The short version
- We’re VOLUNDAI SDN. BHD., a company registered in Malaysia and based in Johor Bahru, working with businesses in Malaysia and Singapore.
- This website doesn’t use tracking or advertising cookies, and we never sell your personal data.
- We collect personal data when you contact us, send us the free AI audit or register interest on our website, book or join a call, or work with us. It’s mostly your name, your contact details and what you tell us about your business.
- We use it to reply to you, to hold calls and to deliver our services. We record or transcribe a call only if everyone on it agrees first.
- A few providers help us do this, including email, video calls, website hosting and Anthropic’s Claude AI. Some of them are outside Singapore and Malaysia.
- When we work for a client, we handle their customers’ data only on that client’s instructions.
- You can ask to see, correct or delete your personal data at any time by emailing hello@volundai.com.
1. Who we are
VOLUNDAI SDN. BHD. (“VOLUNDAI”, “we”, “us”) is a company registered in Malaysia, registration no. 202601033385 (1695480-H).
We’re responsible for the personal data described in this policy and decide how and why it’s used.
Data protection officer: hello@volundai.com
2. What this policy covers
This policy covers:
- our website, volundai.com
- enquiries you send us by email, and calls you book with us
- answers you send us through the free AI audit on our website
- details you send us to register interest in a service that isn’t open yet
- calls and meetings with us
- our relationship with our clients and the people who work for them (contact details, agreements, billing)
It does not cover:
- personal data we handle for a client as part of a service, for example the enquiries, bookings and records we handle in one of our monthly services. See section 9.
- other websites and services we link to, such as our booking page on Cal.com. They have their own privacy policies.
3. What we collect
| When | What we collect | Do you have to give it? |
|---|---|---|
| You visit the website | Anonymous statistics: pages viewed, the site that referred you, approximate country, device and browser type. No cookies are used, and we can’t identify you from this. | Collected automatically, anonymously |
| You send us the free AI audit | Your answers about your business (what kind of business it is, which jobs take time, what that costs you and what you’d like to change), your name, work email, company and role, and if you give them, your phone number, website and a note | Voluntary, but we need a way to reply |
| You register interest in a service | Which service, your name, business name and work email, and if you give it, your phone number | Voluntary, but we need a way to tell you when it opens |
| You email us | Your name, email address, and whatever you choose to tell us | Voluntary, but we need a way to reply |
| You book a call | Your name, email address, chosen time and any notes, collected by our booking provider, Cal.com, and shared with us | Needed to book a call |
| We hold a call | What’s discussed; a recording or transcript only if everyone agrees at the start (section 5) | Recording is always optional |
| You become a client | Business contact details of the people we work with, billing details (company name, address, invoices, payment records), agreements, and the information you give us to do the work | Needed to provide our services and meet our legal obligations |
Where it comes from. We collect most personal data directly from you. Sometimes it comes from someone else, for example a colleague who introduces you, or a client who gives us your work contact details for a project.
Sensitive data. We don’t ask for sensitive personal data such as health, religious or biometric information. Please don’t send it to us.
Please don’t email files. Don’t send bank statements, or customer or student records, by email. When a service needs them, we agree a shared folder with you at set-up.
Children. Our website and services are for businesses and adults. We don’t knowingly collect personal data directly from children. Clients may give us children’s data as part of a service; see section 9.
4. Why we use it
We use personal data to:
- reply to your enquiry and talk about how we might help
- tell you when a service you registered interest in opens, and nothing else
- schedule and hold calls, and (with everyone’s agreement) record or transcribe them so our notes are accurate
- prepare proposals and deliver the services you engage us for
- send invoices, keep accounts and meet our legal, tax and regulatory obligations
- keep our website and systems secure and working, and see which pages are useful (anonymous statistics only)
- protect our legal rights if there’s a dispute
We use your personal data because you gave it to us for that purpose, because we need it for an agreement with you, because the law requires it, or for our legitimate business purposes where the law allows.
We don’t make automated decisions about you that have legal or similarly significant effects. We don’t send marketing messages unless you’ve asked us to, and you can stop them at any time.
5. AI and call recordings
AI. We use Claude, an AI assistant made by Anthropic, to help with our work. For example, it summarises emails and call notes, drafts replies and documents, and analyses information clients give us for a project.
- When we use Claude for our own work with you, a person on our team reviews the result before we rely on it or send it to you.
- In the monthly services we run for clients, an assistant answers common questions on the client’s own WhatsApp Business number, only from facts the client approves, and says it’s an assistant. How AI is used is agreed with each client (section 9).
- We use Claude on an individual Anthropic plan. Under that plan, Anthropic may use our conversations with Claude to improve its AI models, as described in Anthropic’s privacy policy.
- Anthropic may process data outside Singapore and Malaysia, including in the United States (section 7).
Call recordings and transcripts. We only record or transcribe a call if everyone on it agrees at the start.
- We use the recording features of Cal Video, Google Meet or Zoom, depending on the call, and Otter to transcribe.
- We use recordings and transcripts to keep accurate notes, and keep them for 90 days unless they’re needed for an active project.
- You can ask us to delete a recording or transcript of you at any time.
6. Who we share it with
We don’t sell or rent personal data. We share it only with the people below, and only what each needs to do its job.
Service providers that help us run our business:
- Website hosting and anonymous statistics: Vercel Inc. (United States)
- Delivering the free AI audit and register-interest forms to our inbox: Resend, Inc. (United States)
- Email and Google Meet: Google
- Call booking and Cal Video: Cal.com
- Video calls: Zoom
- Transcription: Otter.ai
- AI assistance: Anthropic PBC (Claude)
- WhatsApp messaging in the services we run for clients: Meta Platforms (WhatsApp), connected through 360dialog GmbH (Germany)
- Billing: Globivio Pte Ltd (Singapore), which invoices some clients for us, and our bank
Others:
- Professional advisers such as lawyers, accountants and auditors, when needed.
- Authorities, courts or regulators when the law requires it, or when we need to protect our legal rights.
- A buyer or successor if our business is reorganised, merged or sold. This policy would continue to protect your data.
7. Transfers outside Singapore and Malaysia
Some of our providers store or process data in other countries, including the United States. When personal data leaves Singapore or Malaysia, we take the steps the law requires so it stays protected to a comparable standard. For example, we use providers with recognised security practices and published data protection commitments.
8. How long we keep it
| What | How long |
|---|---|
| Enquiries from people who don’t become clients | Up to 2 years after our last contact, then deleted |
| Register-interest details | Until we tell you the service has opened, or until you ask us to delete them, and at most 2 years |
| Call recordings and transcripts | 90 days, unless needed for an active project |
| Client records: contact details, agreements, invoices and payment records | For as long as we work together, then as long as the law requires for tax, accounting and legal purposes (generally seven years) |
| Information you give us to do the work, and data we handle for you in a service | Returned or deleted when the work ends, as set out in your service agreement (see section 9) |
| Website statistics | Anonymous, kept in summary form by our analytics provider |
When we no longer need personal data, we delete it or make it anonymous.
9. When we act for our clients
When a client engages us, for example for one of our monthly services or a consulting project, we may handle personal data that belongs to the client’s own customers or staff. Depending on the service, that can include enquiries and bookings, parents’ and students’ names and progress notes, homeowners’ addresses and job photos, guests’ bookings, clients’ appointments and package balances, salespeople’s figures, deal dates, invoices and payment records.
In that situation the client decides how the data is used, and we act for the client: as a data processor under Malaysian law, and as a data intermediary under Singapore’s. We use the data only on the client’s instructions and under our agreement with them.
If you’re a parent or customer of one of our clients, please contact them first about your personal data. We’ll help them respond.
10. How we protect it
We use security measures suited to the size and nature of our business. These include:
- limiting access to the people who need it
- keeping software up to date
- using providers with strong security records
No method is perfectly secure. If a data breach is likely to cause you significant harm, we’ll tell you and the relevant authorities as the law requires.
11. Your rights and choices
You can ask us to:
- give you access to, or a copy of, your personal data
- correct personal data that’s inaccurate, incomplete or out of date
- stop using your personal data for a purpose, or withdraw consent you’ve given. This may mean we can no longer help you.
- stop sending you marketing (we only send it if you’ve asked for it)
- delete your personal data when we no longer need to keep it
- transfer your personal data to another organisation, where the law gives you that right
How to ask. Email hello@volundai.com with the subject “Personal data request”. We may need to check your identity first. We’ll reply within 21 days. Where the law allows us to charge a fee for an access request, we’ll tell you the amount before going ahead.
Giving us your data is voluntary. But if you don’t give us your contact details, we can’t reply to you. And if a client doesn’t give us the information a service needs, we may not be able to provide it.
Complaints. If you’re unhappy with how we’ve handled your personal data, please contact us first so we can put it right. You can also complain to:
- Singapore’s Personal Data Protection Commission
- Malaysia’s Personal Data Protection Commissioner
12. Cookies and similar technologies
- We don’t use tracking or advertising cookies, and we don’t track you across other websites.
- Our website statistics are collected without cookies, using Vercel Web Analytics.
- The free AI audit keeps your answers in your browser’s session storage until you press Send. Then they’re emailed to us through Resend, and nothing stays on the website.
- Our booking provider, Cal.com, may use its own cookies once you’re on its site.
13. Changes to this policy
We’ll update this page when our practices change, and show the effective date at the top. If a change is significant, we’ll say so clearly here, and we’ll tell our clients directly.
Changes on 20 October 2026: we added the free AI audit and the register-interest form, our monthly services and the data they handle, and the providers we use to deliver email and WhatsApp messages.
14. Contact us
Data protection officer, VOLUNDAI SDN. BHD. Email: hello@volundai.com