ExpMgr Privacy Notice
This notice explains how Meekco Enterprise Sdn. Bhd. handles personal data in ExpMgr, our WhatsApp-based expense-claim service. It supplements our general company privacy policy and, for this service, takes precedence where the two differ.
What the service does
Employees submit expense receipts by sending a photo or document to our WhatsApp business number. The receipt is stored, its details are read automatically, and finance staff review and approve the resulting claim on a web dashboard.
Personal data we process
- Your WhatsApp phone number and the display name on your WhatsApp account.
- The receipt images and documents you send, and any personal data they happen to contain.
- Details read from those receipts, such as merchant, date, amount, and category.
- Any notes or corrections you send us about a claim.
- Your employee record: name, email address, department, employee code, and role.
- A log of messages exchanged with the service, kept so no submission is lost.
- For finance and administrator users, the email address used to sign in to the dashboard.
- For finance and administrator users, any feedback you send us about the service through the dashboard, together with your name and company.
Why we process it
To receive, process, review, and approve expense claims; to produce month-end expense reports; to support you when something goes wrong; and to keep accounting records we are required to keep.
Automated processing
Receipt images are analysed by an automated system (an AI model) to read fields such as the merchant, date, and amount. This is not an automated decision about you. A member of finance staff reviews every claim before it is approved or rejected, and you can ask for any extracted detail to be corrected.
Who else processes your data
We use the following service providers. We do not sell personal data.
- Meta Platforms — delivers WhatsApp messages between you and the service. Your use of WhatsApp is also governed by Meta’s own terms and privacy policy.
- Google Cloud (Vertex AI) — performs the automated reading of receipt images. Processing is configured to run in Google’s Singapore region.
- Supabase — database and file storage for claims and receipts.
- Cloudflare — hosts the application and the finance dashboard.
Transfers outside Malaysia
Because of the providers above, your personal data is processed outside Malaysia, including in Singapore and in other locations those providers use to operate their services. We rely on our contracts with these providers to protect it. By using the service you are informed of, and consent to, this transfer.
How long we keep it
We keep claim records and their receipts for seven years from the end of the financial year the claim relates to, which reflects the period we are expected to retain accounting records. After that they are deleted. Message logs are kept for the same period so a claim can be traced end to end. Feedback you send us about the service is kept for 24 months, then deleted.
Security
Data is transmitted over encrypted connections. Access to the finance dashboard requires a password and is limited to authorised finance and administrator accounts, each of which can only see their own company’s claims.
Your rights
You may ask for a copy of the personal data we hold about you, ask us to correct anything inaccurate, ask how it is being used, or limit how we use it. Contact us at refresh@meekco.asia and we will respond as required by the Personal Data Protection Act 2010.
If you would rather not submit receipts over WhatsApp, tell your finance team and they will arrange another way for you to claim.
Contact
Meekco Enterprise Sdn. Bhd. (201301021866 (1051696-D))
37A Lorong Rahim Kajai 13, Taman Tun Dr Ismail, 60000 Kuala Lumpur, Malaysia
refresh@meekco.asia · +603 7731 9333
Changes to this notice
If we change how the service handles personal data, we will update this page and the date at the top. Material changes will be communicated to affected employees.