Privacy Policy

Privacy Policy for NinjaSuites Apps

Last updated: 20 October 2026

This Privacy Policy applies to the NinjaSuites Team and NinjaSuites Admin mobile applications (the "Apps"), published on Google Play and the Apple App Store by Virtual Spirit Technology Sdn. Bhd. ("we", "us", "our").

Developer: Virtual Spirit Technology Sdn. Bhd.

Address: 28-1D Jalan BS 12, Pusat Perdagangan Olive Hill, 43300 Seri Kembangan, Malaysia

Contact: hello@virtualspirit.me

Website: https://virtualspirit.me/

By using the Apps you agree to this policy. If you do not agree, please do not use the Apps.

1. Information we collect

Account information. Your name, phone number and/or email address, profile photo, role, and the business (tenant) account you belong to. This is provided by you or by your employer or administrator.

Work and business data. Data you or your organization enter or view in the Apps, such as jobs, attendance and clock-in/out records, timesheets, time-off requests, appointments, quotations, invoices, orders, vouchers, customers, products, assets and team members. The Admin app lets administrators manage this data for their organization.

Location data. With your permission, we collect your device's precise or approximate location to record attendance, show team and job locations on maps, synchronize data, and add location coordinates as a watermark to photos taken in the Apps. We use location only as needed for these features.

Photos, camera and microphone. With your permission, the Apps access your camera, microphone and photo library to take or select a profile photo, attach photos or videos to jobs and records, and record video with audio. Files are uploaded only when you choose to attach or save them.

Files and storage. Access to device storage to select, save or upload files and images.

Calendar. With your permission, the Apps read and write events on your device calendar so that jobs and appointments can appear in your calendar.

Device and usage information. Device model, operating system version, app version, language, push notification token, crash reports, and analytics about how the Apps are used (screens viewed, features used).

2. How we use information

  1. To provide and operate the Apps and their features.
  2. To authenticate you and secure your account.
  3. To record attendance, manage jobs, teams and business records, and show maps and locations.
  4. To send notifications, reminders and service messages.
  5. To monitor performance, fix bugs and improve the Apps.
  6. To comply with legal obligations and enforce our terms.

We do not sell your personal information.

3. Sharing of information

  1. Your organization. Data you enter in the Apps belongs to the business account you use. It is visible to that organization's administrators and authorized users according to their permissions.
  2. Service providers. We use trusted providers to run the Apps, including Google Firebase (analytics), OneSignal (push notifications), Google Maps (maps and location display), and our cloud hosting and storage providers. They process data only to provide their services to us.
  3. Legal reasons. We may disclose information if required by law, or to protect our rights, users or the public.
  4. Business transfers. If we are involved in a merger, acquisition or sale of assets, information may be transferred as part of it.

4. Data retention

We keep your information while your account is active or as needed to provide the Apps. Business records are retained according to your organization's settings and legal requirements. We delete or anonymize data when it is no longer needed.

5. Your choices and rights

  1. Permissions. You can allow or deny location, camera, microphone, photos, storage, calendar and notification permissions in your device settings at any time. Some features will not work without them.
  2. Access, correction, deletion. You can request access to, correction of, or deletion of your personal data by contacting us at hello@virtualspirit.me, or through your organization's administrator. We will respond within a reasonable time, subject to applicable law, including the Personal Data Protection Act 2010 of Malaysia.
  3. Notifications. You can turn off push notifications in your device settings.

6. Security

We use reasonable technical and organizational measures, such as encrypted connections (HTTPS) and access controls, to protect your data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

7. Children's privacy

The Apps are intended for business and workforce use and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us data, contact us and we will delete it.

8. International transfers

Your information may be processed in countries other than where you live, including Malaysia and the countries where our service providers operate. We take steps to protect it as described in this policy.

9. Changes to this policy

We may update this policy from time to time. The "Last updated" date shows the latest version. Significant changes will be communicated in the Apps or on this page.

10. Contact us

Virtual Spirit Technology Sdn. Bhd.

28-1D Jalan BS 12, Pusat Perdagangan Olive Hill, 43300 Seri Kembangan, Malaysia

Email: hello@virtualspirit.me


Last Updated : 20 October 2026