About this policy
FlexiSpace is an internal business application run by Flexi-Scale Equipments & Services Sdn. Bhd. ("we", "us"). It is used only by our employees and people we invite. This policy explains what personal data FlexiSpace collects, why, and your rights under the Personal Data Protection Act 2010 (Malaysia).
What we collect
- Your Google account basics: your name, email address and profile picture, received when you sign in with Google.
- Claim details: receipts you upload, what each claim was for, dates and amounts, plus your position, IC number, bank name, account number and account holder name, so a claim can be checked, approved and paid.
- Work records: orders, quotations, purchase orders, delivery orders, invoices, products, customers, suppliers and contacts you create or edit, with who did what and when.
- Technical data: sign-in session details and the basic logs our hosting providers keep to run and secure the service.
Google user data
We ask Google only for your basic profile (name, email address and profile picture). We use it solely to sign you in, check that you have been invited, and show who you are in the app. We do not access your Gmail, Drive, Calendar, contacts or any other Google data.
Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data, use it for advertising, or transfer it to anyone except as needed to run FlexiSpace.
How we use it
- To sign you in and give you the spaces you have been granted.
- To check, approve and pay your expense claims.
- To run our engineering, sales, purchasing and finance work.
- To keep the application secure and fix problems.
- To meet our legal, tax and accounting obligations.
We do not use your data for advertising or sell it to anyone.
Who can see it
- Colleagues with the right access: for example, checkers, approvers and finance staff see the claims they handle. Access is limited by space and role.
- Service providers who run FlexiSpace for us: Supabase (database, sign-in and file storage), Vercel (hosting) and Google (sign-in). They process data on our behalf and may store it outside Malaysia.
- Authorities, where the law requires it.
Cookies and storage
We use cookies only to keep you signed in. Your device also remembers your light or dark theme and keeps app files so FlexiSpace can be installed and open offline. We use no advertising or tracking cookies.
How long we keep it
Your account stays while you work with us. Claims, receipts and business records are kept for as long as Malaysian tax, accounting and company law requires, generally seven years, then deleted. When your access ends you can no longer sign in, but records you created remain part of company records.
Keeping it safe
Data is encrypted in transit and at rest. Only invited users can sign in, and database rules limit each person to the spaces and records they are allowed to see.
Your rights
You may ask to see the personal data we hold about you, correct it, or limit how it is used, subject to our legal obligations. You can also remove FlexiSpace's access from your Google account settings at any time. To make a request, email us below.
Changes
We may update this policy. The date at the top shows the latest version, and we will tell users of important changes in the app.
Contact
Flexi-Scale Equipments & Services Sdn. Bhd.
najmuddin@flexi-scale.com.my