FastClerk

Privacy Notice

Effective date: 21 April 2026

This Privacy Notice explains how FastClerk ("we", "us", "our") collects, uses, stores, and protects your personal data when you use fast-clerk.com. We are committed to protecting your privacy and complying with Malaysia's Personal Data Protection Act 2010 (PDPA).

By using FastClerk, you agree to the practices described in this notice.

1. Who We Are

FastClerk operates fast-clerk.com, a web platform that automates document-to-document transformations for businesses. For privacy inquiries, contact us at privacy@fast-clerk.com.

2. What Data We Collect

2.1 Account Data

  • Email address — collected when you sign up or sign in via one-time password (OTP)
  • We do not collect passwords — authentication uses one-time codes only

2.2 Documents and Extracted Data

  • Source documents (PDF, Word, Excel, CSV, images) that you upload are processed in memory to extract fields. We do not permanently store your source files on our servers. Source files are held only during active processing and are automatically purged once extraction is complete.
  • Extracted data — the structured fields and values that you choose to keep after reviewing the AI extraction results — is stored on your account so you can map, edit, and export it.
  • Output documents (Excel, Word, JSON) generated from your extracted data are stored temporarily for download — see Section 5 for retention periods.

2.3 Payment Data

  • Billing information is handled entirely by our payment processor — we do not store card numbers or bank details
  • We receive confirmation of payment status and subscription plan from the payment processor
  • A payment reference ID is stored to manage your account

2.4 Usage Data

  • Pages visited, features used, job processing history
  • Error logs for debugging and improving the service

3. How We Use Your Data

| Purpose | Legal basis | |---|---| | Authenticating your account | Contract (providing the service) | | Processing documents you upload | Contract (providing the service) | | Billing and subscription management | Contract (providing the service) | | Sending transactional emails (OTP codes, payment receipts) | Contract (providing the service) | | Improving the platform and fixing errors | Legitimate interest | | Complying with legal obligations | Legal obligation |

We do not sell your personal data to third parties.

4. AI Processing Disclosure

Important: When you upload a document for processing, its contents are sent to a third-party AI service for field extraction and analysis. This is the core function of the service.

Specifically:

  • Text extracted from your document is sent to the AI provider's servers for processing
  • We only use AI providers whose API terms prohibit using customer data for model training
  • We do not use your documents to train AI models, and neither do our AI providers under their API terms
  • The AI provider may change over time, but we will always ensure the same data protection standards apply

By uploading documents for processing, you consent to this transfer to our AI provider.

Do not upload documents containing sensitive personal data of third parties (e.g. NRIC numbers, medical records, bank account details of individuals) unless you have a lawful basis to do so under PDPA.

5. Data Retention

| Data type | Retention period | |---|---| | Source documents (uploaded files) | Not stored — purged after processing completes | | Extracted data (fields and values you keep) | Retained while account is active | | Output documents (generated files) | Auto-deleted 7 days after generation | | Account data (email, subscription) | Retained while account is active | | Processing job history | Retained while account is active | | Payment records | 7 years (legal / tax obligation) |

When you delete your account, all associated personal data is deleted, except payment records required by law.

6. Third-Party Service Providers

We use trusted third-party service providers for the following purposes:

  • Authentication — user sign-in and session management
  • AI processing — document field extraction and analysis
  • Cloud storage — secure document storage with encryption at rest
  • Payment processing — subscription billing and one-time purchases
  • Web hosting — serving the application and content delivery

Each provider processes data only to the extent necessary to deliver their service. They are bound by data processing agreements and their own privacy policies. We can provide specific provider details upon request — email privacy@fast-clerk.com.

7. Data Security

  • All data in transit is encrypted via HTTPS/TLS
  • Documents in cloud storage are encrypted at rest
  • Access to your data is scoped to your account — we never mix user data
  • Signed download URLs expire within 1 hour of generation
  • We conduct regular security reviews

If you believe your account has been compromised, contact us immediately at privacy@fast-clerk.com.

8. Your Rights Under PDPA

As a data subject under Malaysia's Personal Data Protection Act 2010, you have the right to:

  • Access — request a copy of personal data we hold about you
  • Correct — request correction of inaccurate personal data
  • Delete — request deletion of your account and all associated data by emailing privacy@fast-clerk.com. We will action the request within 21 days. Billing records required by law (see Section 5) are retained separately.
  • Withdraw consent — you may stop using the service and delete your account at any time
  • Inquire — ask questions about how your data is used

To exercise these rights, email privacy@fast-clerk.com. We will respond within 21 days.

9. Cookies

We use essential cookies to:

  • Maintain your login session
  • Remember your preferences

We do not use advertising or tracking cookies. No third-party ad networks have access to your data through our platform.

10. Children's Privacy

FastClerk is intended for business use by adults. We do not knowingly collect data from individuals under 18. If you believe a minor has created an account, contact privacy@fast-clerk.com.

11. Changes to This Notice

We may update this notice from time to time. When we do, we will update the "Effective date" at the top and notify you by email if the changes are material. Continued use of the service after notification constitutes acceptance.

12. Contact

For privacy inquiries, data access requests, or concerns:

Email: privacy@fast-clerk.com

For general support: support@fast-clerk.com