Privacy Policy

1. Who we are

BrandPresence provides AI search visibility research, website and content reviews, digital visibility guidance and related services.

For questions about this policy or your personal information, contact hello@brandspresence.com.

2. Information we collect

Information you provide

When you submit a form, contact us or enquire about a service, we may collect:

• Your name and work email address;
• Your website address and business information;
• The service, course or product you would like customers to find;
• Your enquiry preference, such as a free snapshot or full-audit details;
• Your messages, feedback and other information you choose to provide;
• Information necessary to prepare a proposal, provide an agreed service, issue an invoice or maintain client records.

Information collected automatically

Our website, hosting service and security or analytics tools may automatically record technical information such as your IP address, browser type, device information, referring page, pages visited, timestamps and cookie or similar identifiers.

3. How we collect information

We may collect information:

• Directly from you through website forms, email, calls or other correspondence;
• During discussions about a proposed or active service;
• From publicly available business sources, including your website, search results, public profiles and public AI-search responses;
• Automatically through server logs, cookies and website technologies.

4. How we use your information

We may use personal information to:

• Respond to your enquiry and communicate with you;
• Prepare a free AI Visibility Snapshot;
• Assess, scope, quote and deliver requested services;
• Provide reports, recommendations, walkthroughs and support;
• Manage records, invoices and contractual matters;
• Protect the website, prevent abuse and troubleshoot technical issues;
• Understand and improve our website and services;
• Comply with legal, regulatory, accounting or dispute-resolution requirements.

Where required, we rely on your consent. We may also process information where necessary to respond to your request, take steps toward a service agreement, perform an agreement, comply with legal obligations or pursue legitimate business interests permitted by applicable law.

We do not use your contact details for unrelated marketing without an appropriate basis or permission.

5. AI tools and visibility audits

To prepare a free snapshot or paid audit, we may test customer-style questions using AI search and answer platforms. We may submit or analyse publicly available information such as:

• Your business or brand name;
• Your public website address and public website content;
• Public information about relevant competitors;
• Search questions connected to your products, services, market or location.

We do not intentionally submit your private contact details, confidential files or non-public business information to public AI tools unless this is necessary, explained to you and agreed in advance.

AI platforms operate under their own privacy policies and terms. Their answers can change by platform, date, location, account and available sources.

6. Sharing and service providers

We do not sell or rent your personal information. We may share limited information with service providers that support the operation of the website and delivery of services, including:

• Website hosting, domain, security, backup and content-delivery providers;
• WordPress and form-processing tools, including Forminator;
• Email delivery and business communication providers;
• Analytics or cookie services, where enabled;
• AI and search platforms used for agreed visibility testing;
• Professional advisers, contractors or technology providers where reasonably necessary;
• Government bodies, regulators, courts or law-enforcement authorities when legally required.

Service providers may process information only for the relevant service and are subject to their own contractual and legal responsibilities.

7. International data transfers

Some service providers, cloud systems and AI platforms may operate or store information outside your country or outside Malaysia. Where applicable, we take reasonable steps to use reputable providers and safeguards appropriate to the nature of the information and the relevant legal requirements.

8. How long we retain information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

• General enquiries and unconverted leads may normally be retained for up to 24 months after the last meaningful interaction;
• Client project records may be retained for the duration of the working relationship and a reasonable period afterward;
• Invoices, payment and transaction records may be kept for the period required by applicable tax, accounting or legal obligations;
• Information may be retained longer where reasonably required to establish, exercise or defend legal rights.

You may request deletion of information that is no longer required, subject to applicable legal and operational exceptions.

9. Cookies and similar technologies

Cookies are small files placed on your device. This website may use cookies or similar technologies for essential site functions, security, form operation, preferences, performance measurement and analytics.

You can control cookies through your browser settings. Blocking certain cookies may affect how some website features work. If non-essential analytics or advertising cookies are introduced, appropriate notice or consent controls should be provided where required.

10. Data security

We use reasonable administrative and technical measures intended to protect information from unauthorised access, loss, misuse, alteration or disclosure. These may include controlled access, secure hosting, software updates, backups and security tools.

No website, email system or internet transmission is completely secure. We therefore cannot guarantee absolute security.

11. Your choices and rights

Depending on your location and applicable law, you may have the right to:

• Ask whether we hold personal information about you;
• Request access to or a copy of your information;
• Ask us to correct inaccurate or incomplete information;
• Withdraw consent where processing is based on consent;
• Object to or request restriction of certain processing;
• Request deletion where the information is no longer required;
• Request data portability where applicable and technically feasible;
• Object to direct marketing communications.

To make a request, email hello@brandspresence.com. We may need to verify your identity and may retain limited information where required by law.

12. Children’s privacy

This website and its services are intended for business users and are not directed to children. Please do not submit personal information if you are under 18 without the involvement and consent of a parent or legal guardian.

13. External links and third-party services

This website may link to external websites, AI platforms or other services. We do not control their privacy practices. Please review the privacy policy of any third-party service you choose to use.

14. Changes to this policy

We may update this policy when our services, website tools or legal obligations change. The revised policy will be posted on this page with a new effective date. Material changes may also be communicated by another reasonable method where appropriate.

15. Contact us

This policy is a practical website privacy notice prepared for BrandPresence’s current website and enquiry process. Privacy requirements vary by location and business activity. Independent legal review is recommended, particularly before introducing advertising cookies, newsletters, payments, sensitive data collection or materially different services.