SiteManiq.ai

Who operates SiteManiq

SiteManiq is operated and provided commercially by M3D Holdings Sdn. Bhd. Company particulars are set out in each customer's written agreement. For questions about this policy, use the contact address below.

SiteManiqAi ("SMAi", "the Service", "we", "us") is a software-as-a-service platform for operational management, delivery documentation, communications and related business workflows. The Service may be used by independent customer organizations, each operating within its own account and data environment.

This policy is written to be read by anyone, including platform reviewers evaluating our use of messaging APIs such as WhatsApp, without needing to sign in to the Service.

1. Information we collect

Depending on how an organization and its users use the Service, we collect:

• Account and contact information, such as user names and business contact details.
• WhatsApp phone numbers, and WhatsApp display or profile information made available to us through the WhatsApp Business Platform when a number interacts with the Service.
• Messages submitted to SiteManiqAi, including via WhatsApp and through the web dashboard.
• Photos and other uploaded documents, such as delivery order slips and supporting paperwork.
• Delivery order records and other operational transaction data created through the Service.
• Information extracted from submitted documents using optical character recognition (OCR) and AI-assisted data extraction.
• Buyer, material, lorry, transporter, and site information entered or referenced by an organization.
• Other operational records generated through use of the Service.
• Financial and transaction-related operational information connected to deliveries, such as pricing, quantities, and delivery values.
• System logs, audit records, and technical metadata, such as timestamps, message identifiers, and similar technical details generated by the Service.
• Pilot application details submitted through our public pilot application form: company name, applicant name, role, business phone and email, number of sites, approximate delivery-order volume, a description of the current workflow and main operational problem, and an optional preferred contact method. To limit misuse of the form, we keep a one-way fingerprint of the submitting network address rather than the address itself.

2. How we use this information

We use the information above to:

• Process and manage operational documents, such as delivery orders.
• Provide AI-assisted OCR and data extraction, and match extracted data to existing buyers, materials, sites, and other records.
• Respond to messages sent to the SiteManiqAi WhatsApp Agent.
• Route submitted records for review by office staff or managers within the relevant organization.
• Maintain audit trails of operational and system activity.
• Operate, maintain, and secure the Service.
• Provide customer support.
• Review pilot applications and contact applicants about fit, scope and onboarding. Pilot application details are visible only to the platform owner, are not shared with other customers, and submitting an application does not create an account or workspace.
• Improve and maintain the Service over time.

3. AI use and human oversight

The Service uses AI to help interpret messages and extract information from submitted documents. AI-assisted output is used to speed up and support operational workflows, but financial and operational decisions made through the Service remain subject to deterministic business rules configured by the customer organization and/or review by that organization's own staff, where applicable.

4. WhatsApp and Meta platform data

Where an organization enables WhatsApp messaging within the Service, we process WhatsApp phone numbers, message content, and related metadata received through the WhatsApp Business Platform solely to provide the Service — for example, to identify the sending organization and site, to respond to messages, and to process submitted documents. This processing is carried out in accordance with the applicable WhatsApp Business Platform and Meta developer requirements.

5. We do not sell your data

SiteManiqAi does not sell personal data.

6. Service providers

We use service providers solely to operate the Service: Supabase (authentication, database and private document storage, hosted in Singapore), Vercel (application hosting, with server functions running in Singapore), Google Document AI (document text recognition, Singapore region), Meta (WhatsApp messages and media), Anthropic and, where enabled, xAI (AI interpretation of documents and assistant features), and Resend (operational alert email). Depending on the features used, these providers receive submitted images or PDFs, recognised text, messages, operational context, or account and contact details. Some providers, including Anthropic and xAI, may process data outside Malaysia, including in the United States. Vercel Web Analytics and Speed Insights receive page-view and performance information with query strings and record identifiers removed, and map views may load tiles from OpenFreeMap. The current list of providers is available on request.

7. Customer organizations control their data

SiteManiqAi is used by multiple customer organizations, each with its own separate account. A customer organization controls the operational data associated with its own account, including its users, sites, buyers, materials, and delivery records.

8. Security

We use reasonable technical and organizational security measures designed to protect information handled by the Service against unauthorized access, use, or disclosure.

9. Data retention

We retain information for as long as reasonably necessary to provide the Service, and as needed for legal, audit, or contractual purposes. Retention and export arrangements for a customer organization are set out in its written agreement; confirmed financial records and their audit history are kept for as long as legal and accounting obligations require.

10. Your rights

Users and customer organizations may request access to, correction of, or deletion of their personal data, where applicable, subject to our legal, contractual, and operational obligations.

11. Data deletion requests

To request access to, correction of, or deletion of personal data held by the Service, email mm.smai.co88@gmail.com. See our Data Deletion page for what to include in your request. You may also contact the administrator of your organization's SiteManiqAi account.

12. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date above reflects the most recent revision.