Staywhale Privacy Policy

Who we are and what this policy covers

Staywhale is developed and operated by Whale Fusion Sdn Bhd (202201047773 / 1493470-W). This Privacy Policy applies to the Staywhale mobile application, the web portal at app.staywhale.com, the Staywhale website, related support, and connected property, payment, smart-meter, and smart-access services that link to this policy.

Staywhale is commonly provided through a property operator, owner, agency, employer, or other organisation. That organisation may decide why and how certain tenancy or property information is used, while Whale Fusion processes it to provide Staywhale. The organisation's own privacy terms may also apply.

Information we may collect or process

The information involved depends on your role, the services enabled by your organisation, and the features you use. It may include:

• Account and contact information: name, email address, phone number, role, organisation, profile details, login identifiers, and authentication or verification records.
• Property and tenancy information: property, unit and room details, addresses, owner and tenant records, tenancy dates, agreements, service requests, tasks, notes, communications, and documents you or an authorised user upload.
• Billing and transaction information: rent, deposits, invoices, receipts, utility charges, payment status, payout or reconciliation records, and transaction references. Payment credentials may be collected directly by an authorised bank or payment provider; Staywhale may receive limited payment status and reference information needed to complete the service.
• Smart-device and utility information: linked device identifiers, meter readings and consumption, device status and commands, and smart-access credential or event records where those services are enabled.
• Content you provide: enquiry messages, customer-support communications, photos, files, forms, and other information submitted through Staywhale.
• Device, usage and security information: IP address, device and browser type, operating system, app version, language, timestamps, session activity, diagnostic or crash information, notification token, and security logs.
• Permission-based information: location, camera, photos, files, or notifications only when a relevant feature requires it and you choose to grant the applicable device permission. You can manage permissions in your device settings.
• Website enquiry information: name, email, phone number and role, plus any optional company, portfolio, and message details supplied when requesting a demo.

How we use information

We use information as reasonably necessary to:

• create, authenticate, administer, and support user accounts;
• provide rental operations, tenancy records, billing, payments, owner reporting, tenant services, and authorised IoT features;
• send service messages, payment or tenancy notices, alerts, responses, and customer-support communications;
• personalise role-based views and maintain accurate operational records for authorised users;
• monitor reliability, troubleshoot errors, improve performance, prevent fraud or misuse, and protect accounts and services;
• respond to enquiries, plan implementation, and communicate about Staywhale where permitted; and
• comply with applicable law, enforce agreements, resolve disputes, and protect users, Whale Fusion, and others.

When information may be disclosed

Information may be disclosed only as needed to:

• Authorised organisations and users: the operator, owner, tenant, agency, team member, or administrator connected to the relevant property or account, according to their role and permissions.
• Service providers: providers supporting cloud hosting, databases, security, communications, email and push notifications, analytics, customer support, payment processing, banking integrations, and connected IoT services. They may process information for the services they provide to us.
• User-directed recipients: a provider or other party you or your authorised organisation asks us to connect with or send information to.
• Legal and safety recipients: regulators, authorities, advisers, or other parties when reasonably necessary to comply with law, protect rights or safety, investigate misuse, or establish or defend legal claims.
• Business transaction parties: advisers and a successor in connection with a proposed or completed merger, financing, acquisition, restructuring, or sale, subject to appropriate safeguards.

We do not sell personal or sensitive user data and do not use it for cross-context behavioural advertising.

Security and international processing

We use reasonable technical and organisational safeguards for personal and sensitive information, including encrypted transmission, authentication and access controls, role-based permissions, credential protection, monitoring, backups, and service-provider controls appropriate to the service. No system can be guaranteed completely secure, so users should protect their passwords, one-time codes, and devices and notify us of suspected unauthorised access.

Staywhale supports users and organisations in different locations. Information may therefore be processed in countries other than the country where it was collected. Where required, we use contractual, organisational, or technical safeguards for those transfers.

Retention and deletion

We keep information only for as long as reasonably necessary to provide Staywhale, maintain property and transaction records, meet contractual and legal obligations, prevent fraud, resolve disputes, and enforce agreements. Retention periods vary by data type, the organisation responsible for the account, and applicable legal requirements. Limited backup copies may remain until they are overwritten through normal backup cycles.

You may request deletion of your Staywhale account and associated personal data by emailing staywhale.fusion@gmail.com from the address registered to your Staywhale account with the subject “Staywhale Account Deletion Request.” We will delete or de-identify eligible information after verifying the request. We may retain limited records where required for legal, regulatory, security, fraud-prevention, accounting, payment, property, or dispute-resolution purposes, and will restrict that information to the necessary purpose.

Your choices and privacy rights

Subject to applicable law and verification, you may ask to access, correct, update, export, restrict, object to, or delete personal information associated with you. You may also withdraw optional consent, disable device permissions, or unsubscribe from optional marketing communications. Some requests involving an organisation-managed account may require us to coordinate with that organisation.

Removing a device permission may prevent the related feature from working but does not affect processing already lawfully completed. Essential service and security communications cannot always be disabled while an account remains active.

Children

Staywhale is a property operations service intended for authorised users and is not directed to children. We do not knowingly collect personal information directly from children without appropriate authorisation or consent where required. If you believe a child has provided information improperly, please contact us so we can investigate and take appropriate action.

Changes to this policy

We may update this policy when Staywhale, our data practices, or legal requirements change. The revised version will be posted at this URL with a new last-updated date. We will provide additional notice when required by applicable law or when a change is material.

Contact us

For privacy questions, rights requests, or concerns about Staywhale, contact Whale Fusion Sdn Bhd at staywhale.fusion@gmail.com. Please do not send passwords, one-time codes, full payment-card details, or other unnecessary sensitive information by email.