PRIVACY POLICY ARASYS INOVASI INDONESIA

1. Introduction

PT Arasys Inovasi Indonesia, hereinafter referred to as “Arasys”, “we”, “us”, “our”, or “the company”, is committed to protecting the privacy and personal data of every user, customer, prospective customer, partner, and other party who accesses our website or communicates with us through the company’s official channels.

This Privacy Policy explains how we collect, use, store, protect, share, and delete personal data received through https://arasys.co.id, online forms, comments, email, telephone, WhatsApp, Instagram, Facebook Messenger, live chat, Chatwoot, and other official communication channels.

This Policy also explains how we process data received through customer support integrations, including integrations with third-party platforms such as Meta, Instagram, Facebook, WhatsApp, Chatwoot, hosting providers, email providers, security providers, analytics providers, anti-spam services, and other supporting systems.

By accessing the website, contacting us, using our services, sending messages to our official accounts, submitting forms, leaving comments, placing orders, or using our customer support features, users are deemed to have read and understood this Privacy Policy.

2. About Us

The website https://arasys.co.id is operated by:

PT Arasys Inovasi Indonesia
Address: Jl. Gg. Masjid Kel No.4, Pengasinan, Kec. Sawangan, Kota Depok, Jawa Barat 16518, Indonesia
Email: [email protected]
Website: https://arasys.co.id

3. Scope of This Policy

This Privacy Policy applies to all data processing activities carried out by Arasys in connection with:

  1. The use of https://arasys.co.id.
  2. Customer support and business communication.
  3. Product or service information requests.
  4. Management of incoming messages from Instagram, Facebook Messenger, WhatsApp, email, website, live chat, or other official channels.
  5. Quotations, orders, contracts, invoices, technical support, after-sales services, and business administration.
  6. Integration with third-party platforms, including Meta Platform and Chatwoot.
  7. Administrative, operational, security, audit, analytics, anti-spam, and legal compliance purposes.

This Policy does not apply to third-party websites, applications, or services that we do not directly manage, even if links to such services are available through our website or communication channels.

4. Information We Collect

We may collect and process several types of data, depending on the services and features used.

a. Information Collected Automatically

When users visit our website, the system may automatically collect certain information, including:

  1. IP address.
  2. Browser and device type.
  3. Operating system and time zone.
  4. Pages visited.
  5. Referral sources.
  6. Search keywords.
  7. Interactions with the website.
  8. Cookies and similar technologies.
  9. Access logs and security information.

This data is used for security, analytics, abuse detection, performance improvement, and service enhancement.

b. Information Provided Directly by Users

We may collect personal data submitted directly through forms, email, chat, comments, telephone, WhatsApp, Instagram, Facebook, or other communication channels, such as:

  1. Name.
  2. Email.
  3. Phone number or WhatsApp number.
  4. Company or institution name, if any.
  5. Position, if provided.
  6. Service address, office address, or shipping address, where required.
  7. Message content, questions, complaints, or user requests.
  8. Documents, images, videos, or other attachments submitted voluntarily.

c. Identity and Contact Data

This may include name, social media account name, Instagram or Facebook username, business name, organization name, position, phone number, WhatsApp number, email address, office address, service address, shipping address, and other contact information required for communication or service delivery.

d. Conversation and Customer Support Data

This may include message content, conversation history, attachments sent by users, responses from our team, ticket status, internal customer support notes, message timestamps, and information related to user needs, complaints, or requests.

e. Data from Instagram, Facebook, and Meta Platform

If users contact us through Instagram, Facebook Messenger, or other Meta channels, we may receive certain data provided by Meta according to platform permissions and terms, such as:

  1. Platform user ID.
  2. Profile name.
  3. Username.
  4. Profile picture, if available.
  5. Message content.
  6. Media attachments.
  7. Message reactions.
  8. Message status.
  9. Communication metadata required to receive and respond to messages through our customer support system.

Such data is used only to manage and respond to user communications through our official accounts.

f. Transaction and Administrative Data

This may include order information, quotations, invoices, payment proof, service history, administrative documents, company data, tax information where required, delivery information, and other transaction-supporting data.

g. Technical Data

This may include IP address, browser, device, operating system, access logs, access time, cookies, security data, and other technical information used to maintain security and improve services.

h. Voluntarily Provided Data

Users may voluntarily provide additional information, such as project requirements, technical issues, service preferences, images, videos, documents, or other information sent to us.

5. Comments

If visitors leave comments on the website, we collect the data shown in the comment form, the IP address, and browser user agent to help detect spam and maintain website security.

An anonymized string or hash generated from the user’s email address may be provided to the Gravatar service to check whether the user uses that service. After a comment is approved, the user’s profile picture, if available, may be publicly visible in the context of the comment.

6. Media

If users upload images to the website, users are advised to avoid uploading images containing location data, including EXIF GPS. Other visitors may download and extract location data from publicly available images.

Users are responsible for media uploaded or sent to us and must ensure that such media does not violate the rights, privacy, or legal requirements of others.

7. Cookies and Similar Technologies

Our website uses cookies to improve user experience, maintain security, manage sessions, understand website usage, and support website functionality.

If users leave comments, they may choose to save their name and email in cookies so they do not need to fill in the details again in the future. These cookies may be stored for up to one year.

If users visit a login page, where available, a temporary cookie may be used to check whether the browser accepts cookies. This cookie does not store personal data and will be deleted when the browser is closed.

If account features are available and users log in, cookies may be used to store login information and display preferences. Login and preference cookies will be managed according to system settings and may be deleted after logout or after a certain validity period.

Users may manage cookie preferences through their browsers. However, disabling certain cookies may affect service functionality.

8. Embedded Content from Other Websites

Pages or articles on our website may include embedded content, such as videos, images, maps, articles, or content from third-party websites. Embedded content behaves as if users visited the third-party website directly.

Third-party websites may collect data about users, use cookies, embed additional tracking, and monitor user interaction with embedded content, especially if users have an account and are logged in to such third-party services.

We are not responsible for the privacy policies, security, content, or data processing practices of such third-party websites.

9. Sources of Data

We may obtain personal data from:

  1. Users directly through conversations, forms, comments, email, telephone, WhatsApp, Instagram, Facebook, or live chat.
  2. Third-party communication platforms, such as Meta, Instagram, Facebook, WhatsApp, Chatwoot, email providers, and other supporting service providers.
  3. Business partners, corporate customers, or parties representing the user’s organization.
  4. Our internal systems that record website activity, customer service, transactions, and technical support activities.

We do not intend to collect personal data that is irrelevant to the purpose of our services. Users are advised not to send unnecessary sensitive information, such as passwords, PINs, OTP codes, confidential bank data, health data, children’s data, or other confidential information through general conversation channels.

10. Purposes of Data Processing

We process personal data only to the extent necessary for the following purposes:

  1. Operating, managing, and improving the website.
  2. Maintaining website, system, and communication channel security.
  3. Preventing abuse, spam, fraud, unauthorized access, malware, and unlawful activities.
  4. Responding to user questions, complaints, and requests.
  5. Providing customer support through Chatwoot, Instagram, Facebook Messenger, WhatsApp, email, website, or other official channels.
  6. Processing quotation requests, orders, contracts, invoices, payments, deliveries, and technical support.
  7. Managing service tickets, communication history, follow-ups, and issue resolution.
  8. Sending service-related information, request status updates, reminders, and administrative communications.
  9. Conducting statistical analysis without directly identifying individuals, where possible.
  10. Improving service quality, system security, and user experience.
  11. Conducting reporting, audits, accounting, and service development.
  12. Fulfilling legal, regulatory, tax, accounting, and lawful authority requests.
  13. Protecting the rights, security, and legal interests of Arasys, users, customers, partners, and other related parties.

Users may access the website without providing identity information. However, some features or services may require certain data to be used.

We do not sell users’ personal data to third parties.

11. Legal Basis for Processing

We process personal data based on one or more of the following grounds:

  1. User consent, for example when users contact us or provide data through official channels.
  2. The necessity to provide services, respond to requests, or perform a contractual relationship.
  3. Our legitimate interest in providing customer support, maintaining security, preventing abuse, and improving services.
  4. Compliance with legal obligations or lawful requests from competent authorities.

12. Use of Data from Instagram, Facebook, and Meta Platform

If users send messages to our official Instagram or Facebook account, conversation data may be received through Meta’s official API or services and forwarded to our customer support system.

Such data is used only to:

  1. Receive and read user messages.
  2. Respond to user messages through the same channel.
  3. Manage conversations within our customer support system.
  4. Provide support, product information, technical services, and request follow-up.
  5. Maintain conversation history so that services can be continued consistently.

We do not use data from Meta Platform for purposes not described in this Privacy Policy. We also do not sell, rent, or trade data obtained from Meta Platform to third parties.

13. Integration with Chatwoot and Third-Party Service Providers

To manage customer conversations, we may use Chatwoot or other customer support systems. Such systems help us receive, manage, assign, and respond to messages from various communication channels in one dashboard.

We may also use other service providers for hosting, email, data storage, security, analytics, anti-spam, payment support, notification delivery, and business operations.

These third parties are only granted access as necessary for service purposes and are expected to maintain confidentiality and data security in accordance with applicable requirements.

14. Data Sharing with Third Parties

We do not sell users’ personal data.

Data may only be shared in a limited manner with:

  1. Supporting service providers, such as hosting, email, security, analytics, anti-spam, cloud, and IT infrastructure providers.
  2. Customer support system providers such as Chatwoot.
  3. Communication platform providers such as Meta, Instagram, Facebook, WhatsApp, and email providers.
  4. Technical partners or vendors assisting in service delivery, installation, technical support, delivery, or maintenance.
  5. Legal, accounting, tax, or audit consultants where necessary.
  6. Competent authorities when required by law.

If users request a password reset, where such feature is available, the user’s IP address may be included in the reset email according to the system’s security function.

We will not share personal data unlawfully or outside reasonable service purposes.

15. Data Storage and Retention

We retain personal data for as long as necessary for service delivery, administration, issue resolution, business records, legal compliance, audits, security, and dispute resolution.

Comments and metadata may be retained indefinitely so that we can recognize and approve follow-up comments automatically.

If users have an account, where account features are available, profile data is stored while the account remains active and may be managed by website administrators according to operational and security needs.

In general, conversation history and customer support data may be stored while the service relationship remains active or as long as required for operational and legal purposes. Once no longer needed, data may be deleted, anonymized, or archived in accordance with our internal policies and applicable laws.

16. Information Security

We apply reasonable administrative, technical, and physical security measures to protect personal data from unauthorized access, loss, misuse, alteration, disclosure, or destruction.

These measures may include:

  1. Limited access for authorized personnel.
  2. Server and communication system protection.
  3. HTTPS usage for online services.
  4. Credential and access rights management.
  5. System activity logging where necessary.
  6. Internal access restrictions based on job requirements.
  7. Security monitoring and spam or abuse prevention.

However, no data transmission over the internet or electronic system is completely secure. Users are also responsible for maintaining the security of their accounts, devices, and information sent to us.

17. User Rights Over Personal Data

Subject to applicable laws and requirements, users may have the right to:

  1. Request a copy of the personal data we hold.
  2. Request information regarding personal data we process.
  3. Request correction, repair, or update of inaccurate data.
  4. Request deletion of certain personal data in accordance with legal requirements.
  5. Request restriction of data processing under certain conditions.
  6. Withdraw consent, where processing is based on consent.
  7. Object to certain processing activities.
  8. Submit questions or complaints regarding personal data protection.

Requests may be sent to [email protected].

18. User Data Deletion Request

Users may request deletion of personal data related to our services by contacting:

Email: [email protected]
Email Subject: Data Deletion Request

In the request, users are advised to include:

  1. Full name.
  2. Instagram/Facebook/WhatsApp/email account used to communicate with us.
  3. The type of data or conversation the user wants to delete.
  4. Proof that the user owns the account or is an authorized party, if required.

After receiving the request, we will conduct reasonable verification. If the request is valid and does not conflict with legal obligations, legitimate interests, transaction records, dispute resolution, or administrative requirements, we will delete or anonymize the relevant data within a reasonable period.

Some data may remain retained where necessary to comply with legal obligations, accounting, security, fraud prevention, legal claims, or dispute resolution.

19. Data Transfer

User data may be processed through service provider infrastructure that may be located outside Indonesia. In using third-party services, hosting, cloud, Meta Platform, Chatwoot, or other technology providers, data may be processed or stored on servers located outside Indonesia.

By using our services, users understand that cross-border processing may occur as required for operational purposes and according to the relevant provider’s terms. We make reasonable efforts to ensure protection in accordance with applicable security practices.

20. Disclosure Required by Law

We may disclose personal information if required by law to comply with legal processes, protect rights and safety, prevent abuse, respond to requests from competent authorities, or protect the legal interests of Arasys, users, customers, partners, and other related parties.

21. Children’s Data

Our services are not intended for children under the age required by applicable law. We do not knowingly collect personal data from children without consent from a parent or legal guardian.

If a parent or guardian becomes aware that a child has provided personal data to us without permission, please contact us so that the data can be reviewed and, where necessary, deleted.

22. Third-Party Links

Our services may contain links to third-party websites, applications, or services. We are not responsible for the privacy policies, security, content, or data processing practices of such third parties. Users are advised to read each third party’s privacy policy.

23. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in services, technology, law, or operational needs. Changes will be published on this page or through our official channels and will be effective from the update date stated in this document or when published.

24. Contact

If users have any questions, requests, or complaints regarding this Privacy Policy, users may contact:

PT Arasys Inovasi Indonesia
Address: Jl. Gg. Masjid Kel No.4, Pengasinan, Kec. Sawangan, Kota Depok, Jawa Barat 16518, Indonesia
Email: [email protected]
Website: https://arasys.co.id