Privacy Policy

klarooo (“we”, “us”) is an AEO / GEO consultancy based in Malaysia. We help businesses get found, and described correctly, when their customers ask AI tools for recommendations.

We are responsible for the personal data described in this policy. Our Privacy Officer is the person in charge of protecting it and handling your requests. You can reach them at hello@klarooo.com.

This policy applies to personal data about:

• people who visit our website;
• people who contact us, book a call or ask for a free check;
• our clients and the people we work with at client businesses;
• people who subscribe to our emails; and
• suppliers and partners we work with.

Our services are for businesses. Most of what we handle is business information, such as your company name, website and listings. This policy covers the smaller amount of personal information that comes with it, like names, work emails and phone numbers.

What you give us

• Contact details: your name, job title, business name, work email, phone or WhatsApp number.
• Conversations: what you tell us by email, WhatsApp, phone or on calls, and details you enter when booking a call.
• Business information: your website, services, prices, locations, competitors and the questions your customers ask.
• Account access: login details or access you give us to websites, listings or tools we've agreed to work on.
• Billing details: billing name, address and tax details. Card payments are handled by our payment provider; we don't see or store full card numbers.

What we collect automatically

When you visit our website, our analytics tool collects information such as the pages you view, how you arrived, your browser and device type, and your approximate location (country or city, based on your IP address). See Cookies and analytics.

What we get from other sources

To do our work, we look at public information about your business, for example directory and review listings, industry lists, your website and what AI tools say about you. This can include names of staff or reviewers that appear in those public listings. We only use it to assess and improve how your business is described.

We don't ask for, and please don't send us, sensitive personal data such as health, financial account, religious or government ID information.

We use personal data to:

• reply to your enquiries and arrange calls;
• prepare proposals and deliver the services you've asked for;
• send invoices, take payments and keep business records;
• send you updates and insights by email, if you've agreed to receive them;
• understand how our website is used, so we can improve it;
• keep our systems and your accounts secure; and
• meet our legal, tax and accounting obligations.

We rely on your consent, on the need to carry out an agreement with you or your business, on our legitimate business interests (for example improving our website), or on legal obligations, depending on the purpose and the law that applies to you. Where we rely on consent, you can withdraw it at any time.

We don't make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

Our service involves asking AI assistants (such as ChatGPT, Gemini and Google's AI answers) the kinds of questions your customers ask. These questions are about businesses, such as your company and your competitors. They are not about private individuals.

We don't enter your personal contact details, login details or confidential business information into public AI tools. Where we use AI tools to help analyse results or draft content, we use settings that stop our inputs from being used to train those tools wherever that option is available.

Our website uses a small number of cookies and similar technologies:

• Essential: needed for the site to work and stay secure.
• Analytics: tell us which pages are visited and how people find us, in combined form. We don't use them to build advertising profiles.

Where the law requires your consent for analytics cookies, we'll ask before setting them. You can block or delete cookies in your browser settings; the site will still work. We also honour Global Privacy Control signals sent by your browser.

If you book a call through our booking tool, that tool may set its own cookies, covered by its own privacy policy.

We only send marketing emails, such as newsletters and insights, to people who have clearly agreed to receive them, or where the law otherwise allows it.

• Every marketing email identifies us and includes our contact details.
• Every marketing email has an unsubscribe link. We act on unsubscribe requests promptly, and within 10 business days at most.
• We don't send marketing messages to phone numbers without your consent.

Unsubscribing from marketing doesn't stop emails we need to send about work you've bought from us, such as reports and invoices.

We never sell your personal data, and we don't share it for cross-context behavioural (targeted) advertising.

We share personal data only with:

• Service providers who help us run our business, such as website hosting, website analytics, call booking, email and newsletter services, file storage, payments and accounting. They may only use it to provide their service to us.
• Contractors who help deliver client work, under confidentiality obligations.
• Professional advisers such as lawyers and accountants.
• Authorities, when the law requires it or to protect our rights, your safety or others' safety.
• A buyer or successor, if our business is sold or restructured, who must keep protecting your data in line with this policy.

A list of the specific service providers we use is available on request.

We're based in Malaysia, and some of our service providers store data in other countries, including Singapore, the United States and countries in the European Union. That means your data may be processed outside the country where you live.

When we transfer personal data abroad, we take reasonable steps to make sure it keeps a level of protection comparable to the one it has in your country, for example by choosing reputable providers and using contracts that require them to protect it. Data held abroad may be accessible to authorities there under local law.

We keep personal data only for as long as we need it:

• Enquiries that don't become work: up to 2 years after our last contact.
• Client records, contracts and invoices: 7 years after the engagement ends, to meet tax and accounting rules.
• Account access you give us: removed when the engagement ends.
• Email subscribers: until you unsubscribe, after which we keep only what's needed to make sure we don't email you again.
• Website analytics: up to 26 months.

After that, we delete it or make it anonymous so it no longer identifies you.

We protect personal data with sensible safeguards, including access limited to people who need it, strong passwords and two-factor authentication, encrypted connections, and reputable providers with their own security measures.

No system is perfectly secure. If a data breach is likely to harm you, we'll tell you and the relevant authorities as required by law.

Depending on where you live, you have some or all of these rights. We extend them to everyone where we reasonably can:

• to know what personal data we hold about you and get a copy;
• to correct data that's wrong or out of date;
• to ask us to delete it;
• to receive it in a portable format, or have it sent to another organisation;
• to withdraw consent you've given;
• to opt out of marketing at any time; and
• to complain to a data protection authority.

To make a request, email hello@klarooo.com. We may need to confirm your identity first. We don't charge for requests, and we'll reply within 21 days for Malaysian requests and within 30 days otherwise. If we need longer, we'll tell you why. If we can't do what you ask, for example because the law requires us to keep certain records, we'll explain the reason.

Withdrawing consent or asking us to delete data may mean we can no longer provide some services. We'll tell you if that's the case.

We serve clients mainly in Malaysia, Singapore, Canada and the United States, and we follow the privacy laws that apply to you in each of them. The rights and commitments in this policy apply to everyone, wherever you are, and we won't treat you differently for using them.

If you're not happy with how we've handled your personal data, please talk to us first. You also have the right to complain to the data protection authority where you live.

A Bahasa Malaysia version of this policy is available on request.

Our website and services are for businesses and aren't directed at anyone under 18. We don't knowingly collect personal data from children. If you think we have, contact us and we'll delete it.

Our website links to other sites and tools, such as our booking tool, WhatsApp and LinkedIn. Their own privacy policies apply when you use them.

We may update this policy as our services or the law change. The date at the top shows when it was last updated. If we make significant changes, we'll tell clients and subscribers by email before they take effect.

For any privacy question or request, email our Privacy Officer at hello@klarooo.com.

You can also read our Terms and Conditions.