DATA AND PRIVACY
Privacy policy
AIS Cool Station is operated by Leapfrog Distribution Sdn Bhd to help authorized staff look up products and stock references.
1. Information accessed
The designated mailbox owner authorizes gmail.readonly. Google grants read access across the mailbox, not just one sender or folder. AIS applies configured sender and subject filters in its collector. This permission cannot send, modify or delete email.
AIS accesses the mailbox address to confirm the account, matching message identifiers and metadata (including sender, subject and receipt time), attachment names and types, and configured product or inventory report attachments. Reports may contain product identifiers, model names, locations and stock quantities.
For WhatsApp enquiries, AIS processes sender identifiers, message text, timestamps, message identifiers, staff access settings, replies and delivery-attempt records.
2. Purpose and use
AIS downloads configured reports, validates inventory files, matches products to the catalog and supplies dated stock references to authorized staff. Processing records support troubleshooting and help prevent duplicate replies.
A local language model may interpret staff enquiry text to find product search terms. Quantities come from the validated report, not from a language model. The Gmail collector does not send mailbox contents or downloaded reports to a cloud AI service.
3. Sharing and providers
Relevant product and stock information derived from reports is shared with authorized staff through WhatsApp replies. Meta/WhatsApp processes messages and replies to deliver this service. Cloudflare provides the tunnel delivering WhatsApp webhook requests to the AIS computer. Google provides Gmail and authorization.
AIS does not publish downloaded reports or mailbox contents on this website. It does not sell Google user data, use it for advertising or use it to train generalized AI or machine-learning models. Authorized administrators may access local reports and operational records to operate and support AIS.
AIS Cool Station's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.
4. Storage and security
Report attachments, validation results, stock references and WhatsApp enquiry/reply records are stored on the computer running AIS. Gmail authorization tokens use Windows user-bound encryption. This does not mean that all report files or logs are encrypted. Access to the computer and files must be limited to authorized personnel. Connections to Google and Meta use HTTPS.
5. Retention and deletion
The current local system has no automatic deletion period for reports or message records. They remain until an authorized administrator removes them. Contact us to request review, correction or deletion. We may need to verify your authority over the relevant company data before acting.
Deleting local AIS copies does not delete original Gmail messages or copies held by WhatsApp or other providers. Those services have their own controls and retention practices.
6. Your choices
The mailbox owner can revoke AIS access through Google Account connections. This stops future authorized Gmail access but does not automatically remove existing local copies. Contact the AIS administrator to disable collection and arrange local deletion. Staff may also request removal of their AIS access.
7. This website
These pages contain no analytics scripts, advertising trackers, forms or sign-in features. When published, the website host may process ordinary request information, such as IP addresses and requested pages, to deliver and secure the website.
8. Changes and contact
We will update this policy when data practices change. New uses of Google data require appropriate notice and consent before implementation.
Privacy contact: Leapfrog Distribution Sdn Bhd — ais.leapfrogm@gmail.com.