Who we are & scope
Guided Journey AI Sdn Bhd (“we”, “us” or “our”) is the organisation responsible for personal data processed for the services we operate. This Privacy Policy explains how we handle information about learners, parents and guardians, customers, website visitors and people who contact us.
It covers our websites, applications, AI-assisted learning tools, subscriptions, competitions and related support services, including BEAM and Bright Robin World where these services are operated by us. It does not cover services operated independently by other organisations.
We handle personal data in accordance with the Malaysian Personal Data Protection Act 2010, as amended, and other applicable requirements. A specific registration or feature notice may give additional details; it should be read together with this policy.
Information we collect
- Account and contact details: names, email addresses, telephone numbers, account identifiers and authentication information.
- Learner and guardian details: age or date of birth, school, year level, parent or guardian details, and the relationship to the learner, where needed for enrolment or eligibility.
- Learning and competition records: answers, submitted work, scores, rankings, progress, feedback, attendance, award eligibility and certificate information.
- Transactions: subscription details, invoices, payment status, transaction references and delivery addresses for physical awards. Payment providers may process payment credentials under their own notices.
- Communications and AI inputs: enquiries, support messages, prompts, files or images you submit, generated responses and feedback.
- Technical information: IP address, browser and device information, access times, error logs and usage records.
- Verification or event information, where applicable: identity evidence, photographs or recordings when a particular competition or event requires them and gives advance notice of the purpose and handling.
We request only information relevant to the particular service. Avoid submitting identity documents, health information or other sensitive details in AI prompts or support messages unless specifically requested through an appropriate channel. Any necessary sensitive personal data is handled with explicit consent or another applicable legal permission.
Sources & required information
We receive information directly from you or your parent or guardian, through your use of our services, and from schools, authorised teachers, competition partners or payment providers where they are authorised to share it.
If records are transferred from a previous service operator, such as Bright Robin Malaysia PLT, we receive and use them only where the transfer is lawfully authorised and users are given the relevant notice.
Registration and payment forms identify required fields. Without the information needed to establish an account, verify eligibility, process payment or deliver an award, we may be unable to provide that service. Optional feedback, publicity participation and marketing preferences are voluntary. Declining them does not affect access to unrelated core services.
How we use information
- Create and administer accounts, enrolments and subscriptions.
- Deliver lessons, learning recommendations, AI assistance and progress reports.
- Run competitions, verify eligibility and submissions, determine results, manage appeals and issue certificates, prizes and awards.
- Process payments, maintain transaction records and arrange deliveries.
- Respond to enquiries and send service notices, such as schedule changes, account updates and results.
- Maintain, troubleshoot and improve service quality, using aggregated or de-identified information where practical.
- Protect accounts, investigate misuse, preserve competition integrity and meet legal obligations.
- Send promotional communications where permitted and in accordance with your choices.
Where consent is needed, we request it for the relevant purpose. We may also process information where the law permits it, including where necessary to provide a service you request or fulfil a legal obligation. Reading this policy or simply visiting our website does not by itself provide consent to optional processing.
Children & young learners
For learners under 18, a parent or legal guardian should register or authorise the account and provide any consent required for the learner’s information. Schools or teachers submitting learner information must have the necessary authority and provide the relevant notice to families.
Parents and guardians may contact us to review or correct their child’s information, withdraw consent or request account closure, subject to identity and guardianship checks and applicable record-keeping requirements. If we discover that a child’s information was provided without the necessary authorisation, we will take appropriate steps to restrict processing and resolve the issue.
AI-assisted features
When you use an AI feature, the prompt, relevant learning context and content you submit may be processed by our systems and an external AI service provider to generate a response. Submit only what is necessary for your question and avoid including names, contact details or other identifying information where possible.
The notice for each AI feature will identify the provider and explain what information is sent, relevant processing locations, retention arrangements, and whether inputs or outputs may be used for model training. We will obtain any required consent before additional uses. This policy does not imply that every AI provider has the same retention or training practices.
Learning recommendations or automated marking may use your answers and progress. AI outputs can contain errors. If an automated result affects a competition outcome or access to a service, contact us to request a review.
Who receives information
We may disclose relevant information to the following categories of recipients for the purposes described above:
- Authorised staff and contracted support personnel who need it for their duties.
- Hosting, cloud storage, software, AI, security, communications, payment and delivery providers supporting our services.
- Schools, teachers, test centres and competition partners where necessary for an authorised enrolment, competition, result or certificate process.
- Professional advisers, auditors, regulators, law enforcement or courts where required or permitted by law.
- A successor or prospective acquirer in a lawful business restructuring or transfer, with appropriate safeguards and notice where required.
We limit disclosures to the relevant purpose and require service providers processing on our behalf to protect the information. Some recipients, such as payment providers, may act independently and have their own privacy notices. We do not sell personal data.
Results, recordings & publicity
Competition-specific notices explain whether names, school or year level, scores, rankings or awards will be published, the intended audience and publication channels. We do not publish contact details, identity documents or payment information as part of results.
If a competition uses webcam or other verification recordings, its notice will explain what is recorded, who reviews it, the retention period and any participation consequences of declining the required verification. Verification recordings are handled for integrity checks and dispute resolution, rather than promotional publicity.
Optional promotional use of identifiable photographs, videos or testimonials is subject to a separate choice and any required parent or guardian consent. You may withdraw consent for future promotional use by contacting us; we will explain any practical limits on recalling material already distributed.
Cookies & communication choices
Our services may use essential cookies or similar technologies for sign-in, session management and security. Where optional analytics or advertising technologies are used, the relevant cookie notice will identify their purpose and providers and offer choices where required. You can also manage cookies in your browser; blocking essential cookies may affect some functions.
You can opt out of promotional messages through the unsubscribe option provided or by contacting us. Essential account, payment and competition notices may still be sent when needed to provide your service.
This privacy policy page itself uses no analytics, advertising trackers, external fonts or cookies.
Processing outside Malaysia
Our hosting, cloud or AI providers may process information outside Malaysia. Before transferring personal data, we assess the applicable Malaysian transfer requirements and use the legally required safeguards or permissions. You may contact us for information about relevant processing locations and safeguards for the service you use.
Retention & security
We retain personal data only for as long as needed for the stated purposes, including account administration, competition appeals, award fulfilment, accounting and applicable legal requirements. When no longer needed, it is securely deleted or made non-identifiable. Backup copies are removed through the normal backup lifecycle and are not used for unrelated purposes.
We use appropriate organisational and technical safeguards, such as access restrictions, secure transmission and staff confidentiality measures. No online system is completely risk-free. Where a personal data breach occurs, we investigate, take corrective action and make notifications required by applicable law.
Your requests & choices
Subject to applicable law, you may request access to or correction of your personal data, withdraw consent, stop direct marketing, or request data portability where technically feasible and compatible. You may also ask us to close an account or delete information that is no longer needed; some records may need to be retained for legal or other permitted purposes.
Send your request in English or Bahasa Melayu to the privacy contact below. Describe the information or account concerned and the action you want. We may ask for proportionate evidence of identity or authority to protect the account. We will respond within applicable legal timeframes and explain any permitted fee, limitation or refusal.
Withdrawing consent may affect features that rely on that processing. We will explain the consequences relevant to your request. If you are concerned about how we have handled your data, contact us; you may also make a complaint to Malaysia’s Personal Data Protection Commissioner.
Updates & external links
We may update this policy as our services or legal requirements change. The current version and effective date will appear on this page. We will give additional notice of significant changes where appropriate and obtain fresh consent where required for a new purpose.
External websites and independently operated services have their own privacy practices. Review their notices before providing information to them.
Contact us
For privacy enquiries, requests or complaints, contact:
- Organisation
- Guided Journey AI Sdn Bhd
- Company registration number
- 202601036762 (1698857-D)
- info@guidedjourney-ai.net