beyond those explicitly stated above.

IV.  Data Security 

We are committed to safeguarding the limited data we collect by implementing robust security measures, including:

  1. Encryption During Transmission:

All data transmissions, including the Zoho Books User Email and Organization ID, are protected using TLS (Transport Layer Security) 1.2 or higher. This ensures that data is encrypted and securely transmitted over the internet to prevent interception or unauthorized access.

  1. Access Control:
  • Access to collected data is restricted to authorized personnel who require it for customer support purposes.
  • These personnel are trained in data protection best practices and operate under strict confidentiality agreements.
  1. Data Storage and Auditing:
    • Data is stored in secure environments with regular security audits to identify and mitigate vulnerabilities.
    • System logs are maintained to track access and activity for auditing purposes.

V.  Third-Party Dependencies 

The Extension interacts with the following third-party systems:

  1. Zoho Services: APIs provided by Zoho Books to enable seamless integration with the Extension.
  2. IRBM APIs: To facilitate submission of data to MyTax and MyInvois Portals.

Note: We do not control or store the data shared with these third-party systems. Users should refer to the respective privacy policies of Zoho and IRBM for more details.

VI.  Data Retention 

We retain the Zoho Books User Email and Organization ID for the following purposes:

  1. Active Clients: To manage subscriptions and provide ongoing support.
  2. Past Clients: To maintain historical records for reference, in case the client resumes use of the Extension or requests support related to their previous subscription.

This information will not be deleted but will be securely stored and categorized as part of our client management system.

VII.  Your Rights 

As a user, you have the following rights regarding your personal data:

  1. Access and Correction: You may request a copy of the limited data we collect and correct any inaccuracies.
  2. Data Deletion: Upon termination of your subscription, you may request confirmation of data deletion.

To exercise these rights, contact us at einvoicing.zoho@ooroboros.com.

VIII.  Changes to This Privacy Policy 

We may update this Privacy Policy to reflect changes in our practices or applicable laws. Changes will be communicated via email and will take effect upon posting. Continued use of the Extension constitutes acceptance of the revised policy.

IX.  Contact Information 

For inquiries or concerns about this Privacy Policy, contact us at:

  • Email: einvoicing.zoho@ooroboros.com
  • Phone: +60378906919