Privacy Policy

1 Introduction

RMS Pro ("the Service", "we", "our", or "us") is a Repair Management System SaaS for mobile and electronics repair shops, operated by Quantum Web Studio (Kelantan, Malaysia). This Privacy Policy explains what personal data we collect when you (as a dealer, branch staff, or end-customer) use the Service, how we use it, and the rights you have over your data.

By registering for or using RMS Pro, you agree to the practices described in this policy.

2 Information We Collect

2.1 Dealer & branch account data

• Account details — owner name, business name (SSM), business address, phone number, and email used to register the dealer account.
• Login credentials — owner ID, branch ID, and password.
• Branch settings — shop logo, header colour, language preference, printer configuration, and form templates.

2.2 Customer & job data entered by dealers

• Customer details — customer name, phone number, address, and email entered by the dealer when creating bookings, jobs, invoices, or quotations.
• Job records — device details, fault descriptions, parts used, repair status, photos, and notes recorded against a repair job.
• Transaction records — invoices, quotations, claims, refunds, sales records, and payment status.

2.3 Information collected automatically

• Device & browser information — browser type, operating system, and screen size for diagnostics.
• Usage data — feature interactions and error reports, used to improve stability and performance.
• Authentication logs — sign-in attempts, OTP requests, and password reset events for security and abuse prevention.

2.4 Permissions we may request

• Bluetooth / USB — only when you connect a thermal receipt printer through the browser.
• Camera / Files — only when you choose to upload a logo, attach a photo to a repair job, or scan a barcode.
• Notifications — only if you allow them, to alert you of new bookings or job updates.

You can revoke any of these permissions at any time from your browser or device settings.

3 How We Use Your Information

• To create and operate dealer and branch accounts.
• To manage repair jobs, bookings, invoices, quotations, claims, and inventory on behalf of the dealer.
• To send transactional emails, including welcome emails, password reset OTPs, and account notifications.
• To store dealer preferences (language, theme, printer, form templates).
• To diagnose errors and improve service reliability.
• To prevent abuse, fraud, and violation of our terms.
• To comply with applicable Malaysian laws and lawful requests from authorities.

We do not sell your personal data, customer lists, or job records to third parties. We do not use the customer data you enter for advertising.

4 Dealer Responsibility for Customer Data

When a dealer enters end-customer details (e.g., a customer's phone number on a booking form) into RMS Pro, the dealer is the data controller for that information and RMS Pro acts as the data processor. The dealer is responsible for:

• Obtaining the customer's consent before collecting their data.
• Informing customers how their data will be used by the dealer's business.
• Responding to PDPA requests from their own customers.

RMS Pro will support dealers in fulfilling these obligations on request.

5 Data Storage & Third-Party Services

RMS Pro uses the following processors to deliver the service:

• Google Firebase (Firestore + Hosting) — primary database for dealer accounts, branches, and per-tenant repair data.
• Google Cloud Run — hosts the backend API for authentication emails and server-side operations (region: asia-southeast1, Singapore).
• Cloudflare Pages — serves the public web app and customer-facing forms.
• Zoho Mail (SMTP) — delivers transactional emails (welcome, password reset OTP) from [email protected].

These providers process data only to perform the services we contract them for and are bound by their own privacy and security commitments.

6 Data Retention

We keep dealer account data and the repair records associated with it for as long as the dealer account is active. If a dealer closes or deletes their account:

• Account profile and personally-identifiable data are removed within 30 days of confirmed deletion.
• Repair, invoice, and transaction records may be retained for up to 7 years to comply with Malaysian record-keeping and tax obligations.
• One-time password (OTP) records are kept for at most 10 minutes and are then automatically discarded.
• Anonymised diagnostic logs may be retained for up to 90 days for fraud prevention and quality assurance.

7 Your Rights (PDPA 2010)

Under the Personal Data Protection Act 2010 of Malaysia, you have the right to:

• Access the personal data we hold about you.
• Correct data that is inaccurate or out of date.
• Withdraw consent for processing, where consent is the legal basis.
• Request deletion of your account and associated personal data.
• Limit the processing of your data in certain circumstances.

End-customers of a dealer should first contact their dealer for these requests, as the dealer is the controller of that data. To exercise rights against RMS Pro directly, contact us at the email below.

8 Children's Privacy

RMS Pro is a business tool for repair shop operators and is not intended for use by children under 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

9 Security

We use industry-standard safeguards to protect your data, including encrypted transport (HTTPS/TLS 1.2+), one-time password (OTP) hashing with SHA-256, server-side rate limiting on authentication endpoints, and Firestore security rules that restrict each dealer's data to the dealer's own tenant. No system is perfectly secure, but we work continuously to protect your information.

10 Changes to This Policy

We may update this Privacy Policy from time to time. The "Effective" date at the top of the page reflects the latest revision. Material changes will be highlighted in-app or via email before they take effect.