This Privacy Policy ("Policy") describes how Neuports Sdn Bhd ("Neuports", "we", "us" or "our") collects, uses, stores, discloses and protects personal data when you visit our website (neuports.com), request a demo, use the Neuports white-label freight platform, its APIs and related services (collectively, the "Platform"), or view a page that a forwarder has shared with you through the Platform.
This Policy is issued in line with the Malaysian Personal Data Protection Act 2010, as amended ("PDPA"), and applies to everyone whose personal data we handle: website visitors, our Customers (freight forwarders and other logistics businesses) and their Authorised Users, and the Customers' own clients ("End Clients").
By using the Platform, you acknowledge that you have read and understood this Policy. Where we rely on your consent, you consent to the collection, processing and disclosure of your personal data as described here. If you do not agree, please stop using the Platform.
1. Who We Are and Our Role
1.1 For website visitors, demo requests, and the accounts of our Customers and their Authorised Users, Neuports Sdn Bhd is the data user (data controller) under the PDPA.
1.2 Customers run the Platform under their own brand. For the data a Customer puts into the Platform about its shipments, clients and partners, including End Clients who open the Customer's tracking pages or portals, the Customer is the data user and Neuports processes that data on the Customer's behalf, as its data processor and on its instructions.
1.3 If you are an End Client, the forwarder who shared the page with you is responsible for your personal data. Please contact them first. We will help them respond to your request.
1.4 For any enquiries, access requests or complaints about personal data that Neuports controls, contact us at support@neuports.com.
2. Personal Data We Collect
2.1 Website Visitors and Demo Requests
When you request a demo, we collect your first and last name, work email address, contact number, company name, company size and any message you send, together with the page you came from and campaign tags in the link you followed.
2.2 Customers and Authorised Users
- Account Data: full name, email address, phone number, company name, job title, role and business registration details.
- Billing Data: billing address, payment method details and transaction records. Full payment card details are handled by our payment provider and are not stored on our servers.
- Communication Data: correspondence, support requests and feedback.
2.3 Data We Process for Customers
- Shipment Data: shipment references, container, booking, bill of lading and air waybill numbers, routes, milestones, cargo descriptions and the parties to a shipment.
- Trade Documents: bills of lading, commercial invoices, packing lists, certificates of origin and any other documents a Customer uploads.
- End Client Data: names, email addresses and company details of the Customer's clients and contacts.
- Shared Page Activity: when an End Client opens a tracking page or portal, the email address they give to open it (where the Customer requires one), and when pages were opened and documents viewed or downloaded.
2.4 Information Collected Automatically
- Device and Technical Data: IP address, browser type and version, operating system, device identifiers and language preferences.
- Usage Data: pages visited, features used, session duration, referral source and interaction with AI-assisted tools.
- Location Data: approximate location derived from your IP address.
- Cookies: see Section 9.
2.5 Information from Third Parties
- Carriers and Tracking Data Providers: shipment status updates and milestones, fetched using the shipment identifiers a Customer provides.
- Public Sources: port and location codes, tariff schedules and similar reference data.
- Analytics Providers: aggregated usage statistics.
3. Purposes and Lawful Basis
We process personal data on the following bases:
- Consent: where you have given it, for example to receive marketing emails.
- Contract: to provide the Platform under our Agreements with Customers and our Terms of Use.
- Legitimate Interest: for security, fraud prevention, product improvement and analytics, where your rights do not override that interest.
- Legal Obligation: to comply with applicable laws, including tax, sanctions and data protection laws.
Specific purposes include:
- Responding to demo requests and following up with you
- Providing, operating and supporting the Platform, including the branded pages and portals Customers share with End Clients
- Shipment tracking, status notifications and AI-assisted document processing
- Billing, invoicing and payment processing
- Service updates, security alerts and administrative notices
- Analytics, product improvement and service optimisation
- Fraud detection, security and compliance with legal obligations
4. AI-Assisted Processing
The Platform uses artificial intelligence to read uploaded documents, extract data and, where a Customer's subscription includes it, suggest HS codes and prepare customs declarations. When documents or data are processed this way:
- They are processed by AI systems, including AI service providers we engage under contract, to extract structured information and generate suggested outputs.
- AI-generated outputs are suggestions only and must be reviewed and verified by the User, or their licensed customs agent, before they are relied on or submitted to any authority.
- We may use anonymised and aggregated data to improve accuracy and Platform performance. No personally identifiable information is used for model training without explicit consent.
- Documents are kept only as long as needed to provide the service and for the retention periods in Section 6, then securely deleted.
5. Data Sharing and Disclosure
5.1 Service Providers
We share personal data only as needed to provide the Platform, with:
- Cloud hosting and database providers
- Email delivery providers, including for emails sent from a Customer's own domain
- AI document processing providers
- Carriers and tracking data providers (shipment identifiers only, to fetch status)
- Payment processors
- Analytics and monitoring tools
All of them are bound by contract to process personal data only on our instructions and in line with applicable data protection laws.
5.2 Customers
Data about End Clients and shared page activity is made available to the Customer that shared the page.
5.3 Legal Disclosures
We may disclose personal data where required by law, regulation, legal process or a governmental request, including to tax authorities, law enforcement agencies and regulators with jurisdiction over our operations.
6. Data Retention
We keep personal data only as long as needed for the purposes it was collected for, or as required by law. Customer Data is kept for the term of the Customer's Agreement and then returned or deleted as the Agreement sets out. Where trade or customs records must be kept for a minimum period under applicable customs or tax rules, the Customer is responsible for that retention, and we keep such records on the Customer's instructions. Demo request details are kept for as long as needed to respond and follow up. When a retention period ends, data is securely deleted or irreversibly anonymised.
7. Cross-Border Data Transfers
We serve forwarders across Southeast Asia, and our hosting and service providers may process data outside Malaysia. Where data is transferred, we put appropriate safeguards in place, including:
- Contractual data protection clauses with all service providers
- Transfers to jurisdictions with adequate data protection, or with equivalent safeguards
- Encryption in transit and at rest
By using the Platform, you consent to the transfer of your personal data to these jurisdictions for the purposes described in this Policy.
8. Data Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction, including:
- Encryption of data in transit and at rest
- Separation of each Customer's data from every other Customer's
- Access controls and role-based permissions
- Hosting with providers that hold recognised security certifications, such as SOC 2
- Incident response and breach notification procedures
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Cookies and Similar Technologies
We use the following categories of cookies:
- Strictly Necessary Cookies: needed for sign-in, security and access to shared pages. These cannot be switched off.
- Analytics Cookies: help us understand how visitors use neuports.com (Google Analytics). The data is aggregated.
- Functional Cookies: remember preferences such as language and display settings.
We do not use advertising cookies. You can manage cookies in your browser settings, though switching some off may affect how the Platform works. For more information, visit www.aboutcookies.org.
10. Your Rights Under the PDPA
Under the PDPA, you have the right to:
- Access: request a copy of the personal data we hold about you.
- Correction: request correction of inaccurate or incomplete personal data.
- Withdraw Consent: withdraw your consent at any time (this may affect our ability to provide some services).
- Prevent Processing: object to processing that causes, or is likely to cause, unwarranted damage or distress.
- Data Portability: request your data in a structured, commonly used format where technically feasible.
To exercise these rights, contact support@neuports.com. We will respond within 21 days of receiving your request, as the PDPA requires. End Clients should contact the forwarder who shared the page with them first (Section 1.3).
If you are not satisfied with our response, you may lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP).
11. Children's Data
The Platform is not intended for anyone under the age of 18. We do not knowingly collect personal data from minors, and if we learn that we have, we will delete it promptly.
12. Data Breach Notification
If a personal data breach poses a risk to your rights and freedoms, we will:
- Notify the Department of Personal Data Protection Malaysia (JPDP) without undue delay, and in any event within 72 hours of becoming aware of it, where we are the data user.
- Notify affected Customers without undue delay where the breach involves data we process on their behalf, so they can meet their own obligations.
- Notify affected individuals without undue delay where the breach is likely to result in significant harm.
- Record the breach, its effects and the remedial action taken, and cooperate with the relevant authorities.
13. Changes to This Policy
We may update this Policy from time to time to reflect changes in our practices, technology or legal requirements. We will tell Customers about material changes by email, and show a notice on the Platform, at least 30 days before they take effect. Continued use of the Platform after that date means you accept the updated Policy.
14. Contact Us
For any questions, concerns or requests about this Policy or our data practices:
Neuports Sdn Bhd
Support: support@neuports.com
General: hello@neuports.com