Terms & Privacy Policy

WayBill ("we", "us", "our") is a WhatsApp-native invoicing platform that allows small business owners and sole traders in Malaysia ("Sellers") to create invoices and receive invoice status notifications — entirely through WhatsApp. WayBill is operated as a sole proprietorship by:

• Name: WAYBILL DIGITAL SOLUTIONS
• IC/Registration: 202603124951(SA0652745-V)
• Address: 106 JALAN SS20/3 DAMANSARA UTAMA PETALING JAYA, Malaysia
• Email: support@waybillz.my

You may use WayBill only if:

By using WayBill you represent and warrant that all of the above conditions are met.

• You are at least 18 years of age.
• You are a resident or registered business entity in Malaysia.
• You have a valid Malaysian mobile number capable of receiving WhatsApp messages.
• You are using the Service for lawful business purposes only.

3.1 Phone Number as Identity: WayBill uses your WhatsApp mobile number as your unique account identifier. There is no separate username or password. You are responsible for all activity that occurs from your WhatsApp number.

3.2 Business Information: You may optionally provide your business name and logo. You are solely responsible for ensuring this information is accurate, up-to-date, and does not infringe any third-party intellectual property rights.

3.3 Account Termination by You: You may stop using the Service at any time. To request deletion of your data, contact us at support@waybillz.my. See the Privacy Policy for details on data retention.

4.1 What We Provide: WayBill provides the following core features:

• Voice note and text transcription to extract invoice fields, powered by AI.
• Invoice creation, numbering, and PDF generation.
• Payment link generation via third-party payment processors.
• Payment status notifications via WhatsApp.
• Invoice payment reminders sent to you (the Seller) for unpaid invoices.

4.2 Third-Party Services: WayBill relies on third-party services to operate, including but not limited to:

Your use of WayBill constitutes acceptance of the terms and privacy policies of these third-party services. We are not responsible for their availability, accuracy, or conduct.

4.3 Service Availability: We aim for 99.5% uptime on core invoice and payment flows but do not guarantee uninterrupted availability. The Service may be unavailable during maintenance, updates, or due to factors outside our control, including WhatsApp platform outages.

• Meta Platforms (WhatsApp Cloud API) for message delivery.
• Groq / Whisper for voice transcription and AI-powered invoice extraction.
• Curlec / Razorpay for FPX and DuitNow payment processing.
• Supabase / Cloudflare for data storage and file hosting.

5.1 Free Tier: New accounts receive a limited number of free invoices as specified in the app at the time of registration. Once the free limit is reached, continued use requires purchasing credits or upgrading to a Pro plan.

5.2 Credit Packs: You may purchase credit packs ("Credits") to create additional invoices. Each invoice creation deducts one Credit from your balance. Credits have no cash value and are non-transferable between accounts.

5.3 Pro Subscription: Pro subscriptions, where available, are billed on a recurring basis as described at the time of purchase. Subscriptions auto-renew unless cancelled before the renewal date.

5.4 Pricing: All prices are in Malaysian Ringgit (MYR) and inclusive of any applicable taxes unless otherwise stated. We reserve the right to change pricing with at least 14 days' notice communicated via WhatsApp or email.

6.1 Payment Processing: Invoice payments from your buyers are processed by Curlec (operated by Razorpay) and may include FPX, DuitNow, and other Malaysian payment rails. WayBill does not store or have access to your buyers' full payment card or bank account credentials.

6.2 Per-Invoice Charge: A per-invoice service fee may be charged to you as the Seller at the time of invoice creation or upon payment collection, as disclosed in the app. This fee is subject to change with notice.

6.3 Refunds on Credits: Credits are generally non-refundable once purchased. If you believe you were charged in error, contact us within 14 days at support@waybillz.my. We will review refund requests on a case-by-case basis.

6.4 Failed or Disputed Payments: WayBill is not liable for failed payments between you and your buyers, disputes over goods or services rendered, or chargebacks initiated by buyers. Your relationship with your buyers is your own.

You agree not to use WayBill to:

We reserve the right to suspend or terminate your account immediately and without notice if we reasonably believe you are in breach of this section.

• Create invoices for illegal goods or services.
• Harass, threaten, or defraud any person.
• Send unsolicited commercial messages (spam) to buyers.
• Impersonate another person or business.
• Reverse-engineer, copy, or create derivative works of the Service.
• Use automated bots, scrapers, or scripts to interact with the Service beyond normal WhatsApp use.
• Violate any applicable Malaysian law, including but not limited to the Communications and Multimedia Act 1998, PDPA 2010, or any consumer protection regulation.

WayBill and all associated content, trademarks, service marks, logos, and software are owned by or licensed to us. You are granted a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose.

Invoice content you create (buyer details, amounts, item descriptions) remains yours. By using the Service, you grant us a limited licence to process and store this content solely to provide the Service.

Voice notes you send to WayBill are transcribed by AI and discarded after processing unless retention is required for debugging with your consent.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, OR NON-INFRINGEMENT.

We do not warrant that: (a) the Service will be error-free or uninterrupted; (b) AI-extracted invoice fields will be accurate in all cases; (c) payment links will be accepted by all Malaysian banks at all times.

Note: Always review AI-extracted invoice details before confirming. WayBill is a tool — you are responsible for the accuracy of your invoices.

To the maximum extent permitted by Malaysian law, WayBill and its owner shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising out of or in connection with your use of the Service.

Our total aggregate liability to you for any claim arising under these Terms shall not exceed the total amount you have paid to us in the 3 months preceding the claim.

You agree to indemnify and hold harmless WayBill and its owner from any claims, losses, damages, liabilities, costs, and expenses (including legal fees) arising from: (a) your use of the Service; (b) your breach of these Terms; (c) your invoices, products, or services sold to buyers; or (d) your violation of any third-party right.

These Terms are governed by the laws of Malaysia. Any dispute arising from or related to these Terms shall first be resolved through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to the courts of Malaysia with jurisdiction in Kuala Lumpur.

We may update these Terms from time to time. Material changes will be notified via WhatsApp or email at least 14 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

For any questions about these Terms, please contact:

• WayBill — WAYBILL DIGITAL SOLUTIONS
• Email: support@waybillz.my
• Address: 106 JALAN SS20/3 DAMANSARA UTAMA PETALING JAYA, Malaysia

The data controller responsible for your personal data is:

• WAYBILL DIGITAL SOLUTIONS (trading as WayBill)
• IC/Registration: 202603124951(SA0652745-V)
• Address: 106 JALAN SS20/3 DAMANSARA UTAMA PETALING JAYA, Malaysia
• Email: support@waybillz.my

2.1 Data You Provide Directly

2.2 Data Generated by Your Use

2.3 Technical Data

• Mobile phone number (your account identifier).
• Business name and logo image (optional, for invoice branding).
• Buyer names, phone numbers, and invoice details you create.
• Voice notes you send (transcribed and processed; original audio is not permanently stored).
• Preferred language (Bahasa Malaysia, English, Chinese, or Tamil).
• Invoice history, item descriptions, amounts, and payment status.
• Conversation state with the WayBill bot (current step in onboarding or invoice creation flows).
• Credit balance and transaction history.
• Payment gateway reference numbers and transaction timestamps.
• Timestamps of messages received and sent.
• WhatsApp message IDs (used for reply threading and deduplication).
• IP addresses and request logs retained by our infrastructure providers for security purposes.

We process your personal data for the following purposes, each supported by a lawful basis under PDPA 2010:

Note on Buyer Communication: WayBill communicates exclusively with the registered Seller via WhatsApp. WayBill does not directly contact, message, or send any communications to Buyers. Buyer details provided by the Seller are used solely to populate invoice documents generated for the Seller's own use and forwarding.

• Providing the Service: processing your WhatsApp messages, creating invoices, generating PDFs, and delivering payment notifications. (Contractual necessity)
• AI Processing: transcribing voice notes via Groq/Whisper and extracting invoice fields using a large language model. (Contractual necessity; data is not used to train third-party AI models under our agreements)
• Payment Processing: generating and managing payment links via Curlec/Razorpay. (Contractual necessity)
• Service Improvement: diagnosing errors and improving bot accuracy using anonymised logs. (Legitimate interest)
• Communications: sending you (WayBill user) invoice confirmations, payment alerts, reminders, and important service notices via WhatsApp. (Contractual necessity / legitimate interest)
• Legal Compliance: retaining transaction records as required by Malaysian law, including tax and accounting obligations. (Legal obligation)

We do not sell your personal data. We share your data only in the following circumstances:

4.1 Service Providers (Data Processors): We share data with trusted sub-processors solely to operate the Service.

4.2 Buyers: When you create an invoice, the buyer's name and phone number (if provided) are stored solely to populate the invoice PDF. WayBill does not contact buyers directly — the Seller is responsible for sharing the invoice with their buyer.

4.3 Legal Requirements: We may disclose your data if required to do so by law, court order, or government authority in Malaysia, or to protect the rights, property, or safety of WayBill, its users, or the public.

• Meta Platforms (WhatsApp Cloud API) to send and receive WhatsApp messages on your behalf. Meta's Data Processing Terms apply.
• Groq Inc. for voice transcription and AI-powered invoice text extraction. Data is processed in transit and not retained for model training.
• Curlec / Razorpay for payment link generation and FPX/DuitNow processing. Their privacy policies govern payment data.
• Supabase Inc. for database and file storage (Malaysia-region servers where available).
• Cloudflare Inc. for blob storage (invoice PDFs, logos) and CDN delivery.

We retain your personal data for as long as your account is active and for a reasonable period thereafter to comply with legal obligations. Specifically:

You may request earlier deletion of your data, subject to legal retention obligations, by contacting us at support@waybillz.my.

• Invoice and transaction records: 7 years (consistent with Malaysian tax/accounting requirements).
• Conversation state data: cleared after each completed session or within 90 days of last activity.
• Voice note audio: deleted immediately after transcription; transcribed text is stored with the invoice.
• Logo images: retained while your account is active; deleted within 30 days of account deletion request.
• Server and access logs: up to 90 days.

Under Malaysia's Personal Data Protection Act 2010, you have the following rights:

To exercise any of these rights, please contact us at support@waybillz.my. We will respond within 21 days. We may need to verify your identity before processing your request.

• Right of Access: You may request a copy of the personal data we hold about you.
• Right of Correction: You may request correction of inaccurate or incomplete personal data.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time. This will not affect lawfulness of prior processing.
• Right to Limit Processing: You may request that we cease using your data for direct marketing or non-essential processing.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or disclosure. These include:

No method of electronic transmission or storage is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security.

• Encrypted data transmission (HTTPS/TLS) between all system components.
• Database access restricted to application services only; no public database ports.
• Secrets and credentials managed via environment variables and vault services, never hardcoded.
• Blob storage with access-controlled write permissions; public read for invoice PDFs shared with buyers only.

Some of our sub-processors (Meta, Groq, Cloudflare, Supabase) operate infrastructure outside of Malaysia. By using WayBill, you consent to your data being transferred to and processed in other countries. We take reasonable steps to ensure these processors maintain adequate data protection standards.

WayBill is not directed at persons under 18 years of age. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it.

WayBill operates primarily through WhatsApp and does not use browser cookies directly. Any web pages, such as hosted payment pages, may use functional cookies as required by the payment gateway provider.

We may update this Privacy Policy from time to time. We will notify you of material changes via WhatsApp message at least 14 days before they take effect. The updated policy will also be accessible at waybillz.my/privacy. Continued use of the Service after the effective date constitutes acceptance.

For privacy-related enquiries, data access requests, or complaints, please contact:

• WayBill — WAYBILL DIGITAL SOLUTIONS
• Email: support@waybillz.my
• Address: 106 JALAN SS20/3 DAMANSARA UTAMA PETALING JAYA, Malaysia
• If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Commissioner of Malaysia.
• Department of Personal Data Protection (JPDP)
• Website: www.pdp.gov.my
• Telephone: +603-8911 5000