EFFECTIVE DATE: 15TH AUGUST 2026
Robotimize Privacy Policy
1. Introduction
Robotimize Group (“Robotimize”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal data you share with us when you interact with our marketing communications, including our website, newsletter sign-up forms, event registrations, and promotional emails.
This Privacy Policy (“Policy”) explains what personal data we collect for marketing purposes, why we collect it, how we use and protect it, who we may share it with, and the choices and rights available to you. It applies alongside, and does not replace, our general company Privacy Policy, which covers personal data collected outside a marketing context (for example, employee, customer transaction, or supplier data).
This Policy is designed to comply with applicable data protection laws in the jurisdictions in which Robotimize operates, where these laws differ, we apply the higher standard of protection to the relevant individual.
2. What Personal Data We Collect for Marketing Purposes
Depending on how you interact with us, we may collect:
- Contact details — name, job title, organisation, email address, phone number, mailing address;
- Engagement data — newsletter subscription status and preferences, event or webinar registrations and attendance, content downloads, survey or feedback responses;
- Website and email interaction data — pages visited, links clicked, email open and click activity, device and browser type, and IP address, collected via cookies and similar technologies (see Section 5);
- Source information — how you came to be on our mailing list (for example, website sign-up, business card exchange at an event, referral, or partner introduction); and
- Communication history — records of your consent, preferences, and any correspondence with us regarding our marketing communications.
We do not knowingly collect sensitive personal data (such as health, biometric, or medical information) through our marketing channels. If you are a healthcare professional or patient contact who shares such information with us directly — for example, in response to a product enquiry — it will be handled under our general Privacy Policy and applicable healthcare data safeguards, not for marketing purposes, unless you separately and explicitly agree otherwise.
3. How and Why We Use Your Personal Data
We use your personal data for the following marketing-related purposes:
- Sending newsletters, product updates, event invitations, and promotional communications relating to Robotimize’s rehabilitation technology products and services;
- Personalising content and communications based on your expressed interests or engagement history;
- Managing event registrations, attendance, and follow-up communications;
- Measuring the performance of our marketing campaigns and improving our content and communications; and
- Maintaining accurate marketing records, including consent and unsubscribe records, and complying with our legal obligations.
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects on you.
4. How to Withdraw Consent or Unsubscribe
You can withdraw your consent or unsubscribe from Robotimize marketing communications at any time, free of charge and without giving a reason, by:
- Clicking the “unsubscribe” link included in every marketing email we send;
- Updating your preferences via our preference centre, if available; or
- Contacting us directly using the details in Section 11.
We will process your opt-out request within 10 business days, and in practice we aim to do so immediately or on the same day. We will not charge a fee, require a reason, or impose other conditions on your ability to unsubscribe. Once you opt out, we will not add you back to marketing lists unless you subsequently provide fresh consent. Please note that transactional or service-related messages (for example, order confirmations or responses to your enquiries) are not marketing communications and are not affected by an unsubscribe request.
5. Cookies and Website Tracking
Our website and marketing emails may use cookies, tracking pixels, and similar technologies to understand how recipients interact with our content (for example, whether an email was opened or a link was clicked) and to improve our marketing effectiveness. Where required by law, we will ask for your consent before placing non-essential cookies, and you can manage your preferences through your browser settings or any cookie banner we provide.
6. Sharing Your Data with Third Parties
We do not sell your personal data. We may share it with:
- Service providers who support our marketing activities on our behalf — for example, email marketing and CRM platform providers, event management platforms, and analytics providers — under contractual obligations to protect your data and use it only for the purposes we specify;
- Regulators, authorities, or professional advisers where required by law, or to establish, exercise, or defend legal claims.
7. Data Retention
We retain marketing personal data only for as long as necessary to fulfil the purposes described in this Policy, including:
- For as long as you remain subscribed to our communications, plus a reasonable period afterward to maintain suppression/unsubscribe records so we do not contact you again in error;
- For inactive contacts, we periodically review and remove or archive records that are no longer needed; and
- Longer retention may apply where required to comply with legal, regulatory, accounting, or dispute-resolution obligations.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or loss, including access controls, encryption where appropriate, and vendor due diligence for third-party marketing platforms. No system can be guaranteed 100% secure, but we review our safeguards on an ongoing basis.
9. Your Privacy Rights
Depending on where you are based, you may have some or all of the following rights in relation to your personal data:
- Access — to request a copy of the personal data we hold about you;
- Correction — to request that inaccurate or incomplete data be corrected;
- Withdrawal of consent / objection — to withdraw consent to marketing at any time, or object to processing based on legitimate interest;
- Data portability — to request your data in a structured, commonly used, machine-readable format (available to individuals in Malaysia since June 2025 under the Amendment Act, and to EU/EEA-based contacts under GDPR);
- Erasure — to request deletion of your data, subject to our legal retention obligations (available where GDPR-aligned principles apply, and in Malaysia/Singapore where retention is no longer necessary for the purpose collected); and
- Restriction — to request that we limit how we use your data in certain circumstances.
To exercise any of these rights, please contact us using the details in Section 11. We will respond within the timeframe required by applicable law, and may need to verify your identity before actioning your request.
10. Children’s Privacy
Our marketing communications are directed at healthcare professionals, institutional partners, and adult members of the public, and are not intended for children. We do not knowingly collect personal data from children for marketing purposes. If you believe a child’s data has been provided to us, please contact us so we can remove it.
11. Data Protection Officer & Contact Details
If you have questions, concerns, or requests regarding this Policy or how we handle your personal data for marketing purposes, please contact:
Email: info@robotimize.tech
12. Changes to This Policy
We may update this Policy from time to time to reflect changes in our marketing practices or legal requirements. The effective date at the top of this Policy indicates when it was last updated. Material changes will be communicated to subscribers where required by law.
