Privacy Policy

Letz Manage ("Letz Manage", "we", "us") is a software platform that community and youth organizations ("Organizations") use to manage their own branches, events, bookings, members, and programs. This Policy explains what information the platform collects, how it is used, and who it may be shared with.

Each Organization that uses Letz Manage is responsible for the data its own administrators and members enter into the platform, and for obtaining any consent required from its own members, registrants, or applicants before collecting their information through the platform. Letz Manage acts as the technology provider and processes that data on the Organization's behalf to deliver the service described below.

1. Information We Collect

Account information

When an Organization or its administrator creates a user account, we collect the user's name, email address, and the branch, portfolio, or role assigned to them within the Organization.

Organization-managed records

An Organization's administrators may enter or import records about their own members, committee members, students, instructors, or outreach leads. Depending on what the Organization chooses to record, this can include a person's name, phone number, email address, Malaysian IC (MyKad) number, and, for instructors receiving teaching allowances, a bank account number used to pay them. Sensitive identifiers such as IC numbers and bank account numbers are shown only partially masked in the platform's admin screens.

Where an Organization has opted into SPI (Sistem Pengurusan IKRAM) data sync, the platform periodically retrieves that Organization's own member records directly from SPI's own system using credentials the Organization is authorized to use, and stores a local copy for the Organization's use within the platform.

Public form, event, and booking submissions

Organizations can publish public registration forms, event sign-ups, booking requests, and custom forms (for example, financial-aid or claim applications). The fields on each form are chosen by that Organization's administrator and can include a submitter's name, email, phone number, IC number, and uploaded documents such as receipts or supporting files. We also record the submitting device's IP address against each public submission, for abuse prevention.

Meeting recordings and minutes

Organizations using the AI meeting-minutes feature may upload or record meeting audio. That audio is used only to generate a text transcript and is not retained by Letz Manage once transcription is complete, except where the Organization has separately archived a copy to its own connected Google Drive. The resulting transcript, AI-generated minutes, and agenda items are retained so the Organization can review and edit them.

Payment information

We do not receive or store payment card numbers or online banking credentials. Card payments are handled entirely by our payment partner, CHIP, on its own hosted checkout page; we only receive a payment reference, amount, currency, and status. Where an Organization accepts bank transfers directly, a registrant may upload a proof-of-payment image, which is stored for that Organization's review.

2. How We Use Information

We, and the Organizations using the platform, use the information above to:

• Provide, operate, and maintain the features an Organization has enabled;
• Verify membership, process applications, registrations, bookings, and payments;
• Generate meeting minutes, reports, and summaries for an Organization's own use;
• Send notifications an Organization has configured (for example, booking approvals or event reminders) by email, WhatsApp, or Telegram;
• Maintain the security, integrity, and proper functioning of the platform.

3. Third-Party Services

Certain features connect to third-party services, generally using credentials that belong to the Organization itself rather than a single shared Letz Manage account. We only send these services the specific information a feature needs to work:

• Google (Calendar, Drive, Sheets) — when an Organization connects its own Google account, to sync events, store files such as uploaded forms/receipts, and read a shared calendar spreadsheet it specifies.
• Google Cloud Speech-to-Text — to transcribe meeting audio into text, as described above.
• Google Gemini — to read uploaded receipt images for automatic amount detection, and to generate meeting minutes and agenda summaries from a meeting transcript.
• CHIP — to process card payments for event registrations, using an Organization's own CHIP merchant account.
• WhatsApp Business Platform (Meta) and Telegram — to send notifications an Organization has chosen to enable, using that Organization's own connected account.
• cutisekolah.com.my — a public source of Malaysian school holiday dates; no personal data is sent to or received from this source.

We do not sell personal data, and we do not share it with third parties for their own marketing purposes.

4. Data Retention

Information is retained for as long as the Organization's account remains active, so that records stay available to the Organization that owns them. If you would like information about you removed, please contact the Organization that collected it, or contact us directly using the details below and we will help coordinate removal with the relevant Organization.

5. Data Security

We apply reasonable technical and organizational safeguards appropriate to the information involved, including role-based access controls so only authorized administrators can view full records, partial masking of sensitive identifiers (such as IC and bank account numbers) in admin screens, encrypted storage of connected third-party account credentials, and encrypted transmission (HTTPS) of data between your browser and our servers. No system can be guaranteed completely secure, and we encourage Organizations to limit who holds administrator access to their account.

6. Your Rights

If you are located in Malaysia, the Personal Data Protection Act 2010 gives you rights to access, correct, and in some circumstances request the deletion of your personal data. Because an Organization using Letz Manage is typically the party that collected your information, the quickest way to exercise these rights is usually to contact that Organization directly. You are also welcome to contact us, and we will assist.

7. Children's Data

Some Organizations use the platform to manage programs that include minors (for example, teaching classes with student records). Where this is the case, it is the Organization's responsibility to obtain appropriate parental or guardian consent before entering a minor's information into the platform.

8. Cookies and Similar Technologies

We use standard session cookies to keep you signed in and to protect forms against cross-site request forgery, and, if you choose "remember me" when signing in, a longer-lived cookie to keep you signed in between visits. If you enable push notifications, your browser stores a subscription used only to deliver notifications you've opted into, which you can withdraw at any time through your browser's notification settings. We do not use third-party advertising or analytics cookies.

9. Changes to This Policy

We may update this Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be reflected here.

10. Contact Us

Questions about this Policy, or requests regarding your personal data, can be sent to admin@letzmanage.com.