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, business address, contact number, logo, and DuitNow QR image. 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.
• Tracking which invoices are paid or outstanding, as you mark them in the chat.
• Statements, revenue reports, and summaries of who owes you.
• 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.
• Google (Gemini), Groq, and OpenAI 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: Purchases of Credits are processed by Curlec (operated by Razorpay) and may use FPX, DuitNow, and other Malaysian payment rails. WayBill does not store or have access to your full payment card or bank account credentials.

6.2 Buyer Payments: WayBill does not collect, hold, or process payments from your buyers. Your buyers pay you directly using the payment details you choose to put on your invoices (for example, your DuitNow QR). Invoices are marked as paid only when you tell WayBill they have been paid.

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: your WhatsApp mobile number (your account identifier); your business name, business address, and the business contact number you choose to print on invoices; your logo image and DuitNow QR image (both optional); the buyer names, buyer phone numbers, item descriptions, amounts, currency, and due dates you put on invoices; the text messages, voice notes, images, and button replies you send to the WayBill bot; and your preferred language (Bahasa Malaysia, English, or Chinese).

2.2 Data Generated by Your Use: invoices and invoice drafts awaiting your confirmation; invoice numbers, payment status (as you mark it), and reminder history; your conversation state with the bot (for example, which step of onboarding or invoice creation you are on); credit balance and credit purchase history, including payment gateway reference numbers; your time zone; and the time of your last interaction, which we use to decide when a reminder can be sent to you.

2.3 Message Logs: for every message you send us we keep a log entry containing the message type, the time it was received, its WhatsApp message ID, the text of text messages, image captions and button replies, and the action the bot took in response. We use these logs to fix errors and improve how accurately the bot understands requests. Voice-note audio is not kept in these logs.

2.4 Technical Data: WhatsApp message IDs (used for reply threading and to avoid processing the same message twice); counters used to detect spam or abuse; and IP addresses and request logs kept by our hosting and infrastructure providers for security purposes.

We process your personal data for the following purposes, each supported by a lawful basis under the Personal Data Protection Act 2010 (as amended by the Personal Data Protection (Amendment) Act 2024):

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 invoices, statements, and reports generated for the Seller's own use and forwarding.

• Providing the Service: processing your WhatsApp messages, creating invoices, statements, and revenue reports, generating PDFs, and tracking which invoices are outstanding. (Contractual necessity)
• AI Processing: transcribing voice notes and sending the text of your messages to large language models to work out what you are asking for and to extract invoice details. (Contractual necessity; our providers' API terms do not permit them to use this data to train their models)
• Payments: generating payment links through Curlec/Razorpay when you buy invoice credits, and confirming your purchase. (Contractual necessity)
• Service Improvement: diagnosing errors and improving bot accuracy using the message logs described in section 2.3. (Legitimate interest)
• Communications: sending you (the WayBill user) invoice confirmations, reminders about your overdue invoices, 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 the following 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 your invoices, statements, and reports. WayBill does not contact buyers directly — you are responsible for sharing the invoice with your buyer. Anything you choose to print on your invoices (business name, address, contact number, logo, DuitNow QR) will be seen by whoever you send the invoice to.

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, including invoice PDFs, on your behalf. Meta's Data Processing Terms apply.
• Google (Gemini API) as our primary AI provider for understanding your messages and extracting invoice details.
• Groq Inc. for voice-note transcription and as a backup AI provider for understanding your messages.
• OpenAI as a backup provider for voice-note transcription when Groq is unavailable.
• Curlec / Razorpay for processing your purchases of invoice credits. Their privacy policies govern payment data.
• Supabase Inc. for our database.
• Cloudflare Inc. for file storage of your logo and DuitNow QR images.
• Our hosting and message-queue providers, which run the WayBill application and briefly hold incoming messages while they are processed.

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).
• Invoice drafts: until you confirm or cancel them, or they expire.
• Conversation state data: overwritten as you move through each conversation, and deleted with your account.
• Message logs (section 2.3): kept while your account is active and deleted when you ask us to delete your account.
• Voice-note audio: not stored after transcription. The invoice details extracted from it are stored with the invoice, and the transcript may appear in our server logs.
• Logo and DuitNow QR images: kept while your account is active. Removing them in the chat stops them appearing on new invoices; the stored file is deleted within 30 days of an account deletion request, or sooner if you ask us.
• Server and access logs: up to 90 days.

Under Malaysia's Personal Data Protection Act 2010, as amended, 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. You can also update your business name, address, contact number, logo, and DuitNow QR yourself in the chat.
• Right to Data Portability: You may request that we send the personal data you provided to you or to another data controller, where technically feasible.
• 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. If a personal data breach occurs, we will notify the Personal Data Protection Commissioner and, where the breach is likely to cause you significant harm, notify you, as required by law.

• Encrypted data transmission (HTTPS/TLS) between all system components.
• Database access restricted to application services only; no public database ports.
• Incoming WhatsApp and payment webhooks verified by signature before they are processed.
• Secrets and credentials managed via environment variables and vault services, never hardcoded.
• File storage with access-controlled write permissions. Logo and DuitNow QR images are stored at unlisted web addresses so they can be placed on your invoices; anyone with the address can view them. Invoice PDFs are delivered through WhatsApp and not published on the web.

Some of our sub-processors (Meta, Google, Groq, OpenAI, Curlec/Razorpay, Cloudflare, Supabase, and our hosting providers) 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, as required under PDPA 2010.

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. This website does not set cookies or use analytics or advertising trackers. Our website host may log IP addresses for security purposes. Hosted payment pages run by our payment gateway may use functional cookies as required by that 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