| At a glance | |
|---|---|
| Who we are | Bytenamics, with offices in Singapore, Hong Kong, Vietnam and Malaysia |
| What we collect | Business contact details you give us, account details, how you use our website and products |
| Why | To reply to you, deliver our services and products, keep them secure, and (with your consent) send updates |
| We never | Sell your personal data |
| Your choices | Access, correct or delete your data, withdraw consent, unsubscribe at any time |
| Contact | [email protected] |
1. About this policy
This policy explains how Bytenamics ("we", "us") handles personal data when you visit our website, contact us, use our customer portal or AI Event Management product, attend our events, or work with us as a customer or partner.
Bytenamics operates through Bytenamics Pte. Ltd. (Singapore) and Bytenamics Limited (Hong Kong), Bytenamics Vietnam Co., Ltd. and Bytenamics Sdn. Bhd. (Malaysia). The entity you deal with is responsible for your personal data.
We handle personal data in line with Singapore's Personal Data Protection Act 2012 (PDPA) and Hong Kong's Personal Data (Privacy) Ordinance (PDPO), Malaysia's Personal Data Protection Act 2010 (PDPA), and Vietnam's personal data protection law and its implementing regulations, and with the privacy laws of the other countries where our customers are, where those laws apply to us.
2. Personal data we collect
Data you give us
- Contact and enquiry details: name, work email, phone, company, job title and your message, when you book a demo, request a quote, contact us or subscribe to updates.
- Account details: name, work email, company and sign-in details when you use our customer portal or products. If you sign in with Google or Microsoft, we receive your name and email from that provider; we never receive your password for those services.
- Customer and project information: contacts, billing details and information you share with us while we deliver a project.
- Event details: registration information and questions you ask when attending our events.
- Job applications: CV and contact details if you apply to work with us.
Data we collect automatically
- Website and product usage: pages viewed, device and browser type, approximate location from your IP address, and similar technical data.
- Cookies and similar technologies: see section 9.
Data from others
- Business contact details from partners we work with (for example, opportunities shared with us through cloud partner programs) or from public professional sources.
Please don't send us sensitive personal data (such as health or financial account information) through our forms.
3. How we use your data
- To reply to enquiries, prepare quotes and arrange demos.
- To deliver our consulting services, products and customer support.
- To create and secure your account, including detecting fraud and misuse.
- To run and improve our website and products.
- To send service messages about your account or projects.
- To send marketing emails and event invitations — only with your consent, or where the law allows it, and you can opt out at any time.
- To meet legal, tax, accounting and regulatory obligations.
We use personal data only for the purposes we've told you about, or purposes a reasonable person would expect in the circumstances. If we want to use it for a new purpose, we'll tell you and ask for consent where required.
4. Consent and other legal bases
In most cases we rely on your consent, which you give when you submit a form, create an account or agree to receive updates. We may also process data where it's needed to perform a contract with you or your company, to comply with law, or where another exception under applicable law applies (for example, the legitimate interests exception under Singapore's PDPA).
You can withdraw consent at any time by contacting us. If you do, we may not be able to keep providing some services, and we'll explain the impact before we act on your request.
5. AI features
Some of our products and services use generative AI — for example, the event assistant and post-event summaries in AI Event Management.
- We use AI models provided through Amazon Bedrock. Customer content is processed to provide the feature you asked for.
- We do not use customer content to train AI models, and we choose providers whose terms do not allow them to train on it.
- AI output can be wrong. Our tools are designed so people review generated content before it is sent or relied on.
6. Who we share data with
We do not sell personal data. We share it only when needed, with:
- Service providers who work for us under contract — for example cloud hosting (Amazon Web Services), email, CRM, analytics, payment and support tools. They may only use the data to provide services to us.
- Our group companies in Singapore, Hong Kong, Vietnam and Malaysia, to serve you consistently.
- Cloud partners, such as AWS, when you ask us to co-sell, list a product or apply for partner programs on your behalf, and only with the information needed for that purpose.
- Professional advisers and authorities, where required by law or to protect our rights.
- A buyer or successor, if our business is sold or merged, under equivalent protections.
7. Transfers outside your country
We have offices in Singapore, Hong Kong, Vietnam and Malaysia and work with customers across Asia-Pacific, so your data may be stored or accessed in other countries. We host customer data primarily in the AWS Asia Pacific (Singapore) region.
When we transfer personal data across borders, we take steps so it continues to receive a standard of protection comparable to the law where it was collected — for example, contractual safeguards with service providers. Where local law requires it (for instance, Vietnam's rules on transferring personal data abroad, Malaysia's cross-border transfer requirements, or those of Indonesia and other jurisdictions), we follow the applicable notification, assessment or consent requirements.
8. How long we keep data
- Enquiries and leads: 24 months after our last contact, unless you become a customer.
- Customer and project records: for the contract term plus 7 years for legal and tax purposes.
- Account data: while your account is active, then 90 days before deletion.
- Marketing preferences: until you opt out, then a suppression record so we don't contact you again.
When we no longer need data, we delete or anonymise it.
9. Cookies
Cookies are small files stored in your browser. When you first visit our website, a banner asks which optional cookies you allow. You can change your choice at any time with (also in the footer of every page).
| Type | What it does | Your choice |
|---|---|---|
| Necessary | Runs the website, keeps you signed in and remembers your cookie choice. | Always on |
| Analytics | Counts visits and shows which pages are useful, so we can improve the site. We don't use an analytics tool yet; if we add one (for example, Google Analytics), it only runs after you allow it. | Off until you allow it |
| Marketing | Measures our ads and shows you relevant content on other sites. We don't use marketing cookies yet. | Off until you allow it |
We remember your choice for 12 months, then ask again. You can also block or delete cookies in your browser settings, though some parts of the site may not work without necessary cookies.
10. How we protect data
We use administrative, technical and physical safeguards, including encryption in transit and at rest, access controls based on least privilege, multi-factor authentication for our team, logging and monitoring, and staff training. No system is completely secure, but we work to protect your data and review our safeguards regularly.
If a data breach is likely to cause significant harm, we will notify affected people and the relevant authorities as required by law — for example, the Personal Data Protection Commission in Singapore.
11. Your rights
Depending on where you are, you can ask us to:
- Give you access to the personal data we hold about you, and tell you how it has been used or disclosed.
- Correct data that is inaccurate or incomplete.
- Delete your data, or stop using it for certain purposes.
- Withdraw your consent, including to marketing.
- Move your data to another provider, where the law gives you that right.
Send requests to our privacy team. We may need to verify your identity. We aim to respond within 30 days, and may charge a reasonable fee for access requests where the law allows.
To stop marketing emails at any time, use the unsubscribe link in any email.
12. Data we process for our customers
When customers use our products (for example, to manage event attendees) or ask us to work on their systems, we process that data on their behalf and under their instructions. In those cases the customer is responsible for the data, and questions about it should go to them first. Our customer terms and data processing agreement set out how we handle it.
13. Children
Our website and services are for businesses and are not directed at children. We don't knowingly collect personal data from anyone under 18.
14. Changes to this policy
We may update this policy from time to time. We'll change the "Last updated" date above, and tell customers about important changes by email or in the portal.
15. Contact us
For privacy questions or requests, contact our Data Protection Officer:
- Email: [email protected]
- Singapore: Data Protection Officer, Bytenamics Pte. Ltd., Orchard, Singapore 238857
- Hong Kong: Personal Data Officer, Bytenamics Limited, Ming Sang Industrial Building, Kwun Tong, Hong Kong
- Vietnam: Data protection contact, Bytenamics Vietnam Co., Ltd., Cobi Tower, Phu My Hung, District 7, Ho Chi Minh City
- Malaysia: Data protection officer, Bytenamics Sdn. Bhd., Menara Worldwide, Kuala Lumpur
If you're not satisfied with our response, you can contact your local data protection authority — for example, the Personal Data Protection Commission (Singapore) the Office of the Privacy Commissioner for Personal Data (Hong Kong), Malaysia's Personal Data Protection Department, or the Ministry of Public Security (A05) in Vietnam.