Privacy Policy

1. Who We Are

Cortex Solution is a software development company registered in Malaysia (SSM: 202603073309). We build custom software, automation solutions, and digital products — including Kairo, our task management application.

2. Information We Collect

We may collect the following types of personal data:

• Contact information — name, email address, phone number, when you fill in our contact or feedback forms.
• Account information — email address and profile details when you register for Kairo or other products.
• Usage data — pages visited, features used, device type, browser, and IP address, collected automatically via analytics tools.
• Communications — messages you send us via email, contact forms, or support channels.
• Business information — company name, industry, and project details you share during consultations.

3. How We Use Your Information

We use your personal data only for legitimate purposes, including:

• Responding to your enquiries and providing customer support
• Delivering and improving our products and services
• Sending service-related communications (e.g. account updates, security notices)
• Sending marketing communications, where you have given consent
• Analysing usage patterns to improve our website and products
• Complying with legal obligations

We will not use your data for purposes incompatible with those stated above without your prior consent.

4. Legal Basis for Processing

Under the PDPA 2010, we process your personal data on the following grounds:

• Consent — where you have explicitly agreed to the processing
• Contract — where processing is necessary to fulfil a contract with you
• Legitimate interests — where we have a legitimate business reason that does not override your rights
• Legal obligation — where we are required to process data by law

5. Sharing Your Information

We do not sell your personal data. We may share it with:

• Service providers — trusted third parties who help us operate our business (e.g. cloud hosting, analytics, email delivery), bound by confidentiality agreements.
• Legal authorities — where required by law, court order, or government regulation.
• Business transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. When data is no longer needed, we securely delete or anonymise it.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include encrypted data transmission (HTTPS), access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Cookies

Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse site traffic. You can control cookie settings through your browser. Disabling cookies may affect some functionality of our website.

9. Your Rights

Under the PDPA 2010, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete personal data
• Withdraw consent for processing at any time
• Request deletion of your personal data (subject to legal obligations)
• Object to processing for direct marketing purposes

To exercise any of these rights, please contact us at jinzhang@cortexbizsolution.com. We will respond within 21 days.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.

11. Children's Privacy

Our services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please reach out: