At NextSword Digital, we understand that when you're exploring AI integration for your business, you're sharing sensitive information about your operations, goals, and challenges. This isn't something we take lightly.

We've built our privacy practices around a simple principle: your data belongs to you. We're just the custodians, and we take that responsibility seriously. This policy explains exactly how we handle your information when you work with us or visit our website.

The information we collect falls into several categories, each serving a specific purpose in delivering our AI integration services:

We don't collect personal information beyond what's necessary for our business relationship. We never track individual employees within your organization unless they're directly involved in our project communications.

Every piece of information we collect serves a specific purpose in our relationship:

• Service Delivery: Understanding your business needs to design effective AI integration solutions
• Project Management: Coordinating implementation timelines, updates, and ongoing support
• Communication: Keeping you informed about project progress and responding to your questions
• Technical Support: Troubleshooting issues and providing system maintenance
• Legal Compliance: Meeting contractual obligations and regulatory requirements
• Business Operations: Invoicing, payment processing, and maintaining accurate business records

We don't use your information for marketing campaigns, selling to third parties, or any purpose not directly related to our service delivery. If we ever want to feature your success story as a case study, we'll ask for your explicit written permission first.

Protecting your information isn't just a legal requirement for us—it's fundamental to maintaining the trust you place in us when sharing your business details.

Technical Safeguards:

• All data transmission uses SSL/TLS encryption
• Database encryption for stored information
• Regular security updates and vulnerability assessments
• Multi-factor authentication for team access
• Secure backup systems with encryption

Organizational Measures:

• Staff training on data protection requirements
• Access controls limiting who can view client information
• Regular privacy impact assessments
• Incident response procedures for potential breaches
• Annual security audits by third-party specialists

If we ever experience a security incident that affects your data, we'll notify you within 72 hours and explain exactly what happened, what information was involved, and what steps we're taking to address the situation.

We believe in keeping your information within our organization whenever possible. However, some business operations require working with trusted partners:

Service Providers We Work With:

• Cloud hosting providers for secure data storage
• Email service providers for business communications
• Payment processors for invoicing and transactions
• Legal advisors for contract and compliance matters

All third-party providers sign data processing agreements that require them to protect your information with the same standards we maintain. They can only use your data for the specific services they provide to us.

We Never Share Data For:

• Marketing purposes by other companies
• Sale to data brokers or lead generation services
• Advertising networks or social media targeting
• Any purpose unrelated to our direct service delivery

The only exception would be legal requirements—such as court orders or regulatory investigations—where we're legally compelled to disclose information. If this happens, we'll notify you unless legally prohibited from doing so.

We don't keep your information indefinitely. Our retention practices balance your privacy rights with business and legal requirements:

Active Project Data: Maintained throughout our working relationship and for 12 months afterward to support any ongoing needs or questions.

Communication Records: Kept for 3 years to maintain project history and support potential future collaboration.

Financial Records: Retained for 7 years as required by Malaysian tax and business law.

Website Analytics: Anonymized after 24 months and permanently deleted after 5 years.

When data reaches its retention limit, we don't just delete files—we use secure deletion methods that make information unrecoverable. You can also request earlier deletion of information that's no longer needed for active service delivery.

As a Malaysia-based company, we primarily store and process your data within Malaysia or other countries with adequate data protection laws. However, some of our technology partners operate internationally:

When We Transfer Data:

• Cloud storage with providers that maintain Asian data centers
• Backup services that may replicate data across secure international locations
• Communication tools for project collaboration

Any international transfers are protected by:

• Standard contractual clauses approved by privacy authorities
• Adequacy decisions recognizing strong privacy protections
• Additional safeguards like encryption and access controls

If you have specific requirements about data location—perhaps due to your industry regulations—let us know during our initial discussions. We can work with you to structure our services accordingly.

Our website uses standard web technologies to function properly and provide you with relevant information:

Essential Cookies: Required for basic website functionality, including security features and contact form operations.

Analytics Cookies: Help us understand which content is most valuable to visitors so we can improve our resources and information.

Preference Cookies: Remember your choices about language settings or accessibility features.

We don't use advertising cookies, social media tracking pixels, or other invasive tracking technologies. Your browser settings can control cookie acceptance, though some website features may not work properly if essential cookies are disabled.

Our analytics are configured to respect privacy—we can't identify individual visitors, only general patterns about how people use our site to find information about AI integration services.