Privacy Policy

The service is operated by IT Simple System Solutions Sdn. Bhd.. For anything in this policy, write to sales@itsimple.com.my.

For the business records inside an organisation’s account, that organisation decides what is collected and why; Nexsim processes it on their instructions. For the account itself — who may sign in, and the security around it — Nexsim is responsible.

Accounts and access:

• Your name and email address, so an account can exist and be addressed.
• A hashed password, and session tokens for the browser and for each mobile device you sign in on. Sessions can be revoked.
• An audit trail of significant actions — who approved, voided or edited a document, and when. This is a deliberate feature of an accounting product, not analytics.

Business records you enter:

• Customers and leads, including the contact names, phone numbers, email addresses and postal addresses your staff record against them.
• Quotations, sales orders, delivery orders, invoices, cash sales and payments.
• Products, price books and stock figures.

From the mobile app specifically:

• Location, only at a visit check-in or check-out. When a salesperson checks in or out of a customer visit, the app asks Android for a single coordinate and stores it against that visit so the organisation can evidence the call. It is requested at that moment, never in the background, and the app keeps working if you refuse — the visit is simply recorded without a coordinate.
• Photos, when you attach one to a product or a visit, or ask the app to read one (a business card, a customer’s order, a payment slip), taken with the camera or chosen from your library. Only the image you pick is read.
• Your device session token, held in Android’s own encrypted keystore so it is not readable by other apps. It is what keeps you signed in; signing out or revoking the device deletes it.

Some plans include AI features: reading a business card, an order or a payment slip from a photo; tidying spoken visit notes; drafting reminders and quotation messages; summaries and a morning briefing; answering questions in plain words; and an assistant chat that looks things up and drafts quotations.

• When you use one, the text or photo you give it, and the records needed to answer (for example customer and product names, amounts and dates from your organisation’s account), are sent to our AI provider, Anthropic (Claude), which processes them on our behalf to produce the answer. They are not used to train AI models.
• Spoken input is turned into text by your phone’s own speech service before it reaches Nexsim. Nexsim does not record or keep audio.
• Photos read by an AI feature are not stored by Nexsim. Assistant conversations are kept in your account so you can return to them, until you delete them.
• AI answers can be wrong. Nothing an AI feature drafts is saved or sent until you review it. Any assistant reply can be reported from where it is shown; reports are reviewed by Nexsim.

• No advertising identifiers, and no data is shared with advertisers or data brokers.
• No background or continuous location tracking.
• No contacts, call logs, SMS, or files outside what you explicitly attach.
• No fingerprint, face or other biometric data — the app never asks Android for any.
• No third-party analytics or behavioural tracking SDKs in the mobile app.

To run the service you have subscribed to: authenticate you, show your organisation its own records, produce its documents and reports, and keep an audit trail. Aggregate figures such as outstanding balances are computed from your own records and shown only to your own organisation.

Your records are never used to train models — by Nexsim or by its AI provider — and are never sold.

Members of your organisation, according to the permissions your administrator grants them. Nexsim staff access production data only where necessary to operate or support the service.

Customers of your organisation may be sent a portal or shop link, which shows only the documents that link was issued for.

When an AI feature is used, what it needs is processed by Anthropic on Nexsim’s behalf, as described under AI features.

If your organisation connects the AutoCount integration, documents and master data are exchanged with the AutoCount installation it points at, under your organisation’s control.

Business records are kept for as long as the organisation’s account is open, because they are its accounting history. When you choose to remove data, it is removed immediately — there is no delayed purge and no archived copy kept behind the scenes.

Mobile sessions expire after 30 days. Revoking a session or signing out ends it immediately.

• Location can be refused, or withdrawn later in Android Settings. Check-in continues to work without it.
• Camera and photo access are asked for by Android when you first attach an image.
• Assistant conversations can be deleted from the assistant’s conversation list.
• To see, correct or delete records held about you, contact the organisation whose account they sit in. If that is not possible, write to sales@itsimple.com.my.
• Account and data deletion sets out how to delete an account or an entire organisation, what is removed, and what is kept.

Material changes will be reflected on this page. The current version is always at /privacy.