Legal

Last updated 2026-07-21 · Version 1.1

Privacy Policy

Last updated: 21 July 2026 · Version: 1.1

Note: This policy describes how the TempahHQ platform handles personal data. It is written for product clarity and Malaysia-first operations. It is not a substitute for legal advice. Contact hello@tempahhq.com with questions.

1. Who we are

TempahHQ (“we”, “us”, “our”) provides multi-tenant appointment booking software with online pay-to-confirm, primarily for businesses in Malaysia.

Product site & admin: TempahHQ web application (e.g. landing, /signup, /app)
Public booking pages: /book/{slug} hosted on our platform for each business (“shop” or “tenant”)
Contact: hello@tempahhq.com

If you book an appointment with a shop, that shop is the business you contracted with for the service. TempahHQ provides the software. See also Data roles.

2. Scope

This policy covers personal data processed when you:

Visit our marketing or product website
Create a business account (self-serve signup) or sign in as owner/staff
Book or pay for an appointment on a shop’s public book page
Receive transactional messages related to bookings (email, SMS, WhatsApp bridge, or similar)
Contact us for support

It does not replace a shop’s own privacy practices if they collect data outside TempahHQ (e.g. their own WhatsApp broadcasts or paper forms).

3. Roles: TempahHQ vs shops vs customers

Situation	Typical roles
You sign up as a shop owner/staff	TempahHQ is the organisation that decides how your account data is used to provide the SaaS.
You are an end customer booking a shop	The shop decides why they need your booking details. TempahHQ processes that data to provide the booking product to the shop (and to operate the platform securely).
End-customer payments	Checkout is handled by Billplz under the shop’s Billplz account (per-tenant). TempahHQ does not act as merchant of record for those payments.
Platform activation fee (RM50)	Paid by the shop to TempahHQ via Billplz under TempahHQ’s merchant account. TempahHQ is merchant of record for this B2B fee only.

Plain-language summary: Data roles. Contractual processing terms for shops: Data Processing Terms. Third parties: Sub-processors.

4. Personal data we process

4.1 Shop owners and staff

Name, email, password (stored hashed; we never store plaintext passwords)
Role (owner / staff), tenant membership
Business profile: business name, public slug, industry label/template, hours, services, staff display names, cancellation policy text
Payment configuration: Billplz-related settings and credentials you enter (treated as secrets; never logged in full)
Payment details for the platform activation fee (processed by Billplz under TempahHQ’s merchant account): payment state (pending/paid/failed), gateway bill references, checkout URL metadata—not full card PAN
Session data: httpOnly session cookie, session records server-side
Optional identity provider data if SSO (e.g. Auth0) is enabled for your account
Support communications you send us

4.2 End customers (bookers)

Collected on /book/{slug} (and related status pages), stored per shop:

Name
Phone number (primary contact; normalised for matching within that shop)
Optional email
Booking details: service, staff, date/time, amounts (in sen/MYR), status, hold expiry
Cancellation policy snapshot attached to the booking
Payment status and gateway references needed to confirm pay-to-confirm and add-on links (not full card PAN when checkout is hosted by Billplz)
Notification log entries (channel, recipient, message body) for confirmations/reminders when those features are used

4.3 Technical and security data

IP address and related signals used for rate limiting and abuse prevention
Basic server/application logs
Cookie and similar storage as described in Cookies & sessions

We do not sell personal data.

5. Why we process data

Purpose	Examples
Provide the service	Create tenants, authenticate users, show calendars, create bookings, hold slots, confirm after payment
Payments	Create checkout URLs, process Billplz callbacks/webhooks, show ledger/outstanding amounts; collect platform activation fee under TempahHQ’s Billplz account
Communications	Booking confirmed notices, pre-visit reminders (when enabled)
Security & integrity	Sessions, login throttling, fraud/abuse prevention, tenant isolation
Product improvement	Aggregated, de-identified metrics where feasible
Legal & compliance	Respond to lawful requests; retain records needed for disputes about payments/bookings
Support	Answer emails and ops requests

Where Malaysian law requires a basis for processing personal data, we rely on one or more of: performance of a contract, legitimate interests (e.g. security, product operation), consent where we ask for it, and legal obligations. Final legal characterisation should be confirmed with counsel for your production entity.

6. How booking and payment work

6.1 End-customer booking payments

A customer opens a shop’s book page and submits name, phone, and appointment choices.
The slot is held pending payment (pending_payment).
The customer is sent to Billplz (or a mock checkout in development) under the shop’s payment configuration.
Only after successful gateway outcome does the booking become confirmed.
Add-on charges are collected via payment links; paid state comes from the gateway, not staff “mark paid cash” as the primary path.

TempahHQ stores the booking and payment state needed to run this flow. Card details are handled by the payment gateway according to their policies.

6.2 Platform activation fee

When a shop owner activates their business (self-serve path), TempahHQ collects a one-time RM50 activation fee via Billplz using TempahHQ’s own merchant account. Card details are handled by Billplz. TempahHQ stores the payment state (paid/pending/failed) and gateway references so we can unlock the public book page and audit the fee. This is a B2B charge between TempahHQ and the shop—not an end-customer booking payment.

7. Communications

Transactional messages related to bookings (confirmation, reminders) may be sent by email, SMS, WhatsApp-related channels, or staff-assisted bridges depending on product configuration.

We do not use end-customer booking contacts for TempahHQ product marketing unless we clearly ask and obtain appropriate consent. Shops remain responsible if they use customer phone numbers for their own marketing outside our transactional flows.

8. Cookies and sessions

See Cookies & sessions. In short: we use essential cookies (notably an httpOnly session cookie for signed-in owners/staff). We do not currently require non-essential analytics cookies for core product function.

9. Sharing and sub-processors

We share personal data only as needed to run TempahHQ, including:

Infrastructure hosts (application and database hosting)
Billplz for end-customer payments (under the shop’s merchant setup)
Billplz for the platform activation fee (under TempahHQ’s merchant account—not the shop’s collection)
Identity providers (e.g. Auth0) if SSO is enabled
Communications providers if/when SMS, email, or WhatsApp APIs are connected
Professional advisers or authorities when required by law

See the current list: Sub-processors.

We do not sell personal data to third parties for their advertising.

10. International transfers

Depending on hosting and vendor locations, personal data may be processed outside Malaysia. Where that happens, we take steps appropriate to the risk (contractual terms, reputable providers, access controls). Details of vendors appear on the sub-processors page.

11. Retention

We keep personal data only as long as needed for the purposes above, including:

Data	Typical approach
Active shop accounts	For the life of the account plus a short wind-down period
Bookings & payment records	Longer retention may be needed for accounting, disputes, and fraud prevention
Sessions	Until expiry or logout
Notification logs	Operational retention; not indefinite marketing lists
Security logs	Short-to-medium term for incident response

Shops that need a specific retention policy for their industry should contact us and set internal practices consistent with law. End customers who want deletion should start with the shop they booked; we assist shops under our Data Processing Terms.

12. Security

We apply technical and organisational measures appropriate to a multi-tenant SaaS handling appointment and payment metadata, including:

Password hashing
httpOnly session cookies
Tenant isolation in application logic
Rate limiting on sensitive routes
Secrets not committed to source control
Security headers on web and API

No method of transmission or storage is 100% secure. Report suspected incidents to hello@tempahhq.com.

13. Your rights

Subject to applicable law (including the Malaysian Personal Data Protection Act framework as it applies to our operations), you may have rights to:

Access personal data we hold about you
Correct inaccurate data
Request deletion or restriction in certain cases
Withdraw consent where processing is based on consent
Lodge a complaint with the relevant regulator

How to exercise rights

You are…	Start here
End customer of a shop	Contact the shop first (they control the business relationship). You may also email us; we will route requests that require shop action.
Shop owner/staff	Email hello@tempahhq.com from your account email, or use in-product settings where available.

We may need to verify identity and may refuse requests that are unlawful, abusive, or would break records we must keep (e.g. completed payment evidence).

14. Children

TempahHQ is aimed at businesses and adult customers. We do not knowingly collect personal data from children for marketing. If you believe a child has provided data inappropriately, contact us.

15. Changes

We may update this policy. The “Last updated” date and version at the top will change. Material changes may be highlighted on the product site or by email to shop owners where appropriate. Continued use after an update means you should review the new text.

16. Contact

TempahHQ
Email: hello@tempahhq.com