Privacy Policy

This Privacy Policy describes how PT Akshaya Mulia Asha ("Company", "we", "us", or "our"), operating the Sultan AI platform at sultanai.id, collects, uses, stores, and protects your personal information when you use our services.

By accessing or using Sultan AI, you agree to the practices described in this policy. If you do not agree, please discontinue use of our services.

1. Information We Collect

1.1 Information You Provide

• Account information: business name, contact person name, email address, phone number, and business category when you register for Sultan AI.
• Business data: product catalogs, pricing information, FAQs, and training materials you upload to configure your AI chatbot.
• Payment information: billing details processed through our payment providers. We do not store full payment card numbers on our servers.
• Support inquiries: messages, emails, and WhatsApp conversations you send to our support team.

1.2 Information Collected Automatically

• Conversation data: messages exchanged between your customers and your Sultan AI chatbot across WhatsApp, Instagram DM, TikTok DM, and Shopee Chat.
• Usage analytics: chatbot response times, conversation volumes, resolution rates, and feature usage patterns.
• Device and browser data: IP address, browser type, operating system, device identifiers, and referral URLs when you access the Sultan AI dashboard.
• Cookies and similar technologies: as described in Section 6 below.

1.3 Information from Third Parties

• Messaging platforms: user profile information (name, profile picture, phone number) provided by WhatsApp Business API, Meta (Instagram), TikTok, and Shopee when customers initiate conversations.
• Google services: authentication data if you sign in via Google, and analytics data from Google Analytics.

2. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the Sultan AI chatbot platform.
• Train and improve your AI chatbot's responses based on your business data and conversation history.
• Process transactions and send related billing communications.
• Respond to your support requests and provide customer service.
• Analyze usage patterns to improve platform performance, features, and user experience.
• Send service updates, security alerts, and administrative notices.
• Comply with legal obligations and enforce our terms of service.
• Detect, prevent, and address fraud, abuse, or technical issues.

We do not sell your personal data or your customers' conversation data to third parties for advertising purposes.

3. Data Storage and Security

3.1 Where We Store Data

Your data is stored on secure cloud infrastructure provided by Google Cloud Platform, with primary servers located in the Asia-Southeast region (Jakarta, Indonesia). Conversation data and AI training models are processed and stored using Google Firestore and Google Cloud Functions.

3.2 How We Protect Data

• Data in transit is encrypted using TLS 1.2 or higher.
• Data at rest is encrypted using AES-256 encryption.
• Access to production systems is restricted to authorized personnel with multi-factor authentication.
• Regular security audits and vulnerability assessments are conducted.
• Automated backup procedures ensure data durability and disaster recovery.

3.3 Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Conversation logs are retained for a maximum of 24 months unless a longer retention period is required by law or requested by you. Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required for legal or legitimate business purposes.

4. Third-Party Services and Integrations

Sultan AI integrates with the following third-party platforms to deliver our services. Each platform has its own privacy policy governing the data they process:

We require all third-party service providers to process data in accordance with applicable data protection laws and our contractual obligations.

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

• With your consent: when you explicitly authorize us to share data with a specific party.
• Service providers: with trusted vendors who assist in operating our platform, subject to confidentiality agreements.
• Legal requirements: when required by Indonesian law, court order, or government regulation.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to affected users.
• Safety and fraud prevention: to protect the rights, property, or safety of Sultan AI, our users, or the public.

6. Cookies and Tracking Technologies

Our website and dashboard use cookies and similar technologies to:

• Essential cookies: maintain your session, remember authentication state, and ensure core functionality.
• Analytics cookies: understand how visitors interact with our website using Google Analytics (anonymized IP).
• Preference cookies: remember your dashboard settings and language preferences.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect your ability to use the Sultan AI dashboard. We do not use cookies for third-party advertising or behavioral tracking.

7. Your Rights

In accordance with Indonesian data protection regulations (Government Regulation No. 71 of 2019 on Electronic Systems and Transactions, and the Personal Data Protection Law / UU PDP No. 27 of 2022), you have the following rights:

• Right of access: request a copy of the personal data we hold about you.
• Right to rectification: request correction of inaccurate or incomplete personal data.
• Right to deletion: request deletion of your personal data, subject to legal retention requirements.
• Right to restrict processing: request that we limit how we use your data in certain circumstances.
• Right to data portability: receive your data in a structured, machine-readable format.
• Right to withdraw consent: withdraw previously given consent at any time, without affecting the lawfulness of prior processing.
• Right to object: object to processing of your data for specific purposes.

To exercise any of these rights, contact us at eric@sultanai.id. We will respond to your request within 14 business days.

8. Indonesian Data Protection Compliance

Sultan AI is operated by PT Akshaya Mulia Asha, a company registered in the Republic of Indonesia. We comply with:

• UU PDP (Law No. 27 of 2022): Indonesia's Personal Data Protection Law, governing the collection, processing, and storage of personal data.
• PP No. 71 of 2019: Government Regulation on Electronic Systems and Transactions.
• Permenkominfo No. 20 of 2016: Regulation on Personal Data Protection in Electronic Systems.

As a data controller, we ensure that all personal data processing is conducted with a lawful basis, whether through consent, contractual necessity, or legitimate interest. We maintain records of processing activities and conduct data protection impact assessments where appropriate.

9. Children's Privacy

Sultan AI is a business-to-business service and is not directed at individuals under the age of 17. We do not knowingly collect personal data from children. If you believe that a child has provided us with personal data, please contact us immediately so we can take appropriate action.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date. For significant changes, we will also notify you via email or a notice on the Sultan AI dashboard.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Company: PT Akshaya Mulia Asha
• Product: Sultan AI
• Email: eric@sultanai.id
• WhatsApp: +62 819-9456-5275
• Website: sultanai.id