Q Media Production — Privacy Policy
Who we are
Q Media Production is a printing and signage shop at KL Sentral, Kuala Lumpur, established 2005. We operate the WhatsApp business assistant used on our shop number and the QFlow system that manages our print orders. We are the data controller for the information described below.
What we collect
When you message us on WhatsApp, we receive through the WhatsApp Business Platform: your WhatsApp phone number, your WhatsApp profile name, and the content of the messages you send us, including any images or files you attach.
When you place an order, we record: your name, contact number, company name (if given), billing and delivery address, order details and artwork files, and payment records.
We do not collect data about you from any source other than you.
Why we use it
- To answer your enquiries about our printing products and prices
- To prepare quotations and process your orders
- To notify you about the status of your order, including when it is ready for collection
- To keep a record of your past orders so we can serve repeat requests faster
- To meet our accounting and tax obligations under Malaysian law
We do not use your data for advertising. We do not sell your data. We do not share it with anyone for their own marketing.
Automated replies
Messages sent to our WhatsApp number may receive an automated reply generated by our assistant, which looks up product prices from our own catalogue. When the assistant cannot answer, when you ask to speak to a person, or when you raise a complaint, the conversation is passed to our staff and automated replies stop for that conversation.
Who processes your data on our behalf
- Supabase Inc. — database hosting (United States, Singapore)
- n8n GmbH — workflow automation software (self-hosted by us)
- Render Services, Inc. — server hosting (United States, Singapore)
- Google LLC — AI language processing for automated replies (United States, Singapore)
- Meta Platforms, Inc. — WhatsApp Business Platform message delivery
These providers process data only on our instructions and may not use it for their own purposes.
How long we keep it
Order and invoice records are kept for seven years as required by Malaysian tax law. WhatsApp conversation records are kept for up to two years, or until you ask us to delete them.
Your rights
Under the Personal Data Protection Act 2010 (Malaysia) you may ask us to:
- Give you a copy of the personal data we hold about you
- Correct data that is wrong or incomplete
- Delete your data, including your WhatsApp conversation history with us
- Stop using your data for a particular purpose
To make any of these requests, email qprintstation@gmail.com with the subject "Data Request" and the WhatsApp number or order number you used. We will respond within 21 days.
Some records must be kept to meet tax law even after a deletion request; we will tell you if that applies and delete everything else.
Security
Data is stored in access-controlled databases. Only our authorised staff can view customer records, and access is limited by role.
Children
Our services are for business and personal printing customers. We do not knowingly collect data from children under 13.
Changes
If we change this policy we will update the date at the top of this page.
Contact
Questions about this policy: qprintstation@gmail.com
Q Media Production (001423313-K), Level 1, KLIA Ekspres Departure Hall, KL
Sentral, 50470 Kuala Lumpur, Malaysia